Extrek Travel Privacy Policy

At Extrek Travel Limited, we are committed to protecting your personal information and privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant privacy laws. This Privacy Policy explains how we collect, use, store, and share your personal data when you interact with us, including through our website, during the booking process, and while on tour.

1. Who We Are

Extrek Travel Limited is a UK-registered tour operator providing group travel services worldwide. Our registered office is located in the United Kingdom. We act as a Data Controller under the Data Protection Act 2018, meaning we determine the purposes and manner in which your personal data is processed.

2. What Personal Data We Collect

We may collect and process a variety of personal data from you, including but not limited to:

• Identification Information: Full name, date of birth, nationality, gender, and passport number

• Contact Information: Email address, phone number, residential/mailing address

• Travel Preferences: Rooming preferences, dietary needs, special access requirements

• Health & Safety Data: Pre-existing medical conditions, emergency contact details

• Payment Information: Bank or card details (collected through secure, encrypted systems)

• Marketing Preferences: Newsletter subscriptions, email open/click behavior

• Digital Footprints: IP address, device information, browsing behavior on our website (collected via cookies)

3. How We Collect Your Data

We collect your data in the following ways:

• Through online booking forms on our website

• During phone, email, or in-person consultations

• Via third-party platforms that host our tours (e.g. travel marketplaces)

• Through cookies, pixels, and analytics tracking tools

• From feedback forms and surveys post-tour

4. Why We Collect Your Data (Legal Basis)

We collect your data based on the following legal grounds:

• Contractual necessity: To fulfill your travel booking and deliver the services you've requested

• Legal obligation: To comply with travel regulations, border control laws, and financial reporting requirements

• Consent: When you subscribe to newsletters or agree to marketing communication

• Legitimate interest: To improve our services, ensure safety, and personalize your travel experience

5. How We Use Your Personal Data

We use your data for several purposes, including:

• Processing tour bookings and managing your travel itinerary

• Providing customer service and travel updates

• Communicating health, safety, or legal requirements

• Personalizing your travel experience (e.g., meal preferences, room arrangements)

• Administering payments and issuing invoices

• Sending marketing materials (with your consent)

• Improving website functionality and user experience

• Conducting customer feedback surveys

6. Sharing Your Information

We share your data only when necessary and with trusted partners who help deliver our services:

• Accommodation providers, airlines, and transport companies (to secure your bookings)

• Tour guides and destination management companies (for coordination and safety)

• Payment processors and financial institutions (for secure transactions)

• Insurance and emergency assistance providers (in case of medical or travel emergencies)

• Government authorities or legal bodies (when required by law or border control)

All third parties are contractually obligated to protect your data and use it only for the purposes specified by us.

7. Data Retention

We retain your data only for as long as necessary to fulfill the purposes outlined in this policy:

• Booking and travel-related data: Up to 7 years (for legal and financial compliance)

• Marketing data: Until you withdraw consent

• Cookie data: As defined in our cookie policy or until cleared by the user

After these periods, your data is securely deleted or anonymized.

8. Your Data Protection Rights

You have the following rights under UK GDPR:

• Right to Access: Request a copy of the personal data we hold about you

• Right to Rectification: Request corrections to incomplete or inaccurate data

• Right to Erasure: Request deletion of your data (in certain circumstances)

• Right to Restrict Processing: Ask us to limit how your data is used

• Right to Object: Object to certain processing activities (e.g. marketing)

• Right to Data Portability: Request transfer of your data to another provider

To exercise any of these rights, contact us at: dataprotection@extrektravel.com

9. Marketing and Communication Preferences

We may send marketing emails, travel updates, and promotional offers—but only if you have opted in. You can manage your preferences or unsubscribe at any time by:

• Clicking the unsubscribe link in any of our emails

• Updating your preferences in your account dashboard (if applicable)

• Contacting us directly at marketing@extrektravel.com

We do not sell or share your marketing data with third parties.

10. Website Cookies & Analytics

Our website uses cookies and similar technologies to:

• Improve user experience and navigation

• Track visitor behavior and optimize our services

• Measure the effectiveness of marketing campaigns

You can manage or disable cookies through your browser settings. For full details, refer to our Cookie Policy.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or misuse. These include:

• Encrypted payment gateways

• Secure server environments

• Role-based data access for staff

• Staff training on data protection practices

In the unlikely event of a data breach, we will notify affected users and regulators as required under UK GDPR.

12. Transfers Outside the UK or EEA

Some of our partners and suppliers may be located outside the UK or the European Economic Area. When transferring data internationally, we ensure that appropriate safeguards are in place, such as:

• Standard contractual clauses approved by the UK Information Commissioner’s Office

• Data Processing Agreements with non-UK providers

• Only using providers in countries with adequate data protection laws

13. Children's Privacy

Our services are not intended for individuals under the age of 16 without parental consent. We do not knowingly collect data from minors without such consent. If you believe your child has provided personal data without your permission, please contact us immediately.

14. Policy Updates

We may update this Privacy Policy from time to time. All changes will be posted on our website with the latest revision date. We recommend reviewing it periodically to stay informed.

Last updated: August 2025

15. Contact Us

If you have questions or concerns about this Privacy Policy or how your data is handled, please contact:

Data Protection Officer
Extrek Travel Limited
Email: info@extrektravel.com
Phone: +44 (0)1234 567890

Thank you for trusting Extrek Travel with your journey and your data.