Updated May 2018
This is the web site of Travelquest Ltd T/A Budget Volunteering
Our postal address is: Caravelle House, 17/19 Goring Road, Worthing. BN12 4AP UK
We can be reached via e-mail at firstname.lastname@example.org
or you can reach us by telephone at +44(0)1903 502595.
If you have any questions at any time please don’t hesitate to get in touch with us at: email@example.com or using the contact details listed on section 11 of this policy.
Please click on each Heading below to view that section's contents:
In order to deliver you your programme, facilitate your booking arrangements and help keep you and all other participants safe, we have to collect some data about you, like your name, contact details, previous experience, medical and other information. We typically process the following types of personal information about you:
- contact information (such as name, residential/mailing address, telephone number, email address);
- Payment credit/debit card details (including card type, card number, security number and expiry date); please note we never store card details and destroy them as soon as payment/refund is processed
- passport details;
- information about your dietary requirements and health issues (if any); and
- other details relevant to your travel arrangements or required by the relevant travel service provider(s) (e.g. flight booking agent and accommodation or tour providers).
When you make contact with us for other purposes, we may also collect personal information about you in relation to those purposes. For example, we may collect your personal information to respond to an enquiry or feedback you have sent to us. We also collect information that is required for use in the business activities of Budget Volunteering and our related entities, including for example, financial details necessary (see above) in order to process various transactions, and other relevant personal information you may choose to provide to us.
We may also collect personal information from you which may be regarded as sensitive information under the data protection laws. Sensitive information may include (without limitation) your gender, affiliations, criminal history, financial and health information, and any personal information relating to a child under the age of 16. We will only collect sensitive information in compliance with your local data protection laws, with your explicit consent and where it is reasonably necessary for, or directly related to, one or more of our functions or activities (e.g. to make travel arrangements), unless we are otherwise required or authorised to do so by law.
To the extent permitted or required under the data protection laws, you consent to us using and disclosing your sensitive information for the purpose for which it was collected. We will not use sensitive information for purposes other than those for which it was collected, unless we subsequently receive your consent to use it for another purpose.
We collect your personal data from the information you submit during the course of your relationship with us. We will collect this data directly from you unless it is unreasonable or impracticable to do so. Generally, this collection will occur:
- when you deal with us either in person, by telephone, letter, email;
- when booking any of our programmes or activities
- when you visit any of our websites; including our Extranet site; or
- when you connect with us via social media.
We may collect personal information about you:
- when you book or make enquiries about projects or other products and services;
- when you enter competitions or register for promotions;
- when you subscribe to receive marketing from us (e.g. Electronic Direct Mail);
- when you request brochures or other information from us; or
- when you provide information, or use our services, on social media.
We may also collect your provided personal information when you complete surveys or provide us with feedback.
In some circumstances, it may be necessary for us to collect personal information about you from a third party. This includes where a person makes a booking on your behalf (e.g. a family, underage or group booking). Where this occurs, we will rely on the authority of the person making the booking on your behalf.
Where you make a travel booking on behalf of another person, you agree you have obtained the consent of the other person for Budget Volunteering to collect, use and disclose the other person's personal information in accordance with this policy and that you have otherwise made the other person aware of this policy.
You should let us know immediately if you become aware that your personal information has been provided to us by another person without your consent or if you did not obtain consent before providing another person's personal data to us.
We process your personal data as necessary so as to provide the services you requested from us. For example, if you book a volunteer project through us, then we use your personal data to enable us to make the appropriate arrangements and disclose it to our representatives in the destination to enable them to provide the service to you.
As we work and regularly review with hundreds of service providers around the world, it is not possible for us to set out in this policy all of the providers we work with or their locations. For more information about the disclosure of personal data to the service providers located overseas, please refer to section 5 below.
If you have any concerns regarding the transfer of your personal data, or you wish to contact us for further information, please refer to contact details contained in Section 11 below.
Where permitted under the data protection laws, we may use your personal information to send you targeted marketing information relating to our products and services (and those of third parties) that we think may interest you. These may include, but are not limited to, mail outs, electronic marketing and notifications as described below, and telephone calls). We will only use your personal information to send electronic marketing materials to you (including e-newsletters, email, SMS, and other messaging services) if you have opted-in to receive them. You can subscribe to receive e-newsletters and other electronic promotional/marketing materials by following the relevant links on our website or by contacting us directly.
Should you no longer wish to receive promotional material, or receive other types of communication from us, please contact us.
We do not sell or trade your personal information. We will only disclose your personal data to third parties in the ways set out in this policy and as set out below. Your personal data may be disclosed to the following types of third parties:
- our contractors, suppliers and service providers;
- Providers such as travel wholesalers, tour operators, airlines, hostels, transfer handlers and other related service providers;
- a person making your booking on your behalf, where you are travelling on a booking made on your behalf by another person (for example, a family member, underage, friend or work colleague);
- a person who can verify to us that they have a relationship with you (e.g. a family member) where you are not contactable, and the request is, in our opinion, in your interest (for example, where the person is concerned for your welfare or needs to undertake action on your behalf due to unforeseen circumstances);
- as required or authorised by applicable law, and to comply with our legal obligations;
- customs and immigration to comply with our legal obligations and any applicable customs/immigration requirements relating to your travel;
- government agencies and public authorities to comply with a valid and authorised request, including a court order or other valid legal process;
- various regulatory bodies and law enforcement officials and agencies, including to protect against fraud and for related security purposes.
