What personal data we collect and why we collect it
We follow rigorous security procedures regarding how your personal information is used and stored: we limit who sees it and we have a number of processes in place to stop unauthorised access to it. This privacy statement shows how we do this: We are committed to safeguarding the privacy of our clients (individuals, travel agents, tour operators) under the General Data Protection Regulation (GDPR) – Regulation (EU) 2016/679, we have a legal duty to protect your personal data. Arctic Retreat AB is will act as a Data Controller.
The Information we collect and why we do so:
Arctic Retreat AB may collect personal information in a variety of circumstances in order to provide good service and carry out our business activities effectively. This information may be given to us in the following ways:
- You make a booking, enquiry or subscribe to receive information through the website, email or by phone.
- You make amendments or changes to a booking or enquiry as above.
- You consent and take part in a survey or provide us with feedback.
- You subscribe to receiving more information about our services.
- You accept cookie usage on one of our Websites allowing us to track information about your computer or device, and your visits to and use of our services
- You send us any other information which is pertinent to the fulfilment of your travel booking, in particular this may extend to personal information about you
- You have applied for a job vacancy
- In other forms of correspondence such as email, letter, and telephone which pertain to the activities of the business
All email correspondence is stored locally and backed-up and can be accessed for quality and regulatory purposes. Access to emails and systems is secured via two step authentication so that only authorised staff can access personal data. Travel profiles are held while you remain an active client/traveller, and can be reviewed at any time at your request providing this does not prevent the company from carrying out its business activities. Any marketing materials we send you will be sent to you in electronic format or communicated by telephone. Should you wish to remove your details from our email marketing list, then you will need to email [email protected]
Sensitive personal information:
We may require you to provide us with some special categories of personal Information in order for Arctic Retreat AB to provide you with a better standard of service. For example, when making a booking you may choose to provide us with some information about your dietary or medical requirements, which may reveal details about your mental or physical health or condition. The provision of this information is entirely voluntary. If you do not consent to our processing of this type of information it may impact on certain aspects of your trip.
We use Bokun (the data processor) to allow you to make booking onto our own and our partners services. As part of this process cookies are placed on your machine to allow the software to deliver the correct content and functionality. This data is not associated to any bookings that you may make. You can see their statement regarding privacy as as data processor here.
We use Google Adwords to advertise our products to potential clients. Google Adwords measures the performance of our adverts and also some aspects of behaviour of visitors to our site who come via an advert on Google. Aggregated data is anonymised from the outset however where visitors to the site make a booking some data may be collected. Cookie and purpose _ga
Used to distinguish visitors Persistent cookie that expires after two years. _gat Google Analytics. Used to optimise the performance of the _ga cookie. Session cookie that expires after 10 minutes. _gid Google Analytics. Session cookie that distinguishes visitors. Expires after 24 hours. PHPSESSID WordPress/PHP. Session cookie, deleted as you close the browser window. Mainly used so the administrator can stay logged in when updates are made. _icl_current_language WPML. Makes sure users keep their chosen language while using the site. Saved for 24 hours.
How Arctic Retreat AB protects your information:
At Arctic Retreat AB, security is of paramount importance. To give you confidence, all our systems are encrypted with two-step authentication and this is managed by the Data Protection officer and ultimately the Managing Director. Please note, however, that the transmission of information via the internet is never completely secure and, although we will take steps to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted via the Website or email – any transmission is therefore at your own risk. All Arctic Retreat AB employees and data processors, who have access to or are associated with the processing of personal information, are obliged to respect the confidentiality of that information. Access to our systems is secured by password and staff are encouraged to update their passwords on a regular basis. Should Arctic Retreat AB receive any complaint, notice, request or communication which relates directly to the processing of your personal information by a third party supplier (whether travel principal or technology supplier) and the supplier’s compliance with Data Protection laws, we shall notify you as soon as possible of any breach or suspected breach of personal information.
All Arctic Retreat AB outbound emails are encrypted, but please note that unless encrypted an email sent from you to us via the internet may not be secure and could be intercepted and read by someone else. Please keep this in mind when deciding whether to include personal information in any email you intend to send us.
Our Websites contain links to and from other websites and accounts, including those of our suppliers. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check external websites policies before you submit any personal information to these websites.
Accessing your personal data and information from Arctic Retreat AB:
Arctic Retreat AB will process any personal information that it collects in accordance with the General Data Protection Regulation (GDPR) – Regulation (EU) 2016/679. If you wish to access personal information collected from you or you have an enquiry or concern regarding the processing of personal data by Arctic Retreat AB, please make an individual information request to: [email protected] Under the General Data Protection Regulation (GDPR) – Regulation (EU) 2016/679 you can request a copy of your personal information. Arctic Retreat AB will provide you with a legible copy of the personal information it holds and to which you are entitled via electronic format. This will be sent to you within 30 days of your request. Please note Arctic Retreat AB requires proof of your identity before supplying the information and may ask you for further information to assist in locating your personal information. Individual traveller requests are free of charge most of the time unless the requests are repetitive or excessive.
Changes to policy