8th May 2018
This policy explains when and why we collect personal data, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our websites, you’re agreeing to be bound by this policy.
Any questions regarding this policy and our privacy practices should be sent by email to amanda at tribes.co.uk, or by writing to Tribes Travel Ltd, The Old Dairy, Wood Farm, Ipswich Road, Otley, Suffolk, IP6 9JW.
Who are we?
Tribes Travel is an independent tour operating company founded in 1998. The directors are Guy and Amanda Marks. Our main website is www.tribes.co.uk, and we also run specialist websites: www.botswanaspecialists.co.uk, www.costaricaspecialists.co.uk, www.galapagosspecialists.co.uk, www.go2tanzania.co.uk, and www.tanzaniaspecialists.co.uk
How do we collect information from you?
If you book a holiday with us, we collect information from you to fulfil the booking for you.
We also collect information from you if you ask us for a quote, request a newsletter, or ask us to answer queries about any travels you’re considering with us.
The information is most often collected via email forms on our websites, but also through phone calls too if that is how you contact us. We might also get your information if you’ve requested any of the above via a travel agent or third party websites.
What type of information is collected from you?
We only collect the information we need to fulfil your initial request, or details that you’ve offered us. This will always include your first and surname, then some way of contacting you, such as your email, telephone number and/or postal address.
Once you book a holiday with us we require additional information in order to arrange services for you. This will include details such as: dates of birth, passport details, age, any health or dietary issues, names of those you’re travelling with, and so on. All of this information is required for us to properly fulfil your holiday booking, and keep in touch with you.
How is your information used?
If you’ve booked a trip with us, the information given to us is used to organise your services, and for us to keep in touch with you before, during and after the holiday. We also then keep in touch with you after your trip, for example through a brochure mailing, and possibly through emails if you give us that permission.
If you’ve not booked a holiday with us, your details may be used for marketing purposes, ie to send you our brochures, magazines, e-newsletters. You are welcome to have your details removed at any time from the marketing address book.
We generally keep your information on record unless you ask us to delete it (see below).
We do not sell or offer our client list to others.
Who has access to your information?
Staff working directly for Tribes Travel have access to your information. In addition, if you’ve booked a trip with us, we need to send some of your details to the relevant services (such as your name, passport details and dietary requirements to your chosen hotels).
Also, staff of the company who provide our reservation system have access, as does the company we use to manage our physical mailing lists (for example to check whether anyone has moved or died) prior to a postal mailing, and the company providing our email newsletter system.
You have the right to ask for the information we are holding about you, which we will provide to you in an electronic format.
You are free to advise us of any changes or corrections needed to that information.
After we have taken your details in order to fulfil your request to us, you may ask to be removed from our database, unless you booked a holiday with us. If you booked a holiday with us, we are not able to delete all your details for 7 years in order to comply with regulations. We will however delete passport detail information held.
If you wish to unsubscribe from the e-newsletter, you simply need to press ‘Unsubscribe’ on the email at any time. Your details will be removed from this specific list, which is separate to the address book held by Tribes for other contact purposes.
You have the right to request not to be profiled.
You have the right to complain to the ICO (Information Commissioner’s Office).
Security precautions in place to protect the loss, misuse or alteration of your information
The client information held in our reservation system is encrypted. This means that if someone outside of the company somehow got access to a copy of the database it would be unintelligible to them.
The ‘s’ at the end of http on our domains stand for secure (eg https://www.tribes.co.uk). This means that all communications between your browser and our websites are encrypted, and therefore any information you pass to us via the forms is secure.
Use of ‘cookies’
In order to help us make our websites more useful to you and more effective, we automatically collect certain information from you when you visit. This is:
- The Internet domain from which you access our websites.
- The type of browser (e.g. Firefox, Internet Explorer, Opera) used to access our site.
- The type of machine that you use (PC or Mac).
- The operating system (Windows, Mac) used to access our site.
- The date and time that you access our site.
- The URLs of the pages you visit and the duration of the visit.
- The URL of the website or link (or search engine) you used to access our websites.
- Information collected for tracking (cookies).
The Tribes Travel websites use ‘cookies’ placed in the browser file to help us collect general information about the behaviour of visitors on our site. This helps us to constantly monitor and improve our website’s functionality. Most browsers allow you to refuse to accept cookies. You may decline, disable or delete cookies whilst visiting this website but this may affect the usability of the site.
When you visit our website we place a small file or ‘packet’ of information on your computer, this is called a ‘cookie’. Cookies normally contain just a number. NO personal information is stored within any of the Tribes website cookies. This ‘cookie’ is just used to identify your machine and your return visits to our websites by our web analytics software.
This information will only be shared between your computer and the websites that placed it there. It is not used for any other purpose, and we don’t share this information with any other third parties.
The cookies that we use on our sites may be left open, though for no longer than one month. You are also able to clear cookies from your browser, please check you security settings to do this.
This website uses Google AdWords
Links to other websites
In addition, if you linked to our websites from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site, and Hotjar’s use of tracking cookies on other websites, by following this opt-out link.
Review of this policy
We keep this policy under regular review. This policy was last updated on 8th May 2018.