Legal
Privacy Policy
How we collect, use, and protect your personal data
Last updated:
Our commitment to your privacy
Corporate Travel Concierge ('we', 'us', 'our') is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect personal information when you use our website at corporatetravelconcierge.co.uk and corporatetravelconcierge.com, or when you engage with our services.
We are the data controller for the personal information we hold about you. If you have any questions about this policy or how we handle your data, please contact us via the enquiry form on our website.
1. Information we collect
Contact and enquiry information
When you submit an enquiry or consultation request through our website forms, we collect your name, email address, telephone number, company name, and the details of your travel requirements.
Communication records
We retain records of correspondence between you and us, including emails, messages sent via our chat widget, and notes from telephone conversations, to provide continuity of service.
Usage and technical data
We automatically collect certain technical information when you visit our website, including your IP address, browser type and version, pages visited, time spent on pages, and referring URLs. This data is collected via cookies and analytics tools.
Travel preferences and requirements
When you become a client, we may collect additional information relevant to your travel arrangements, including passport details, travel preferences, dietary requirements, and loyalty programme memberships, solely to deliver our concierge services.
2. How we use your information
To respond to enquiries
We use your contact details to respond to consultation requests and provide information about our services.
To deliver our services
We use your personal and travel information to arrange, manage, and support your corporate travel programme or leisure travel itinerary.
To improve our website
We use aggregated, anonymised analytics data to understand how visitors use our website and to improve its content and functionality.
To comply with legal obligations
We may process your data where necessary to comply with applicable laws and regulations, including ATOL and IATA requirements.
To send relevant communications
With your consent, we may send you information about our services, travel insights, or relevant updates. You may withdraw consent at any time.
3. Cookies
Our website uses cookies — small text files placed on your device — to improve your browsing experience and to help us understand how our site is used.
Essential cookies
Required for the website to function correctly. These cannot be disabled.
Analytics cookies
We use Google Analytics (GA4) to collect anonymised data about website usage, including pages visited, session duration, and traffic sources. This data helps us improve our website. Google Analytics cookies are only set with your consent.
Chat widget cookies
Our live chat widget (powered by Airo Inbox) may set cookies to maintain your chat session and improve support continuity.
Managing cookies
You can control and delete cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. You can also opt out of Google Analytics tracking at tools.google.com/dlpage/gaoptout.
4. Third-party services
We use a small number of trusted third-party services to operate our website and deliver our services. Each processes data in accordance with their own privacy policies.
Google Analytics (GA4)
We use Google Analytics to analyse website traffic and user behaviour. Data is anonymised and aggregated. Google's privacy policy is available at policies.google.com/privacy.
Airo Inbox (chat widget)
Our website chat widget is powered by Airo Inbox, which processes messages you send through the chat interface. Messages are delivered to our team and stored securely.
Google Search Console
We use Google Search Console to monitor our website's performance in Google Search. This service processes data about search queries and page indexing.
Travel suppliers and partners
To arrange your travel, we share relevant personal information with airlines, hotels, car hire companies, and other travel suppliers as necessary to fulfil your booking. All suppliers are required to handle your data in compliance with applicable data protection law.
5. Legal basis for processing
Contractual necessity
Processing your personal data is necessary to provide the travel services you have requested or to take steps prior to entering into a contract with you.
Legitimate interests
We process certain data on the basis of our legitimate interests in operating and improving our business, provided these interests are not overridden by your rights.
Consent
Where we rely on consent — for example, for marketing communications or analytics cookies — you may withdraw that consent at any time by contacting us or adjusting your browser settings.
Legal obligation
We may process your data where required to comply with a legal obligation, including ATOL financial protection requirements.
6. Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
Enquiry data from non-clients is retained for up to 12 months. Client travel records are retained for a minimum of 6 years in accordance with ATOL and financial record-keeping requirements. You may request deletion of your data at any time, subject to any overriding legal obligations.
7. Your rights under GDPR
As a UK resident, you have the following rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018:
Right of access
You may request a copy of the personal data we hold about you.
Right to rectification
You may ask us to correct inaccurate or incomplete personal data.
Right to erasure
You may request that we delete your personal data, subject to any legal obligations to retain it.
Right to restrict processing
You may ask us to restrict how we use your data in certain circumstances.
Right to data portability
You may request a copy of your data in a structured, machine-readable format.
Right to object
You may object to processing based on legitimate interests or for direct marketing purposes.
Right to complain
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
8. Data security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. Our website is served over HTTPS and access to personal data is restricted to authorised personnel only.
While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. If you have reason to believe your interaction with us is no longer secure, please contact us immediately.
9. International transfers
Some of our third-party service providers may process data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO, to protect your data to the same standard as required under UK GDPR.
10. Changes to this policy
We may update this privacy policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page indicates when the policy was last revised. We encourage you to review this page periodically.
11. Contact us
If you have any questions about this privacy policy, wish to exercise your data rights, or have a concern about how we handle your personal information, please contact us using the enquiry form on our website or write to us at the address registered with the Information Commissioner's Office.
Have a question about your data?
Contact Us