Privacy Policy

Lasted Updated: 24 May 2018.
These terms may be updated in the future and will made available on this page.

1. Who we are is owned and operated by Tourbook CIC (‘we’, ‘us’, ‘our’).

This policy sets out how we, as data controller, collect and use your personal information, why we use it, with whom we share it, the rights to which you may be entitled and your choices about our use of your personal information.

When you use our website and services, you trust us with your information. There are many ways this information can help us make our service better. We can remember your details so it’s easier for you to use the service/website. But we respect your privacy and we value the trust you’ve placed in us by sharing your information. This policy covers our use of your personal information arising from use of this website as well as registering / subscribing / using our services.

If you have any questions or need any further clarity please get in touch by contacting us by email here.

2. Your Information

We will collect and use your personal information when you subscribe or register to use our services on behalf of your business for the purposes set out in more detail in this section. This includes information you provide if you register to use, and participate in any interactive services offered by our Tourbook software application which we make available to subscribers (“Tourbook Platform”).

Your information may be shared with some third parties. We do not provide your details to third parties for any marketing or promotional purposes, except where you have given your consent.

Information You Provide to Us

When you register to use Tourbook we collect information that you give us to use our Tourbook Platform and to allow us to perform our services this includes:

  • personal information including your name and email address;
  • business information including your business name and location;
  • any such details as are required to verify your business.

We use this information, including to:

  • provide our products and services to you;
  • manage and administer our services;
  • help ensure that our customers are genuine and to prevent fraud;
  • notify you about changes to the Tourbook platform.

If you upgrade to a paid product we will also collect information including:

  • credit card information;
  • billing information.

We use this information, including to:

  • take payments from you;
  • provide you with a refund.

Information About the Way You use our Service

We will collect information about the way you are using our services including:

  • the services we have provided, or that you have purchased;
  • what you have paid and how;
  • any discount vouchers or offers you have used;
  • whether you have opened any electronic communications from us;
  • whether you have clicked on any links in electronic communciations from us;
  • your activity on the platform such as your date last logged in and the content you have added to the platform.

We use this information, including to:

  • develop new services;
  • improve our services;
  • personalise our service to help provide you with things you’re interested in and how you use our service;
  • undertake statistical analysis and research.

Information when you Communicate with Us

When you communicate with us whether in person, through our website or via email, over the phone, through social media or via any other medium, we collect information including:

  • Your contact details (this may include your social media account if that’s the way you communicate with us);
  • the details of your communications with us;
  • the details of our messages to you.

We use this information, including to:

  • answer any issues or concerns;
  • monitor customer communications for quality and training purposes;
  • improve our services;
  • personalise our service;
  • develop new services.

Information that we collect through your use of our website

As you use our website we may collection information including:

  • device information such as operating system, unique device identifiers, the mobile network system;
  • hardware and browser settings;
  • date and time of requests;
  • the requests you make;
  • the pages you visit and search engine terms you use;
  • your IP address.

We use this information, including to:

  • provide our services;
  • improve our services;
  • develop new services;
  • identify issues with the website and user’s experience of it;
  • monitor the way our website is used.

Information that we collect from Third Parties

We may collect information from third-parties and corporate customers which could include:

  • business partners and sub-contractors;
  • payment processing companies;
  • your bank;
  • analytics providers.

We use this information, including to:

  • provide our services;
  • manage and administer our systems;
  • take payment from or give you a refund;
  • help us ensure that our customers are genuine and to prevent fraud;
  • personalise our service;
  • carry out statistical analysis and research into our clients;
  • combine this information with other types of information mentioned above.

Information that we collect from other sources

We may collect information from our users that we collect from other sources or public sources, including:

  • information presented on our social media timelines.

We use this information, including to:

  • maintain market awareness;
  • build and maintain social media branding.

Information that we collect from Individuals representing Organisations

We may collect information from Individuals representing other organisations, including:

  • contact details of individuals working for organisations;
  • other personal information regarding such individuals.
  • build relationships with other organisations;
  • increase awareness about the Tourbook platform.

Why we collect and how long we keep your information

We collect and use your information for a variety of reasons. We need some information to allow us to perform our services for your business – for example your contact and payment details. Some information processing is required by law due to our anti-fraud screening obligations or in the public interest such as making sure we verify our customers’ identities. Some information is processed because you’ve given your consent to that, which can be withdrawn.

In respect of content which you make available on the Tourbook Platform, you are aware that other third parties (including other Tourbook users) will be able to access such content including information which may be personal.

In addition, we may permit relevant third parties to access and use the Tourbook Platform for their own business purposes and this may involve such third parties having access to statistical information, which may be aggregated or non-aggregated, and may include information relating to you.

