Your Privacy, Explained Clearly

Privacy Policy

Wanderlark Travel takes your privacy seriously. This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make an enquiry, request a quotation, arrange a planning call or proceed with a holiday booking.

It also explains your rights under the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable privacy laws.

Wanderlark Travel operates as a personal travel consultancy in association with Your Travel Consultant Ltd. Wanderlark Travel provides personal holiday-planning support, while booking administration, supplier access, payment arrangements and applicable financial-protection processes may be provided through Your Travel Consultant Ltd and the relevant travel suppliers.

Depending on the service being provided, Wanderlark Travel and Your Travel Consultant Ltd may each act as an independent data controller for the personal information they process. Relevant travel suppliers may also act as independent data controllers under their own privacy policies.

1. Who Is Responsible for Your Information?

For personal information collected directly through the Wanderlark Travel website, by email, telephone, WhatsApp, social media, a planning call or another direct enquiry method, the data controller is:

Your Travel Consultant Ltd may be responsible for information processed through its booking systems, customer portal, payment facilities and supplier network.

Airlines, hotels, cruise lines, tour operators, transfer providers, insurers and other travel suppliers may also be separately responsible for the information they receive to provide your booking.

2. Personal Information We Collect

We only collect personal information that is reasonably necessary to respond to your enquiry, plan your holiday, administer a booking, comply with legal requirements or operate our website.

Contact and identity information

This may include:

• Your name
• Your postal address
• Your email address
• Your telephone number
• Your preferred contact method
• Details of the lead passenger or person making the enquiry

Passenger information

When preparing or administering a booking, we may collect information about everyone travelling, including:

• Full legal names
• Titles
• Dates of birth
• Ages of children
• Nationalities
• Passport information
• Gender where required by a supplier
• Emergency contact details
• Frequent-flyer, loyalty or membership details

Holiday enquiry and booking information

This may include:

• Preferred destinations
• Departure airports
• Travel dates
• Length of stay
• Number and ages of travellers
• Accommodation and room requirements
• Board basis
• Budget
• Cruise, theme park or resort preferences
• Transport and transfer requirements
• Special occasions
• Previous quotations
• Booking references
• Itineraries
• Notes about the type of holiday you are looking for

Payment and transaction information

Wanderlark Travel does not store complete payment-card details.

Payments may be handled through Your Travel Consultant Ltd, the relevant travel supplier or an approved payment provider. We may receive limited payment information, such as:

• Payment status
• Amount paid
• Deposit and balance information
• Transaction reference
• Refund status
• Billing correspondence

The organisation processing your payment will handle your financial information under its own privacy terms and security arrangements.

Communications

We may retain communications exchanged with you, including:

• Emails
• Contact-form submissions
• Telephone notes
• WhatsApp messages
• Social-media messages
• Planning-call notes
• Complaints
• Feedback
• Requests or instructions relating to your holiday

Telephone or online planning calls are not routinely recorded. We will tell you beforehand if a particular call is to be recorded.

Website and technical information

When you use our website, limited technical information may be collected automatically, including:

• Internet Protocol address
• Browser type
• Device type
• Operating system
• Pages visited
• Date and time of access
• Referring website
• Cookie choices
• General website-interaction information

Further information about cookies and similar technologies is provided in our Cookie Policy and through the website’s cookie-consent controls.

3. Accessibility, Medical and Other Sensitive Information

You may choose to tell us about accessibility requirements, disabilities, medical conditions, allergies, dietary requirements, mobility needs, sensory needs or other circumstances that could affect your travel arrangements.

Information about a person’s physical or mental health is special-category personal data and receives additional protection under data-protection law.

We will only ask for information that is relevant to assessing or arranging your travel requirements. We do not need your full medical history.

Where necessary, we may share relevant details with Your Travel Consultant Ltd, airlines, hotels, cruise lines, tour operators, assistance providers, insurers or other suppliers so that they can assess and provide the requested arrangements.

Our usual legal basis for processing this information is your explicit consent. In limited circumstances, information may also be processed where necessary to protect someone’s vital interests or to establish, exercise or defend legal claims.

You may withdraw your consent at any time. However, this may affect our ability to arrange or confirm particular assistance, facilities or travel services.

4. Information About Children and Other Travellers

Wanderlark Travel plans family holidays and may therefore process information about children who are travelling.

Our services are intended to be arranged by adults aged 18 or over. We do not invite children to make bookings or submit personal information independently.

Information about a child may be provided by their parent, guardian or another responsible adult arranging the holiday. This may include their name, age, date of birth, passport details, travel requirements and any relevant accessibility information.

