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HomePrivacy Policy and GDPR

Privacy Policy and GDPR

This Website is owned and operated by Keeva Travel Ltd, who is the ‘Data Controller’ for the purposes of EU General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Application

1.1 This Privacy Policy relates to our use of any personal information we collect from you via the following online services:

  • Keeva Travel website that links to this Policy
  • Social media.

1.2 It also relates to our use of any personal information we collect about you through other means, such as email, over the telephone when we are providing you with a quote, the Keeva Connect Portal or other third-party sources.

2. Lawful Bases for Processing

2.1 We will only process personal data where we have a lawful basis to do so under the UK GDPR. Depending on the purpose for which we use the information, we may rely on one or more of the following lawful bases:

  • Contract: where processing is necessary to provide quotations, arrange travel bookings, manage itineraries, process payments, or deliver services requested by the customer;
  • Legal obligation: where processing is necessary to comply with applicable legal, regulatory, tax, accounting, fraud prevention, or reporting obligations;
  • Legitimate interests: where processing is necessary for our legitimate business interests, such as managing customer relationships, improving our services, preventing fraud, handling complaints or disputes, and maintaining the security of our systems, provided those interests are not overridden by the customer’s rights and freedoms;
  • Consent: where the customer has given clear consent for a specific purpose, such as receiving certain marketing communications or where consent is required for the use of special category data; and
  • Vital interests: where processing is necessary to protect the customer’s vital interests or those of another person, for example in a medical emergency or urgent travel-related incident.

2.2 Where we rely on consent, customers have the right to withdraw their consent at any time.

3. How we protect your Privacy

3.1 Keeva Travel Ltd endeavours to ensure that all personal information or data that you submit to us remains private, protected and is used only for the purposes described below. We aim to provide a safe and secure experience for all of our customers. We make every effort to comply with our obligations under the EU General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Additionally, we understand the importance of maintaining the confidentiality all of the information stored about you while using our site, obtaining a quote or purchasing a product from us over the telephone.

3.2 This policy relates only to information that we obtain from you. Any Website operated by a third party by way of a link on this Website or information provided to Suppliers to complete your quote could be used differently by the operator of the linked site or the Supplier.

3.3 We act as a Data Processor in respect to the booking of your holidays and a Data Controller with respect to the marketing of our services. It is therefore our responsibility to ensure that your data is collected, processed, secured and retained in accordance with applicable Data Protection Legislation.

4.Information you provide to Keeva Travel

4.1 We may receive personal information about you when you contact us by doing any of the following;

  • Using our website
  • Requesting or obtaining a quote over the telephone with us
  • Communicating with us via social media
  • Sending us written communication either via email or post
  • Entering into a competition

4.2 We process personal data only where we have a lawful basis to do so under applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We will process the information you provide to us in the following way;

  • To provide quotations, arrange, manage and administer travel bookings and related services;
  • To communicate with customers regarding enquiries, bookings, itineraries, travel updates, and customer support requests;
  • To process payments and manage financial transactions;
  • To comply with legal, regulatory, accounting, fraud prevention, and security obligations;
  • To verify identity and prevent fraudulent or unauthorised transactions;
  • To manage customer relationships and respond to complaints, claims, or disputes;
  • To improve our products, services, website functionality, and customer experience; and
  • Where permitted by law and with appropriate consent where required, to send marketing communications regarding our services and promotional offers.
  • To manage your complaint
  • To comply with statutory and regulatory obligations; and
  • To process any employment application made by you with us.

4.3 The information we collect can include the following;

Personal details about you such as:

  • Your name
  • Email address,
  • Telephone number
  • Gender
  • Age
  • Marital status
  • Passport images provided by email containing most of the above basic personal details.
  • Occupation
  • Interests
  • Your marketing preference
  • information completed by you as to our client surveys;
  • Special category information regarding food choices owing to religious beliefs

4.4 It is necessary for us to use your personal information to perform our contractual obligations to you where you have chosen to use our services.

5. How we use and store the information provided

5.1 In providing our services, we may share personal data with carefully selected third parties where necessary, including airlines, tour operators, hotels, ground transportation providers, travel insurance providers, payment processors, technology service providers, and professional advisers. We only share personal data to the extent necessary to provide our services, fulfil contractual obligations, comply with legal requirements, or protect our legitimate business interests.

5.2 Where personal data is transferred outside the United Kingdom, we will take appropriate steps to ensure that suitable safeguards are in place to protect the information in accordance with applicable data protection laws.

5.3 When you submit your information you consent to us using that information as set out in this policy. If we change our privacy policy we will post the changes on this page, other pages of the Website, so that you may be aware of the information we collect and how we use it at all times.

