ACTIVEXPEDITION PRIVACY POLICY
We work to keep the information you provide to us or our agency partners secure. We follow security policies and procedures for how your personal information is stored and used, and who sees it, to help prevent it from being obtained by any unauthorized person.
What is personal information and why do we keep it?
Personal information or data is any information that concerns you as an individual, such as names, email addresses, telephone numbers, etc. As part of our service to provide you with a holiday quote or booking, we must collect, store and destroy some of your personal data.
The specific data needed for each stage and why is detailed in the following sections. All personal data is stored securely in a Microsoft cloud-based system. This cloud-based system includes a variety of security measures and encryptions, including passwords and firewalls. Our computers are protected by firewalls and antivirus software, and can only be accessed by first entering a password. These passwords are changed periodically.
Data is only stored for as long as necessary to fulfill your requirements, whether a quote or a reservation.
What personal information we collect for quotes
The information required to complete a quote is minimal, we only need names and sometimes, in the case of children, ages and dates of birth. This information will be obtained directly from you or through our partner agencies.
If you can contact us as a direct customer, we will also need to store the following:
• Email address
• Address
• Phone number
We will ensure that this data is stored securely and deleted once it is no longer required (after 3 months from receipt of the last communication with you or our partner agency).
What personal information we collect to complete a reservation
Reservations require more information; Again, you or our partner agencies may provide this information to us. This information includes the following:
• Passport number
• Complete names
• Birthdate
• Address, telephone number and email address
• Any health condition that may affect your vacation.
• Number of flights.
This information will be stored for a maximum of 1 month after your return from your holiday, unless we receive a complaint or you need our help to resolve a problem, i.e. cancellation fees, insurance claims etc. In this case, we would seek your approval to continue storing your data and inform you once we have removed it from our systems.
We will retain data about names, booking reference number, holiday destination, holiday cost and payments received for accounting purposes. This information will be kept for 7 years.
Data collected for survey form reviews
When you travel with us, we will send you a survey form asking how you felt about all aspects of your vacation with us. The only personal data on this form will be your names, surnames and the reservation reference number, as well as any comments you make. We use the information in this form to compile statistics. We send them to our agent partner when necessary. These comments will be retained for a maximum of 7 years.
Data we collect from brochure requests, information requests.
We collect personal data such as your name, address and email address only when you use our website or send an email with an enquiry, request a brochure, register with us for competitions, promotions or sign up to receive newsletters by mail. electronic from us. We will only use that information to respond to your message and help us provide you with the information or services you have requested.
Information collected through cookies
We use ``cookies`` on our website. Cookies are small files that are placed on your computer's hard drive or in your browser's memory when you visit our website. Your computer will only share the cookie information with the website that provided it and no other website will be able to request it. At no time is your private information, whether stored in cookies or elsewhere, shared with third parties who have no right to that information. At no time do we use the information from cookies. If you do not want persistent or session cookies to be stored on your machine, you can disable them in your browser.
Phone calls
We never record phone calls.
Video calls
We only record them when necessary and with the consent of the participants.
Withdraw consent
We are not required to ask you for your explicit consent to store data in order to carry out the services we provide. However, where consent is necessary, you always have the option to withdraw it. You have the absolute right to opt out of direct marketing or profiling we carry out for direct marketing, at any time. You can do this by following the communication instructions where it is an electronic message, or by contacting us using the details set out below.
• Email: info@activexpedition.com
• Phone: US & CANADA: +1 (919) 400-5824 EC: +593 99 920 3330 / +593 95 955 5556 / +593 23400 661
What rights do I have?
You have the right to request a copy of your personal data from us; correct, delete or restrict (stop any active processing) of your personal data; and to obtain the personal data that you provide to us for a contract or with your consent in a structured, machine-readable format.
Additionally, you can object to the processing of your personal data in some circumstances (in particular, where we do not need to process the data to comply with a contractual or other legal requirement, or where we use the data for direct marketing). . These rights may be limited, for example, if complying with your request would reveal personal data about another person, or if you ask us to delete information that we are required by law to retain or have compelling legitimate interests in maintaining.
To exercise any of these rights, you can contact us – or, where applicable, our data protection officer – using the information detailed below. If you have unresolved concerns, you have the right to lodge a complaint with the Information Commissioner's Office. Much of the information mentioned above is necessary for us to carry out the required service.
We will tell you what information is required when it is collected. Some information is optional, particularly information such as your medical information. However, if this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I contact Activexpedition?
We hope to satisfy any queries you may have about the way we process your data. If you have any questions about how we process your data or wish to opt out of direct marketing, you can contact our designated person.
How long will you keep my data?
Information collected for a quote will be retained for as long as the inquiry is ``active`` or active plus 3 months from our last communication with you or our partner agency, or until you or our partner agency tell us that the inquiry is no longer active. Information collected for a booking will be stored for the duration of the booking, i.e. until you return from your holiday plus 1 month, unless we receive a complaint or you need our help to resolve a problem, i.e. cancellation fees, sure. complaints, etc. In this case we will keep your information for the duration of the query, claim, etc. + 1 month.
Where we process personal data for marketing purposes or with your consent, we process the data for 7 years unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in the future.
Where we process personal data in connection with the performance of a contract or for a competition, we retain the data for 7 years from your last interaction with us.
What happens if there is a data breach?
We do our best to keep your personal data secure. However, if there is a violation, we have a strategy in place. A data breach occurs when data has been accessed by an individual or company not authorized to do so. We will notify you if the data breach involves any of your personal data. We will record all forms of data breaches in a Data Breach Log, this will include breaches that do not include personal information.
