Terms and Privacy
Third Party Websites
Personal information & how we collect it:
Online Booking Forms
If you make a booking enquiry on our website we will ask you for some personal information which includes your name and e-mail address as well as a free text box to add special requests for the accommodation or volunteering provider. This information is then passed onto the accommodation or volunteering provider in the form of an email generated by Ethical Holiday Ltd.
Contact Ethical Holiday Ltd Forms
Contact information (name, email & phone number) is collected automatically and saved in our email inbox, admin area of the Ethical Holiday website and on our customer service system Konnex (who are 'processors' of information'). The information we hold is used only to contact you in response to your enquiry – we will never forward this on to any third parties unless you have specifically asked us to do so.
Newsletter Sign Up
Joining Our Community / Log In
We offer special deals and hidden content to users wishing to join our community. If you opt in to join our community we will require your name and email address. This information is used to create an online member area and contact you via email only. This information is collected and automatically saved in our admin area of our Ethical Holiday website and on our customer service system Konnex (who are 'processors' of information')
Register your Organisation
Why do we collect your personal information?
We will only collect and use your personal information (as described above) in accordance with data protection laws. Our grounds for processing your personal information are as follows:
Consent – We will only collect and process your personal information if you have consented for us to do so. This may be through our online forms or newsletter and membership sign up requests.
Compliance – We will collect and process your personal information in connection with our legal obligations.
Legitimate interests – We may use and process some of your personal information where we have legitimate and sensible business reasons for doing so. Under European privacy laws, there is a concept of “legitimate interests” as a justification for processing your personal information. Our legitimate interests for processing your personal information are;
- To process your holiday and/or volunteering experience;
- To communicate with you, during the course of a business transaction;
- To contact you if you have won our launch competition or other prize draws;
- To contact you for survey purposes to improve our service to you or to check customer service satisfaction levels;
- To comply with legal obligations.
How will it be used?
Any personal information provided within the Booking Form will be kept by Ethical Holiday Ltd. and will be shared only with your chosen accommodation and/or volunteering provider.
We may use your data to process accommodation and/or volunteering bookings in collaboration with your chosen provider. Your booking form will be sent to the relevant provider as well as to Ethical Holiday Ltd.
Under GDPR legislation, May 2018, you have a right to object to our use of your personal information for these legitimate interests, including a right to object to profiling by us.
Sharing your personal information
Your personal information provided on the Booking Form will be disclosed to your chosen accommodation and/or volunteering provider. A copy of your booking form is automatically sent to the relevant provider as well as to Ethical Holiday Ltd.
We require all such third parties to treat your personal information as fully confidential and to fully comply with all applicable UK Data Protection and consumer legislation from time to time in place. We will not release your Personal Information to any company outside of our company for their mailing or marketing purposes.
You should be aware that if we are requested by the police or any other regulatory or government authority investigating suspected illegal activities to provide your Personal Information and /or User Information, we are entitled do so.
Disclosure of your personal information to other organisations
Personal information collected by us is confidential. We may disclose your personal information to a third party in the following circumstances; Our accommodation and/or volunteering providers for the purposes of providing services requested by you.
We may be required to disclose your Personal Information to any court, the Financial Conduct Authority or any other applicable regulatory, compliance, government or law enforcement agency, Fraud Prevention and Detection. Your information may be disclosed when we believe in good faith that the disclosure is;
- Required by law;
- To protect the safety of our employees, the public or our property;
- For the prevention or detection of crime (including fraud).
- We may share your information with regulatory bodies in the UK, or if applicable, overseas to prevent and detect fraud.
How you can change permission or update information
We will always give you the opportunity to ‘opt out’ of our newsletters should you no longer wish to receive them.
You may request that your information is not used for future communications relating to customer satisfaction surveys, competition and/or prize entries or any other marketing communications. To do this please email admin (at) ethicalholiday (dot) com or click the unsubscribe box in any of our marketing emails.
To ensure the information we hold about you is accurate and up to date, please contact us to inform us of any information changes. You can ask us to update or correct your personal information or opt out of our use of your information for direct marketing purposes by emailing admin (at) ethicalholiday (dot) com or by post to:
Ethical Holiday Ltd.
81 Cranleigh Gardens
Your information rights and responsibilities
Your right to correct: You have the right to have your personal information rectified, if it is inaccurate or incomplete.
Your right to erase: You have the right to request that we delete or remover your personal information from our systems.
Your right to restrict our use of your information: You have the right to ‘block’ us from using your personal information or limit the way in which we can use it.
Your right to data portability: You have the right to request that we move, copy or transfer your personal information.
Your right to object: You have the right to object to our use of your personal information, including where we use it for our legitimate interests. If you raise an objection, we will stop processing your personal information unless exceptional circumstances apply, in which case, we will let you know why we’re continuing to process your personal information.
We will use reasonable efforts, consistent with our legal duty to provide you with your rights, in accordance with data protection legislation.
How to find out what information we hold about you.
You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at Ethical Holiday Ltd, 81 Cranleigh Gardens, Luton, LU3 1LS enclosing a cheque for £10.00 payable to Ethical Holiday Ltd., to cover our administrative costs in dealing with your request. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you and will provide the requested information within 40 days.
The Information Commissioner’s Office “ICO”
If you have a concern over our handling of your data, please contact us directly in the first instance so that we may correct our process without delay.
By Email: admin (at) ethicalholiday (dot)com
By Post: Ethical Holiday Ltd, 81 Cranleigh Gardens, Luton LU3 1LS.
You have a right to refer your complaint to the relevant data protection regulator. In the UK, this is the ICO.
Keeping your personal information secure
Our aim is to keep the information you disclose to us secure. However, we can’t guarantee its absolute security. By using our websites and by transacting with our company, you accept the inherent risks of providing information online and will not hold us responsible for any breach of security.
How long do we keep your personal information?
Data Retention Periods
- On-going digital booking records maintained until 1 year after date of travel.
- Paper copies shredded after six years.
Ethical Holiday Ltd.
81 Cranleigh Gardens