5.4 We will never collect sensitive personal information about you without your explicit consent.

5.5 In certain circumstances, we may need to collect and process additional personal information referred to as Special Category Personal Data to facilitate travel arrangements or provide requested services. This may include passport and visa information, mobility or accessibility requirements, dietary requirements, medical information, or other information that may be classified as special category personal data under applicable data protection laws.

5.6 We will only collect and process such information where it is necessary for the provision of our services, where required by law, where we have obtained the individual’s explicit consent, or where another lawful basis applies under the UK GDPR. Such information will be handled with appropriate safeguards and shared only where necessary to facilitate travel arrangements or comply with legal obligations.

5.7 Any information collected about you will be stored electronically on our database. We may also print off and store in our filing system. We typically will retain your personal date for a period of 6 years. We will only retain and use your personal data thereafter as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

5.8 All personal information we hold on you will be kept confidential except to the extent that we are compelled to disclose it by law or we have to comply with an instruction of a regulatory body or competent jurisdiction or to protect the safety of our employees, the public or Keeva Travel Ltd property.

5.9 We reserve the right to appoint an Internet service provider (ISP) to host our Website on our behalf – this ISP may be situated outside the European Economic Area. By agreeing to our terms and conditions of use of our Website you consent to the transfer of your personal information outside the European Economic Area.

5.10 Once personal data is no longer required for these purposes, it will be securely deleted, anonymised, or otherwise disposed of in accordance with our data retention and information security procedures.

5.11 Retention periods may vary depending on the type of information held and the specific legal, regulatory, contractual, or operational requirements applicable to that information.

6. Maintaining accuracy of information we hold

6.1 If you believe that the information we hold about you is inaccurate or if you wish us to cease processing your data for any particular purpose or purposes please write to us at the above address or e-mail info@keevatravel.co.uk. In order to comply with applicable Data Protection Legislation we follow and adhere to strict security procedures. All personal information is held securely so that there is no unauthorised disclosure or access.

7. Cookies & Data Collection

7.1 Keeva Travel Ltd employs information gathering technologies to enable us to collect information and statistics about the users and usage of this site. Such information will not be used to identify any individual. The purpose of gathering such information is to assist us to analyse the use of the Website and revise it for the benefit of our customers.

7.2 We also employ cookies on this site. We use cookies to make your use of the Website more efficient, for example by saving you the trouble of re-entering information. Although the cookie may provide an automated identification of your computer to our workstation, no personal data is stored in the cookie.

7.3 We automatically collect and store only the following information about your visit:

  • the internet domain and IP address from where you access our Website;
  • the type of browser software and operating system used to access our Website;
  • the date and time you access our Website;
  • if you linked to our Website from another Website, the address of that Website.
  • the pages you enter, visit and exit our Website from;
  • this also saves you from re-inputting information when you return to our site again

7.4 The information collected is used when you visit our site is retained and used to capture your interest in our website and to help improve our customer experience on our website.

7.5 You may adjust your computer’s settings to block cookies, or to accept them only on confirmation from you. Because of the wide variety of browsers and operating systems used by our customers we cannot provide detailed instructions for this; however your browser should contain details in its help facility.

7.6 To find out more about cookies please read our separate Cookie Policy

8. Online Channels

8.1 We may use and share information gathered from you through our online channels such as our website and social media. This information may be used to help us to improve and tailor our services and to improve the way we communicate with you. Where we use or share information from these online sources, we will ensure that your any permissions you have set about how you would like to be communicated with is adhered to.

9. Share your information with Suppliers

9.1 In we provide you with a quote or you purchase a product or service from us, your personal information may be shared with and processed by our partners and our suppliers for the purposes of administration and to provide services to you.

10. How we secure your personal information

10.1 We are committed to protecting the confidentiality and security of the information that you provide to us and we put in place appropriate technical and physical measures to protect against any unauthorised access or damage to, or disclosure or loss, of your information. Please refer to our Data Security Policy – Data Security – Keeva Travel

10.2 Communications over the internet, such as emails, are not secure unless they have been encrypted.

11. Managing your marketing preferences

11.1 We may market to you via social media communications, email, text or post, providing you with the respective offers and services that may be of interest to you. You will always have the opportunity to ‘Opt Out’ of direct marketing from us by emailing us at info@keevatravel and advising of the change you want made to your marketing preferences.

12. Data subject access request

12.1 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 the address below Keeva Travel Ltd, The Glove Factory Studios, Brook Lane, Holt, Wiltshire, BA14 6RL, United Kingdom.

12.2 We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

12.3 Under data protection legislation you may have certain rights relating to your information that Keeva Travel processes:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

13. Your right to complain

If you do not think we are handling your Personal Information adequately, you have the right to make a complaint to Information Commissioner’s Office.

The Information Commissioner can be contacted at:

Information Commissioners Office

Wycliffe House, Water Lane, Wilmslow, Chesire,SK9 5AF

https://ico.org.uk