Privacy notice

Who we are

We are the data controller for the personal information described in this notice. That means we decide how and why it is used. Our company name, registration number and registered address are shown at the end of this page.

If you have a question about this notice or about your information, write to us at contact@beyondrunway.co.uk (opens in a new tab) or use the details on our contact page.

The information we hold

Depending on how you deal with us, we may hold:

• contact details: your name, email address, phone number and postal address
• trip details: where and when you would like to travel, who is travelling, their ages, your budget, and your preferences for rooms, flights and activities
• booking details: the names of everyone travelling as they appear on their passports, dates of birth, passport or visa details where a supplier needs them, frequent flyer numbers, dietary requirements and an emergency contact
• payment records: what you have paid, when, and how
• health and access needs: anything you choose to tell us about mobility, medical conditions or accessibility, so that the trip works for you
• messages: emails, live chat conversations, notes of phone calls and any feedback you send us
• technical information: the pages you visit and the device and browser you use, collected as described in our cookie policy

Where it comes from

Most of it comes from you. If you book for other people, you give us their details too. Please make sure they are happy for you to do so and that they have seen this notice.

We may also receive information from the suppliers who provide your trip, for example a change to a flight time, or a note from a hotel about your stay.

Why we use it, and our lawful basis

UK data protection law requires us to have a lawful basis for each use of your information. These are ours.

| What we do | Lawful basis |
|---|---|
| Reply to your enquiry and prepare a quote | Steps you ask us to take before a contract |
| Book, manage and change your trip, and pass details to suppliers | Performing our contract with you |
| Keep accounting and booking records, and meet licensing and consumer protection rules | Legal obligation |
| Use health or access needs you tell us about to plan your trip | Your explicit consent, given when you tell us |
| Record the page you enquired from, your shortlist and your trip finder answers, so your specialist has context | Legitimate interest in giving you a useful reply |
| Keep the website and our forms secure and free of spam | Legitimate interest in running a secure service |
| Send our newsletter | Consent, which you can withdraw at any time |
| Measure how the website is used, if you accept analytics | Consent |

If you do not give us the information a supplier needs, such as passport details for a flight, we may not be able to make or complete your booking.

We do not make decisions about you by purely automated means.

Enquiries and newsletters

When you send an enquiry, we use it to reply and to plan a trip for you. Sending an enquiry does not sign you up to marketing.

For the newsletter, we keep your email address and the exact wording you agreed to. We send you a confirmation email first, and add you to the list only after you click the link in it. Every newsletter has an unsubscribe link, and unsubscribing takes effect immediately.

Live chat

If you choose to chat with us, the conversation is handled by our live chat provider, tawk.to. It receives the messages you type, any name or email address you give, and technical details such as your browser and the page you are on. We use the conversation to answer you and, if you go on to enquire, to plan your trip.

Who we share it with

We never sell your information. We share it only where we need to, and only what is needed.

Suppliers of your trip. When you book, we pass the necessary details to the airlines, hotels, transfer companies, guides and other suppliers who provide your arrangements. They use them under their own privacy policies. Where the law requires it, some may pass details to border or security authorities.

Service providers who work for us, under contracts that require them to protect your information and use it only on our instructions:

• our website host and database provider, which store the website and your enquiry
• our email provider, which delivers enquiry notifications, confirmations and newsletters
• Cloudflare Turnstile, which checks that forms are sent by a person and not a bot
• tawk.to, which runs our live chat
• our analytics provider, only if you have accepted analytics
• our error-monitoring provider, which records technical faults (never the content of your enquiry)
• any payment provider we use to take payments from you
• our customer relationship system, if we use one, so that your specialist can manage your trip

Others, where required. We may share information with our professional advisers, insurers, regulators, or the police and courts where the law requires it or to protect our legal rights.

Sending information outside the UK

Your trip may take you, and therefore your details, to countries outside the UK. When a supplier abroad needs your details to provide what you have booked, we send them because that is necessary to carry out the contract you have asked for. Some of those countries do not have data protection laws equivalent to the UK's.

Some of our service providers also store or process information outside the UK. Where they do, we make sure it is protected by UK adequacy regulations, or by the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.

How long we keep it

• Enquiries that do not lead to a booking are deleted automatically 24 months after we receive them.
• Bookings are kept for as long as the law requires for accounting and consumer protection, usually six years after travel.
• Newsletter subscriptions are kept until you unsubscribe. Requests that are never confirmed are deleted after 30 days.
• Form abuse records are a one-way scrambled version of the address that sent a form. We cannot turn them back into the address, and we delete them after 24 hours.

Keeping it safe

We limit access to the people who need it, use encrypted connections throughout the website, and require our service providers to protect it too. No system is perfectly secure. If something went wrong that put your information at risk, we would tell you and the regulator where the law requires it.

Children

This website is meant for adults planning travel. We hold information about children only when a parent or guardian gives it to us as part of an enquiry or booking.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct it
• ask us to delete it
• object to, or ask us to restrict, how we use it
• withdraw consent at any time, where we rely on consent
• ask us to transfer it to you or another organisation

Some rights have limits. For example, we must keep booking records for as long as the law requires. To make a request, write to us at contact@beyondrunway.co.uk (opens in a new tab). We will reply within one month and will not charge you for a reasonable request.

Complaints

Please tell us first if you are unhappy with how we have handled your information, so that we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, at ico.org.uk (opens in a new tab).

Other websites

We link to other websites, such as government travel advice and hotels' own pages. Their privacy practices are their own, so please read their notices.

Changes to this notice

We will update this notice when how we use information changes. The date at the top shows when it last changed.