Other than the above, we will not disclose your personal information without your consent unless we reasonably believe that disclosure is necessary to lessen or prevent a threat to life, health or safety of an individual or to public health or safety or for certain action to be undertaken by an enforcement body.
On our websites, you may choose to use certain features that can be accessed through, or for which we partner with, other entities that are not otherwise affiliated with us. These features, which include social networking and geo-location tools, are operated by third parties, including social networks, and are clearly identified as such. These third parties may use or share personal information in accordance with their own privacy policies. We strongly suggest you review the third parties’ privacy policies.
For almost all bookings we will disclose some of your personal data as necessary to certain overseas recipients. We will ensure that any such international transfers are both necessary for making suitable arrangements and the overseas recipient are made subject to appropriate or suitable safeguards. We will provide you with copies of the relevant safeguard documents on request.
It is possible that information will be transferred to an overseas recipient located in a jurisdiction where you will not be able to seek redress under the data protection laws and that does not have an equivalent level of data protection as in your jurisdiction. To the extent permitted by the data protection laws, we will not be liable for how these overseas recipients handle, store and process your personal information.
i. Our overseas related entities
Budget Volunteering operates a global business, including operations in Australia, Brazil, Germany, United Kingdom, South Africa and Republic of Ireland. Your personal information may be disclosed to our overseas related entities in connection with facilitation of your travel booking and/or to enable the performance of administrative, advisory and technical services, including the storage and processing of such information.
ii. Service providers located overseas
In order for us to fulfil our contract obligations to you as a participant on our programmes, it may be necessary for us to disclose personal information to our relevant overseas programme service providers. We deal with many different service providers all over the world, so the location of a travel service provider relevant to your personal information will depend on the travel services being provided. The relevant travel service providers will in most cases receive your personal information in the country in which they will provide the services to you or in which their business or management is based.
We may also disclose your personal information to third parties located overseas for the purpose of performing services for us, including the storage and processing of such information. Generally, we will only disclose your personal information to these overseas recipients in connection with facilitation of your travel booking and/or to enable the performance of administrative and technical services by them on our behalf.
We deal with many different service providers all over the world, so it is not possible for us to set out in this policy all of the different countries to which we may send your personal information. However, if you have any specific questions about where or to whom your personal information will be sent, please refer to the “Feedback / Complaints / Contact” section below (Section 13).
We are committed to safeguarding and protecting personal data. Budget Volunteering has implemented various physical, electronic and managerial security procedures in order to protect the personal information it holds from loss and misuse, and from unauthorised access, modification, disclosure and interference. Budget Volunteering regularly reviews security technologies and will strive to protect your personal information as fully as we protect our own confidential information. Budget Volunteering is not responsible for any third party’s actions or their security controls with respect to information that third parties may collect or process via their websites, services or otherwise.
We will destroy or de-identify personal information once we no longer require it for our business purposes, or as required by law.
If you wish to do any of the following, you can request this by emailing us using the contact details set out in section 11 below.
- update, modify, delete or obtain a copy of the personal data that we hold on you; or
- restrict or stop us from using any of the personal data which we hold on you, including by withdrawing any consent you have previously given to the processing of such information; or
- where any personal data has been processed on the basis of your consent or as necessary to perform a contract to which you are a party, request a copy of such personal data in a suitable format.
We reserve the right to deny you access for any reason permitted under applicable laws. Such exemptions may include national security, corporate finance and confidential references. If we deny access or correction, we will provide you with written reasons for such denial unless it is unreasonable to do so and, where required by local data protection laws, will note your request and the denial of same in our records.
Please note that, if you request that we restrict or stop using personal data we hold on you, or withdraw a consent you have previously given to the processing of such information, this may affect our ability to provide services to you or negatively impact the services we can provide to you. For example, most bookings must be made under the traveller's full name and must include contact details and appropriate identification (e.g. passport details). We cannot make bookings for you without that data.
You must always provide accurate information and you agree to update it whenever necessary. You also agree that, in the absence of any update, we can assume that the data submitted to us is correct, unless we subsequently become aware that it is not correct.
You can at any time tell us not to send you marketing communications by contacting us.
In any of the situations listed above, we may request that you prove your identity by providing us with a copy of a valid means of identification in order for us to comply with our security obligations and to prevent unauthorised disclosure of personal information.
Our web server does not automatically recognise information regarding the domain or e-mail address of persons browsing the site.
If you engage in online chat (live chat) limited information is visible such as your country, page(s) visited on our site & duration. This is to enable us to better answer your questions.
If you engage via Social Media (Facebook/Twitter/Google+) we will see the profile information allowed by you to be provided by that service.
We may amend this policy from time to time. If we make a change to the policy, the revised version will be posted on our website. It is your responsibility, and we encourage you, to check the website from time to time in order to determine whether there have been any changes. If we update our policy, in certain circumstances, we may seek your consent.
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