We collect the following personal information to facilitate and ensure the safety of your participation in our trips:

• Passport Information: We collect your passport details for the purpose of booking transportation, ferries, and activities through third-party travel providers.

• Travel Insurance Information: We collect the name of your travel insurance provider, policy number, and emergency contact number to ensure you meet the insurance requirements for participation in our trips.

• Emergency Contact Information: We collect the name, phone number, email address, and relationship to you of an emergency contact, which will only be used in case of an emergency during the trip.

• Health Information: We collect information about pre-existing health conditions, any medications, allergies, and dietary requirements. This information is used to ensure your safety and well-being during the trip. Dietary and allergy information may be shared with accommodation providers and food service providers to meet your needs.

We collect and process your personal data based on the following legal grounds:

• Consent: We will collect and process your personal data only with your explicit consent. By participating in our trips and providing your data, you agree to this collection and use.

• Legitimate Interest: We may process your data to ensure your safety, fulfil booking requirements, and provide appropriate accommodations and services during the trip.

We use the personal data we collect for the following purposes:

• To book transportation, ferries, and activities with third-party travel providers.

• To verify that you have the required travel insurance.

• To ensure your safety by having relevant health information and emergency contact details.

• To meet dietary and accommodation needs during the trip.

We will not use your personal data for any purposes other than those specified above unless you provide additional consent.

We take the security of your data seriously and have implemented the following measures to protect your personal information:

• All personal data is encrypted using secure, industry-standard encryption via the app used to collect the information.

• Access to personal data is restricted to authorized personnel only.

• We ensure that third-party providers we work with are GDPR-compliant and adhere to strict data protection standards.

We will retain your personal data for no longer than necessary to fulfil the purposes for which it was collected. Specifically:

• Passport and Travel Insurance Information: We will retain this data for six months after the end of your trip in case of any complications or issues that arise during your onward travel.

• Health Information and Emergency Contacts: This information will also be retained for six months after the trip in case of emergencies or follow-up.

After this period, we will securely delete your personal data from our systems.

We will share your data only when necessary:

• Passport Information: Shared with third-party travel providers for the purpose of booking transportation and activities.

• Dietary and Allergy Information: May be shared with accommodations and food service providers to meet your needs.

We do not sell, rent, or otherwise disclose your personal data to any third parties except as required to provide the services outlined above.

Under the General Data Protection Regulation (GDPR), you have the following rights:

• Right to Access: You can request a copy of the personal data we hold about you.

• Right to Rectification: You can request that we correct any inaccurate or incomplete information.

• Right to Erasure: You have the right to request the deletion of your personal data (“right to be forgotten”), subject to legal or safety requirements.

• Right to Restrict Processing: You can ask us to limit the processing of your personal data in certain situations.

• Right to Data Portability: You can request that your data be transferred to another organization or directly to you in a structured, commonly used, and machine-readable format.

• Right to Object: You have the right to object to the processing of your personal data in certain circumstances.

If you wish to exercise any of these rights, please contact us using the contact details provided below.

In the unlikely event of a data breach that affects your personal data, we will notify you and the relevant data protection authority within 72 hours of becoming aware of the breach, in accordance with GDPR.

If you have any questions, concerns, or requests regarding your personal data or this Privacy Policy, please contact:

Data Protection Officer
Ace Travel Experiences
Admin@acetravelexperiences.com
07938 411298

You also have the right to lodge a complaint with a supervisory authority, such as the UK Information Commissioner’s Office (ICO), if you believe that your data has been mishandled.