WildWings is one of the trading name of Birds and Wildlife Limited which has a registered office in Surrey (UK). For simplicity throughout this notice, 'we', 'our' and 'us' means WildWings / Birds and Wildlife Limited and all other trading names owned by Birds and Wildlife Limited.
This Privacy Notice details the types of personal data we may collect from you when you interact with us. It also explains how we will store and handle that data and keep it safe.
We hope the following sections will answer any questions you have, but if not please do get in touch with us.
What data do we collect from you?
Our main aim in gathering your personal information is to provide you with a customised service and fulfil our obligations to you when you book a holiday with us.
When you contact us by phone, email, online or in person at events such as a trade fair, for example, to request a brochure or newsletter, we may collect the following information:
- your name, contact information including postal address, telephone number(s) and/or email address.
Where you have booked or are in the process of booking a holiday with us, we may additionally keep a record of:
- your gender, rooming preferences, passport details (including your date and country of birth, nationality, passport number, place of issue, and dates of passport issue and expiry), any dietary preferences, health and insurance information, additional travel or transfer arrangements or special needs you wish to make us aware of, your next of kin and contact details in event of emergency.
We may also keep a record of:
- the date that you contacted us and how you first found us, booking-related emails and correspondence, tour feedback forms, and details of any previous bookings with us for the purposes of administering our Loyalty Scheme (Frequent Traveller Discount).
Please be assured that we will never:
- share, sell or distribute your personal data to any third parties except where a booking has been made with us and we have your consent (see following), or we are required by law to do so.
- collect or store any financial information such as your bank account or payment card details on our database.
What we do with the data we collect from you
Provided you have given your consent, we may from time to time mail you with our brochure and occasional printed newsletters, or send you our email newsletters, including tour news, new tours, special offers or other information which we think may be of interest to you.
Where you have booked on a tour with us, we may need to share personal data such as passport details, dietary and health details with trusted third parties to enable us to supply and fulfil the goods or services you have requested.
By dealing with us, you are giving your consent to this use, which may include the transfer and disclosure of your personal data both within the UK and/or overseas for our ordinary business purposes.
Examples of the kind of trusted third parties we work with include:
- airlines, local service providers (e.g hotels), our local agents and our tour guide(s) in order to fulfil your holiday booking.
- IT companies who support our website, electronic mailings and other business systems. These companies may have access to personal information if needed to perform functions necessary to maintain our business but will only be permitted by us to use such personal information for the purpose of performing that function (which may include one to which you have expressly given your consent) and not for any other purpose.
- mailing houses for the distribution of our brochures and newsletters.
We will ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that is not set out in this Privacy Notice. We will also make sure we adequately protect the confidentiality and privacy of your personal data.
Prior to tour departure, we supply all tour participants with a Final Letter. This includes a list of the names of all participants on the tour, together with their home county and/or country. We will never disclose your personal contact details (such as postal address, email address or telephone numbers) to fellow travellers unless you have expressly asked us to do this.
How long do we keep your data?
Whenever we collect or process your personal data, we will only keep it for as long as is necessary for the purpose for which it was collected or the law requires.
We usually keep any general email correspondence with you for a period of five years, then delete it. We conduct periodic reviews of the personal data we hold online for both email and website and delete data that is no longer needed.
At the end of the retention period - which may be up to 7 years in accordance with HMRC requirements - all personal data associated with your booking will either be deleted completely or anonymised. For example, by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
We treat all personal data with the utmost care and take all appropriate steps to protect it.
Note that the internet is not a secure medium and we cannot absolutely guarantee the security of your personal information provided over the internet, however, we have put in place various security measures as set out below:
Our website and associated databases are secured by 'https' technology and protected by certified firewalls in order to protect your personal information from access by unauthorised persons and against unlawful processing. Our website uses the latest technology with full backups. Access to your personal data is password protected. All outgoing and incoming emails are scanned for viruses.
If you are booking a tour via our website, your personal information can be safely and securely provided by using our online Booking Form. We are not privy to your payment card information when you book online. All online payments are handled via our secure server and payment service providers who are fully approved as a Level 1 compliant provider under the Payment Card Industry Data Security Standard (PCI DSS). This is the highest level of compliance.
Controlling your personal information
If you have previously consented to us using your personal data for direct marketing purposes, you may change your mind at any time and ask to be removed from our mailing list. Please phone, email or write to us to let us know.
If you no longer wish to receive our emails you may click the 'Unsubscribe' link at the foot of every e-newsletter we send you.
You are entitled to see the personal information held about you under the Data Protection Act 1998 and the General Data Protection Regulation (GDPR). If you wish to do this, please contact us.
If at any time you would like to correct or update the personal information we hold about you, please contact us.
By email: [email protected]
By telephone: 01692 580623
Or in writing: Data Protection Officer, WildWings, Birds and Wildlife Limited, 9 Pound Close, Long Ditton, Surbiton, Surrey KT6 5JW (United Kingdom)
Please ensure that the nature of your enquiry is clear, particularly if it is a request for information about the data we may hold about you.
last updated 11 July 2021