Other information we collect because we have legitimate business interests, for example, in:

  • understanding how our customers use our services and websites;
  • understanding and responding to customer feedback;
  • researching and analysing the services our customers want;
  • improving our services;
  • understanding the type of services our customers buy and how they use them;
  • personalise our offers so we’re better able to provide products and ideas that are relevant to you;
  • maintaining a public profile on both traditional and social media;
  • providing security over our business and who we trade with; or
  • developing and maintaining relationships with vendors, partners and other companies and dealing with individuals who work for them in our sector.

We will keep your information for as long as it is reasonably necessary. It will depend on factors such as whether you have any contractual agreements in place with us or have interacted with recent offers and services. We will also routinely refresh our information to ensure we keep it up-to-date.

Legal Requirements

We need to collect certain types of information for compliance with legal requirements relating to our anti-fraud / anti-money laundering / know your customer obligations. If this information is not provided we cannot agree to provide a product or service for you.

Your personal information may also be processed if it is necessary on reasonable request by a law enforcement or regulatory authority, body or agency or in the defence of a legal claims. We will not delete personal information if relevant to an investigation or a dispute. It will continue to be stored until those issues are fully resolved.

Information we share

There are certain circumstances where we may transfer your personal data to employees, contractors and to other parties.

We may share your information with certain contractors or service providers. Our suppliers and service providers will be required to meet our standards on processing information and security. The information we provide them, including your information, will only be provided in connection with the performance of their function.

We may also share your information with certain third parties. We will do this either when we receive your consent or because we need them to see your information to provide services to you. These include customer support agencies, payment providers, anti-fraud databases, screening agencies and other partners we do business with.

Your personal information may be transferred to other third party organisations in certain scenarios:

  • If we’re discussing selling or transferring part or all of our business – the information may be transferred to prospective purchasers under suitable terms as to confidentiality;
  • If we are reorganised or sold, information may be transferred to a buyer who can continue to provide services to you;
  • If we’re required to by law, or under any regulatory code or practice we follow, or if we are asked by any public or regulatory authority – for example the Police;
  • If we are defending a legal claim your information may be transferred as required in connection with defending such claim.

Your personal data may be shared if it is made anonymous and aggregated, as in such circumstances the information will cease to be personal data.

Where your information will be held

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

We will only transfer data to jurisdictions outside the scope of the European General Data Protection Regulation (GDPR) where the appropriate safeguards set out in the GDPR are in place.

3. Your Rights

You have certain rights in relation to your information including a right to access or to correct the information we hold on you. We’ve listed the rights you have over your information and how you can use them below. Other rights may be available in certain circumstances.

These rights will only apply in certain circumstances. They will generally not be available if there are outstanding contracts between us, if we are required by law to keep the information or if the information is relevant to a legal dispute.

  • You can remove consent, where you have provided it, at any time.
  • You can ask us to confirm if we are processing your information.
  • You can ask for access to your information.
  • You can ask to correct your information if it’s wrong.
  • You can ask us to delete your information.
  • You can ask us to restrict how we use your information.
  • You can ask us to help you move your information to other companies.

To help with that, you have a right to ask that we provide your information in an easily readable format to another company.

  • You can ask us to stop using your personal information, but only in certain cases.
  • You have the right to complain to the relevant supervisory authority.

If you no longer want us to keep your information, you can request that we erase it and we can close your account.

4. Cookies

We use cookies that identify your browser or device. They collect and store information when you visit our website about how you use it.

A cookie is a small file of letters and numbers that We may store in your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

Cookies make it easier for you to log on to and use websites. Any aggregate information collected permits us to analyse traffic patterns on our Website. This helps us to provide you with a good experience when you browse our Website and also allows us to improve our Website. By continuing to browse our Website, you consent to any use by us of cookies in accordance with this policy.

We may use the following cookies:

strictly necessary cookies: 
these are required for the operation of our site. For example, cookies that enable you to log into secure areas of our site;

analytical/performance cookies: 
they allow us to recognise and count the number of visitors and to see how visitors move around our site when they are using it. This helps us to improve the way our website works by ensuring that users are finding what they are looking for easily;

functionality cookies: 
these are used to recognise you when you return to our site. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region); and

targeting cookies: 
these record your visit to our site, the pages you have visited and the links you have followed. We may use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.

For more information about the types of cookies we use and how we use them please see our Cookie Notice. 

5. Security

We are committed to keeping your personal information safe. We’ve got physical, technical and administrative measures in place to prevent unauthorised access or use of your information.

6. Changes to the Policy

This policy will be changed from time to time. If we change anything important about this policy (the information we collect, how we use it or why) we will highlight those changes at the top of the policy and provide a prominent link to it for a reasonable length of time following the change.