Privacy Notice & Cookies
Fred. Olsen Travel are committed to protecting the privacy of everybody that books with us. This Privacy Notice is our way of being transparent to you on how we use your personal data when you enquire and book with us and demonstrates our fair processing practices.
Categories of Personal Data We Process
In order for us to facilitate your booking, we require the following personal information about you:
- Name as per passport (including middle names)
- Phone Number
- Payment Information
- Place of birth
- Passport Number
- Passport Issue/Expiry Date
- Date of Birth
- Email address
We are also obligated to obtain information that could reveal your race or ethnicity - such as nationality - and personal data of a special category such as health and medical information where necessary.
We request the name and phone number of an emergency contact and their relationship to you. We realise that your emergency contact may not have heard of Fred. Olsen Travel previously, and so we ask you to inform them that you will be sharing their information with us. If they have any queries they can contact us using the details we have provided in this Notice.
You are required to provide the listed personal information to us before we can confirm your booking. If you fail to provide us with this information then you will not be able to book your holiday.
For enquiries, we can collect less information, which will include name and contact details as a minimum.
Receiving Data Through Third-Parties
We are proud to have a wide network of Travel Partners. If you have concerns that we may have received your information in error or would like to find out where we have received your information from, please contact us using the details in this Notice.
Purposes of Processing Your Personal Data and Legal Basis
We process your data for a variety of purposes. As a Travel Agent, we process your personal data to facilitate the booking and provisioning of your holiday and we have outlined these purposes in the table below. It will be beneficial for you to review the privacy notices of the third parties we book you with to understand how they will process your data. We always process personal data with a legal basis and the table below demonstrates our intended purposes and the legal basis we use to process your data.
Making your booking, which can include package holidays and arranging cruise, flights, hotels, rail, and transfers
Obtaining medical information and information that can reveal race or ethnicity
Contractual obligation with explicit consent.
Contacting you with information relating to your booking
Amending your booking at your request
Contacting you with information on additional services relating to your holiday. For example: information on excursions, upgrades and special events
Legitimate Interests (‘soft opt-in’ & opt-out)
Contacting you via email and post about Fred. Olsen Travel offers, products, and holidays
(we will always give the option to opt-out of this at the point we capture your information and in every subsequent communication with you)
Legitimate Interests (‘soft opt-in’ & opt-out)
Using aggregated data to identify trends in bookings and for business reporting purposes
Contacting your emergency contact
Recipients of Your Information
In order for us to deliver our services to you, we have to transfer your information to third parties. The list below provides information on the types of third parties that we share information with. It is challenging to name specifically all the third parties that we will transfer data to and so we have provided categories of recipients for you instead.
- Package holiday organisers;
- Tailor-made holiday providers; where flight/hotel/transfers are organised by a single company, we will inform you of the company we will transfer your data to when booking those services,
- Airlines: we will inform you of the airline company we will transfer your data to when booking,
- Hoteliers: we will inform you of the airline company we will transfer your data to when booking,
- Rail operators; we will inform you of the rail company we will transfer your data to when booking the train journey,
- Other ancillary service providers; we will inform you of the ancillary service provider we will transfer your data to when booking such a service (for example car hire)
- Specialist service providers; in the event you require a specialist service e.g. medical services
- Mailing houses: for brochures and other mailers
We book travel and holiday arrangements for destinations across the world. When liaising with a travel or accommodation provider within Europe, the EEA and countries on the European Commission’s data protection ‘adequacy’ list, we use the countries’ own data protection regulation as the safeguard for your data over and above the technical and organisational measures we have put in place to secure your data when transferring to them. For recipients outside of this list, we use either our standard contractual clauses with a provider where applicable, or the fulfilment of our contract with you as the appropriate safeguard.
We will never sell your data to any third party.
Retention of Your Personal Data
We retain your personal data for only as long as it is necessary for the uses set out in this Privacy Notice and/or to meet legal, regulatory, and financial reporting requirements.
This includes the data relating to your booking for a minimum of 3 years, which is a requirement for legal purposes.
Information relating to the monetary value of your booking will be retained for a minimum of 6 years from the date of the transaction, in order to comply with statutory financial reporting requirements.
