Who we are
Schools Into Europe Ltd is an independent, family-run company based in Cardiff. We hope you will find the below policy summary helpful, but if you have any questions regarding how we manage data, please contact us on +44 (0)29 20522236, or by e-mail at email@example.com. Although we will do all we can to safeguard your data, should you need to make a complaint please e-mail this to the above address.
Why we need the data
Schools Into Europe will collect and process your data in order to provide you with a quotation and subsequently to organise your trip. This is called our ‘contractual obligation’ to you which forms a lawful basis for data processing. After a trip has been completed, we will retain certain pieces of data for a set period (details below) in order to improve our services, monitor company performance and respond effectively to feedback. We deem this to be a legitimate interest for our commercial activity. Before contacting you once we have fulfilled our contractual obligations, we will seek your consent, which you naturally have the right to withhold or subsequently withdraw.
What data we will collect
Throughout the booking process we will ask you for a range of different data in order to provide you with an effective service. This will include contact information for the teacher responsible, their nominated deputy, and any other administrative and emergency contacts which you may wish to provide. It will also include certain details regarding the passengers travelling, such as name, age and date of birth, which we are required to collect in order to operate your tour and make your party’s arrangements. Data regarding dietary requirements and allergies, where applicable, will also be collected. The only sensitive data which we may collect relates to passport information which we are required to have for flight bookings. You may also choose to send us the passport information on your group list for bookings which do not include flights. Such documents will be password protected and encrypted.
How we store your data, and for how long
Our server is held on-site in our offices in Cardiff, and we employ specialist IT consultants to ensure it is safeguarded in the most effective manner possible. Electronic data relating to your tour may be retained for a maximum of 5 years after the conclusion of a trip. This is in order to provide our repeat customers with an effective service, and to ensure continuity of service. The Party Leader name may be stored for a longer period against the school, so we have a record of that school’s previous custom, but no other personal data will be retained.
Paper-files are also held in our offices in Cardiff, which are only accessible by suitably vetted Schools Into Europe staff-members. These are held for no more than 3 years after the conclusion of a tour. All paper waste is confidentially destroyed.
Both electronic and paper data may be stored for longer if there is any continuing outstanding matter on your file which requires us to have continued access to the data, or in the case of feedback or accident reporting where those involved have not yet reached the age of majority.
Where we send your data
In order to make arrangements on your behalf, certain pieces of information relating to your booking may be sent to third parties within and outside of the European Union. This includes coach companies, hotels, hostels, air lines, visits, booking agents and other transport, accommodation and service providers. This data will always be communicated securely, and we will never pass an excessive amount of data to a third party. If for any reason you do not wish for any piece of data to be communicated, please let us know and we will of course ensure this is not passed on.
Schools Into Europe only stores and processes data in order to ensure it provides the best possible service to its customers. We take our responsibilities under data protection legislation very seriously, and if for any reason you are unhappy or would like to request we handle your data in a different manner, please do not hesitate to let us know.
Under the terms of the GDPR, you are able to request a copy of all the data which we hold for you. The cost of obtaining this is £10 per request, and we will respond to your request within 1 month of receiving it. This data will be provided in an electronic format, which you will be able to pass on to a third party if desired. Schools Into Europe reserves the right to refuse any requests which it deems excessive, or which fall under the legislative exemptions.