At Heritage Explorers, we protect your privacy. This policy explains how we collect and use your information and what rights you have. It is important that you take note of the policy and feel safe with our processing of your personal data. Do not hesitate to contact us if you have any questions or concerns. All processing of personal data takes place in accordance with the European Data Protection Regulation “General Data Protection Regulation (GDPR) 2016: 679” and based on guidelines that apply within the Heritage Explorers.
Personal data manager
Heritage Explorers is personally responsible for personal data in accordance with the General Data Protection Regulation (2016: 679) (“GDPR”) for the processing of personal data in each company.
When do we handle personal data?
Heritage Explorers handles personal data:
- When booking trips with us
- When subscribing to newsletters
- When hiring, applying for a vacancy, or voluntarily submitting an expression of interest to one of our companies
- In connection with customer evenings or fairs
- When we have contact with suppliers to be able to use their services
- In case of contact with us in other matters
When booking a trip with us or subscribing to a newsletter or customer club, you may actively give your consent to the handling of your personal data in accordance with this policy. If you do not agree to provide the personal information required to book a trip or want your personal information already provided deleted, we will not be able to complete your booked travel arrangement.
What information is registered?
When you book a trip with Us, information about name, address, telephone number, e-mail address, date of birth (year, month, day), gender and nationality will be registered so that we can fulfil our agreement with you as a customer. The same information is registered for adults and children. Sensitive information such as health, allergies or special diets are provided voluntarily and on the initiative of you as a customer.
For some trips, we also need to get a copy of your passport, as it is required by certain cruise companies, airlines, activities, and attractions. If you subscribe to our newsletter, your name and e-mail address will only be registered unless you state otherwise. In other cases, the information you choose to provide is registered.
Cookies
A cookie is a small text file that is stored on your computer or mobile device when you visit a website. We use cookies to give you a better user experience, for certain functions on our website to work and to be able to develop and improve the website. You have the option to say no to cookies being stored on your computer and can change the settings in your browser at any time. You can choose to block all or only certain cookies and delete cookies that have been stored on your device.
What purpose do we have for the registration of personal data and who has access to them?
Submitted personal data is only used for the purpose for which they were provided. If you are a customer of ours, your personal information is used to fulfil our agreement with you as a customer, to be able to deliver and administer the tour and travel services that you ordered. We use the personal information you have provided for us to be able to provide you with a service, support, and follow-up regarding your trip and to nurture the relationship with you who travelled with us. This includes, for example, evaluation of you trip after returning home and sending out a new travel catalogue. We will also handle your customer information in our internal administration, such as accounting and auditing.
Personal information collected by Heritage Explorers may be shared and processed Us. We only disclose your personal information to third parties (persons or companies outside Heritage Explorers) when it is necessary to fulfil our agreement with you, for example to be able to make hotel bookings, buy activity permits like Gorilla and Chimpanzee tracking permits or issue airline tickets. This means that your personal data may be sent outside the EU / EEA area. The personal data transferred to other countries are first and last names and in some cases passport data (passport number, nationality and validity) as they are required to be able to visit an attraction or to be able to make a flight booking within certain countries.
If you are a supplier or agent to us, we process your personal data only in respect of our joint business relationship and in accordance with the supplier agreement.
When you apply for vacancies with us or provide your contact information in other matters, this information provided is not used for anything other than the purpose for which you provided it.
On the occasions when personal data is provided by us as personal data controller to our suppliers, personal data assistants, the handling of your data is regulated in a personal data assistant agreement. Personal data assistants are obliged to follow instructions on the handling of personal data mentioned in the agreement and may not use the data for purposes other than those regulated in the agreement.
In other cases, your personal data may be disclosed to third parties for reasons of law, regulation, or government decision.
How long is your information saved?
Heritage Explorers saves your personal information for as long as we fulfil our commitment, e.g. to be able to fulfil agreements and deliver services ordered, handle any complaints and grievances. Certain personal data that is necessary to be able to fulfil various legal obligations, such as the Accounting Act, will be stored in accordance with the archiving time described in the legislation. This means that personal data can be stored in different places depending on the purpose for which it was processed, which means that if a personal data has been thinned out of a system because it is no longer needed, it can still remain in another where it is stored by agreement or legal regulations.
When subscribing to our newsletter or customer club, your personal information is stored until you choose to unsubscribe.
If you have applied for a vacancy with us, your information will be saved until the position is filled, if you have not given your consent for your information to be saved for future applications.
Supplier contacts are saved in accordance with the validity of the agreement. Upon termination of the business relationship, the information is deleted from our registers. If your contact person as a supplier quits, their information will be deleted without undue delay at your request. Documentation for accounting is saved for seven years from the end of the financial year, according to the Accounting Act.
Your rights
You can contact us at any time to get full information about what information is available about you, what handling is done, who has access to the personal data and how long it is stored. You can, at any time, withdraw the consent you have given us. You have the right to correct and update the information that turns out to be irrelevant, incomplete, or incorrect. You can also request that all information available about you be deleted, transferred, restricted or stop further processing of your personal data. Keep in mind that deletion or restriction of your personal data may affect a booked but not yet completed trip. The processing of your personal data may also proceed if other rules and laws require it, such as the Accounting Act.
Requests for correction or deletion must be submitted to the Data Protection Officer in writing with a signature and allowed to give four weeks processing time.
You have the right to lodge a complaint with the Data Inspectorate at any time if you believe that your personal data is being processed in violation of the current Data Protection Ordinance.
Links
Links to third party websites are not covered by this policy and before you disclose your personal information on websites linked from Heritage Explorer’s website, you should read its Data Protection Policy.
Partners and travel agencies
If you book a trip with a partner or travel agency that sells our trips, you submit your personal information to the travel agency or partner and their personal information policy applies. When we receive the information directly from you, you are covered by our personal data policy.
Personal data incident
In the event of a personal data incident such as intrusion, destruction, or loss of personal data, those concerned will be contacted by Heritage Explorer’s data protection officer. The incident will also be reported to the Data Inspectorate within 72 hours of the incident being discovered.
For secure processing of personal data, Heritage Explorers performs ongoing organizational and technical measures to meet the requirements for built-in data protection and data protection as standard. We take the necessary security measures to protect personal data and reduce risks.