We retain your contact details until such time where you no longer wish to be contacted by Fred. Olsen Travel.
These retention periods are not inclusive of how long the recipients of your personal information may retain your data.
We are always happy to fulfil any one of your rights wherever possible. Your rights with respect to the personal data that we process on you are:
- Right to information on how your data is processed
- Right of access to the personal data we hold on you
- Right to rectify any inaccurate data we process on you
- Right to object to us processing your personal data
- Right to erasure of your data
- Right to data portability
- Right to lodge a complaint with a data protection regulator
- Right not to be subject to automated decision making
You can invoke any of your rights at any time using the contact details listed in this Notice, subject to us having to keep the data for legitimate business or legal reasons . Please be aware that we can ask for identification documents to confirm we are disclosing information to the correct person. If you elect a representative to invoke these rights on your behalf we will request that the representative can demonstrate they have the authority to act on your behalf and their identity.
We do not conduct any automated decision making or profiling when you make a booking with us.
Fred. Olsen Travel Ltd is a data controller. We collect and process data for a number of purposes outlined in this Notice. If you ever need to contact us you can by using the details below:
Address: Olympus Close, 2 Olympus Close, Ipswich IP1 5LN
Phone: (+44) 0808 250 8793
If you have a specific query relating to how we process your personal data you can contact our Data Protection Officer on:
Statement on Cookies
By using our website, you agree to our Website Terms & Conditions.
Take a look at our Privacy Notice to find our more on how we collect and use personal data.
- Collecting information: This means we can learn more about how you use our website so we can improve our products and online experience.
- Tailoring your experience: Cookies allow us to provide you with information, products and services that we think you’ll find interesting
- Making our marketing relevant: We can show you relevant offers and promotions on our own websites and through our advertising networks.
If you receive our email updates, we tailor the information we send you based on the data our cookies have collected from your recent visits to our website. You can opt-out of this in any email we send.
READ THROUGH THIS SECTION FOR ALL YOU NEED TO KNOW ABOUT WHAT COOKIES ARE AND HOW WE USE THEM
What are cookies?
Cookies are small text files placed on your computer by us or our partners. They let us identify the device you’re using – but not you personally. This information is sent back to our systems as you move around our website.
Cookies are unique to the web browser you’re using – so if you’re using a desktop computer as well as a mobile, different data will be collected for each.
You can find more information on the About Cookies website
Cookies can be set by the owner of the website you’re on. These are known as 1st Party Cookies. There are also 3rd Party Cookies that can be set by partner websites. Only the owner of the cookie can see the anonymous information it collects.
You can choose to accept all cookies, reject 3rd Party Cookies or reject all cookies by changing your internet browser settings. If you don’t accept cookies, some features of our website won’t work.
- Make it possible for you to use our website
- Show you information and offers that are relevant to you
- Find out more about how our customers use the site
Buying our products online
Keeping track of your searches and preferences
Your recent searches and shortlisted holidays are recorded using cookies.
If you’ve searched for a holiday, left our website and then you come back later, the search panel will keep the information you provided before, so you won’t need to fill everything in again.
If you’ve made a shortlist but you haven’t saved it by entering your email address, we’ll store your shortlisted holidays using a cookie, so you’ll be able to see it when you visit us again using the same computer or device.
Improving your experience
We can also find out how you move around our website, so we can look into any errors stopping you from being able to do what you want. The data we collect from cookies is really important for us to improve your experience.
Making your experience personal
When you’re on our website, we might interact with you or show you personalised information and offers anonymously. Cookies help us to do this by letting us know how you’re using our website on your particular computer or device, which means we can work out what’s most relevant to you.
Receive our email newsletters? We link information from cookies with your email registration details so we can tailor the information we send you – unless you tell us not to. You’ll be given the chance to opt-out on every email we send you.
Adverts on other websites
Refusing cookies and changing your mind after you’ve accepted
You can change your browser settings to accept or refuse all cookies, choose which cookies you want or don’t want, or ask to be notified when a cookie is set. Use the help feature in your browser to see how.
Changing your mind after you’ve accepted our cookies