By providing your personal data to us you acknowledge that it will be processed in accordance with this policy.
2. Who is responsible for your data
The Art of Travel is responsible for all data collected on our website and through direct communications with our consumers.
3. Personal data we collect about you
We collect personal data for a variety of purposes as outlined in the table below and in section 4. You will provide much of this data to us directly by completing online forms or by communicating with our employees but we also gather some data via the digital interactions that you have with us.
The below table lists all the data The Art of Travel may collect from you, when we collect it and how we use it.
|Information Collected||When AOT Collectd this information||How AOT uses this information|
|Email Address||You sign up for our newsletter||We add you to our newsletter mailing list to send you our monthly newsletter|
|Name, phone number, email address||You submit a ‘Contact Us’ form||We use this information to respond to your ‘contact us’ enquiry|
|Name, phone number, email address, travel dates, travel budget, travel preferences and interests, preferred contact method||You submit an enquiry form on our website You make an enquiry for our services though a partner agency who then sends through your information||We use this information to start the travel planning process.|
|Nationality, age or age range, details of all travelers in a group including names, ages, relationship to the enquirer||You or our partner agent emails us this information for travel planning purposes||We use this information to craft your tailor-made travel itinerary. In the case of travelers under 18, we require parental consent to collect their information|
|Dietary requirements, allergies, medical information||You choose to disclose this information through email or through our partner agent||We share this information with appropriate staff members, guides, restaurants, experts on a need-to-know basis.|
|Height, shoe size, clothes size, and other information required for specific travel experiences||ou or our partner agent emails us this information||We share this information with the appropriate staff members and experience providers on a need-to-know basis.|
|Passport scans for all members of a travel group||You upload the passport scans through a secure document upload platform. Our partner agent emails us your passport scans after obtaining your consent||We keep this information on file in case of emergency. In the case of travelers under 18, we require parental consent to collect their passport scans.|
|Credit card authorization||You or our partner agent emails us a scan of your signed credit card authorization form||We communicate this information with certain restaurants when the restaurant policy requires a credit card on file to make a reservation|
|Bank account details||You or our partner agent emails us your bank account details||We use this information to send through refunds|
|Information about how you use our website including IP address and Google Analytics||You browse our website||We use this information to help us improve our website.|
|Newsletter opens and click rates||You receive our newsletter||We use this information to tailor your newsletter experience and send you communications most relevant to your interests|
4. Additional ways we may use your data
To personalize and improve your customer experience. We may use your personal data to tailor our services to your needs and preferences and to provide you with a personalized customer experience.
To meet our legal obligations. We are required to keep certain records for legal reasons – for example invoices that we issue. We will keep and use this data in line with our legal requirements.
For market research and to deliver business insight to help us ensure that our products and services remain relevant.
5. Special Category Personal Data
The definition of Sensitive Personal Data includes data related to health and religious beliefs. As a result of you sharing information about allergies, dietary requirements, and medical conditions with us, you may reveal health data or religious beliefs. Sensitive Data will only be used in order to accommodate requirements during your Japan trip.
6. Sharing your personal data
We are reliant on a number of 3rd party providers in order to provide our services. Where this is the case we will remain in control of the data and we will ensure that the 3rd parties comply with high security standards for the protection of your personal data.
Our 3rd party providers include:
Our tour management software – Tourwriter (www.tourwriter.com)
Our cloud storage system – Dropbox (www.dropbox.com)
Our email marketing tool – Active Campaign (www.activecampaign.com)
Our secure file upload system – Sookasa (www.sookasa.com)
Our company communication software – Slack (www.slack.com)
7. Retention and Security of your Data
We will only retain your personal data for as long as necessary. This duration will depend on the type of data and the reason for processing it. For example:
We will delete all sensitive passport, bank, and credit card information within two weeks of you completing your Japan trip
We will view consent to receive newsletters as revoked if the marketing communication hasn’t been engaged with (opened or clicked) within 13 months. You can also unsubscribe from our marketing communication at any time by clicking the unsubscribe link at the bottom of any of our marketing communications.
We will ensure that we use appropriate technical and organizational security measures in order to ensure that your data remains secure. These measures include internal policies and staff training, appropriate contracts with 3rd party suppliers and role based access control.
8. Your Rights
You have certain rights in relation to the personal information we hold about you. In order to exercise these rights please contact us using the contact details below. Please note that we will require proof of identity as part of this request and most rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.
Right of Access. You have the right at any time to ask us for a copy of the data that we hold about you and how it is used.
Right of Correction or Completion. If the data that we have collected is inaccurate you have the right to update it.
Right of Erasure. In certain circumstances, you have the right to request that Information we hold about you is erased. This usually applies if the data is no longer necessary for the purpose that it was collected for, or you withdraw your consent for its processing and request its erasure.
Right to Object to or Restrict Processing. If you wish to challenge our need to process your data on legitimate interest grounds or if you wish to withdraw your consent.
Right of Data Portability. You have a right to request that we transfer your data to another data processor.
11. Data breach
In the event of a data breach, The Art of Travel will contact affected consumers immediately.
12. Contact Information
If you have any questions about this policy or how your data is processed, please contact us at:
The Art of Travel
Tel: +81 (0)76 221 1586
Last updated: May 2018