We process this information only where it is reasonably necessary to plan, quote for or administer the family’s holiday.

If you provide information about another adult or child, you must ensure that:

• The information is accurate
• You are authorised to provide it
• The other adult has been informed about how their information will be used
• You have appropriate authority in relation to any child’s information

We may provide a copy of this Privacy Policy for you to share with other travellers.

5. How We Receive Personal Information

We normally receive personal information directly from you when you:

• Use our contact or enquiry form
• Contact us by email, telephone, WhatsApp or social media
• Book a planning call
• Request a quotation
• Provide information during holiday planning
• Make or manage a booking
• Make a payment
• Enter a promotion or subscribe to updates
• Send us feedback or a complaint

We may also receive information from:

• Another person arranging travel on your behalf
• Your Travel Consultant Ltd
• Tour operators
• Airlines
• Hotels
• Cruise lines
• Transfer providers
• Insurers
• Payment providers
• Travel technology platforms
• Other suppliers involved in your enquiry or booking

6. How and Why We Use Your Information

Responding to enquiries and preparing quotations

We use your information to understand what you are looking for, communicate with you, research suitable options and prepare quotations.

Our legal basis is taking steps at your request before entering into a contract. We may also rely on our legitimate interests in providing a responsive and personalised travel-planning service.

Arranging and administering bookings

We use your information to:

• Check availability
• Confirm passenger details
• Reserve travel services
• Communicate with suppliers
• Issue booking documentation
• Arrange payments
• Provide itinerary information
• Manage changes or cancellations
• Support you before, during and after travel

Our legal basis is that the processing is necessary to enter into or perform a contract with you.

Providing customer support

We use your information to answer questions, explain arrangements, assist with changes, investigate problems and support you throughout your booking.

Our legal basis is performance of our contract and our legitimate interests in providing effective customer service.

Financial protection and regulatory documentation

Where applicable, information may be processed to arrange or evidence financial protection, including the issue of an ATOL Certificate for a qualifying flight-inclusive booking.

An ATOL Certificate identifies what and who is protected and the organisation providing the ATOL protection.

Our legal basis is performance of the booking contract and compliance with legal and regulatory obligations.

Payments, refunds and accounting

We use relevant transaction information to administer deposits, balances, refunds, reconciliation, accounting and financial records.

Our legal basis is performance of the booking contract and compliance with legal obligations relating to tax, accounting, fraud prevention and financial records.

Accessibility and special arrangements

We use information you provide about accessibility, health or individual needs to identify appropriate options and communicate necessary requirements to suppliers.

Our legal basis is normally performance of the booking contract or steps taken before entering into it. Where special-category information is involved, we will normally rely on your explicit consent as the additional condition for processing.

Fraud prevention, security and legal claims

We may use information to verify instructions, protect our website and communications, prevent fraud, resolve disputes and establish, exercise or defend legal claims.

Our legal basis is our legitimate interests in protecting customers and the business, compliance with legal obligations and, where relevant, the establishment, exercise or defence of legal claims.

Improving our website and services

We may use limited website and enquiry information to understand how the website is used, identify technical problems and improve our services.

Where non-essential cookies or analytics are used, we will obtain consent where required. For strictly necessary website functions, we rely on our legitimate interests in operating a secure and functional website.

Marketing communications

We may send travel inspiration, offers or business updates where:

• You have actively consented to receive them
• The law otherwise permits us to contact an existing customer about similar services

You may unsubscribe at any time by using the unsubscribe option in the message or by contacting hello@wanderlarktravel.co.uk .

We do not use health, accessibility or other special-category information for marketing.

7. Our Lawful Bases

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that lawfully took place before consent was withdrawn.

8. Who We Share Personal Information With

We only share personal information where it is reasonably necessary to plan or provide your holiday, process a payment, comply with the law or operate our business.

Recipients may include:

• Your Travel Consultant Ltd
• Airlines
• Tour operators
• Hotels and accommodation providers
• Cruise lines
• Ferry companies
• Rail providers
• Car-hire providers
• Transfer and transport providers
• Theme parks and attraction operators
• Destination-management companies
• Ground-handling agents
• Travel insurers
• Assistance providers
• Payment processors and banks
• Booking and customer-management platforms
• Email, telephone and communication providers
• Website-hosting, security and IT-support providers
• Accountants, legal advisers and insurers
• Government, border-control, customs, immigration and regulatory authorities
• Law-enforcement bodies where legally required

Each supplier may process personal information under its own privacy policy. Some suppliers will be independent data controllers and will make their own decisions about how they use and retain the information necessary to provide their services.

We do not sell personal information to advertisers or unrelated third parties.

9. International Transfers

Travel arrangements frequently involve organisations outside the United Kingdom. Your information may therefore need to be sent to or accessed by suppliers in your destination country or in another country connected with the booking.

For example, passenger details may need to be shared with an overseas hotel, airline, cruise line, transfer provider or local representative.

Some countries may not provide the same level of legal protection for personal information as the UK. Where UK data-protection law requires safeguards for a transfer, the relevant organisation may use:

• UK adequacy regulations
• The UK International Data Transfer Agreement
• The UK Addendum to approved contractual clauses
• Another legally permitted safeguard
• A specific legal exception where the transfer is necessary to perform the travel contract

Because international travel cannot usually be provided without sharing essential passenger information with overseas suppliers, refusing the necessary transfer may mean that we cannot complete the booking.

You can contact us for further information about safeguards relevant to your booking.

10. Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

• Keep the website secure
• Remember essential preferences
• Operate forms and website features
• Understand website performance
• Measure how visitors use the website

Strictly necessary cookies may operate without consent because they are required for the website to function.

Analytics, advertising or other non-essential cookies will only be used where you have given the required consent. You can manage your choices through the cookie-consent tool and may change or withdraw your consent at any time.

Further details are available in our Cookie Policy.

11. How Long We Keep Personal Information

We do not keep personal information indefinitely. The period depends on why the information was collected and whether legal, regulatory, contractual or dispute-related requirements apply.

Information may be kept for longer where it is required for an active complaint, insurance matter, legal claim, regulatory investigation or safeguarding concern.

At the end of the relevant period, information will be securely deleted, anonymised or otherwise disposed of.

12. Data Security

We use appropriate technical and organisational measures designed to protect personal information from unauthorised access, alteration, disclosure, loss or destruction.

These measures may include:

• Access controls
• Password protection
• Secure hosting
• Encrypted connections
• Multi-factor authentication where available
• Restricted access to booking information
• Supplier and processor checks
• Secure deletion procedures
• Staff awareness and confidentiality controls

No online service or transmission method can be guaranteed to be completely secure. You should avoid sending payment-card details, passport copies or sensitive medical information through unsecured messages unless specifically instructed.

If a personal-data breach creates a risk to your rights and freedoms, we will assess it and notify the Information Commissioner’s Office where legally required. We will also notify affected individuals where the law requires us to do so.

13. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

• Be informed about how your personal information is used
• Request access to personal information held about you
• Ask for inaccurate or incomplete information to be corrected
• Ask for personal information to be erased
• Ask us to restrict how information is used
• Object to processing based on legitimate interests
• Object to direct marketing at any time
• Receive certain information in a portable format
• Withdraw consent where processing is based on consent
• Raise concerns about the way your information is handled

These rights are not absolute. For example, we may need to retain information to comply with a legal obligation, complete a contract or establish, exercise or defend a legal claim.

We will normally respond to a valid request within one month. We may ask for information needed to confirm your identity before releasing or changing personal information.

To exercise a right, email hello@wanderlarktravel.co.uk .

Please include enough information for us to identify you and understand your request.

14. Automated Decision-Making

Wanderlark Travel does not make decisions producing legal or similarly significant effects about customers solely through automated processing.

Holiday recommendations and quotations may be supported by travel-search and booking technology, but personal guidance and booking decisions involve human review.

15. Marketing Preferences

You can ask us to stop sending marketing communications at any time.

You can do this by:

• Using the unsubscribe option in a marketing email
• Replying to the communication
• Contacting hello@wanderlarktravel.co.uk
• Changing any available marketing preference within the relevant platform

Opting out of marketing will not prevent us from sending essential messages about an enquiry, quotation, booking, payment, travel disruption or customer-service matter.

16. Links to Other Websites

Our website may link to Your Travel Consultant Ltd, travel suppliers, payment providers, protection schemes, social-media platforms or other third-party websites.

We are not responsible for the privacy practices of external websites. You should review the privacy information provided by the relevant organisation before supplying personal information through its website or system.

17. Complaints

Please contact us first if you have concerns about how your personal information has been handled. We will try to investigate and resolve the issue.

You also have the right to complain to the UK supervisory authority:

You may contact the ICO without raising the matter with us first, although the ICO may recommend that you give us an opportunity to respond.

18. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our services, suppliers, technology, business arrangements or legal obligations.

The latest version will always be published on this page. The date at the top will be updated whenever material changes are made.

Where a change significantly affects how we use existing personal information, we will take reasonable steps to bring it to the attention of affected customers.

19. Contact Us

For questions about this Privacy Policy, the use of your personal information or your data-protection rights, contact: