Key principles on the General Data Protection Regulation(GDPR) pursuant to EU Regulation #2016/679
If you are a client of Tours Service, or simply a visitor of our website, we need to inform you that we, Tours Service Srl, with legal address and offices at Via Salaria 452, 00199 Rome - Italy, phone +39-06-6990900, are responsible for the collection and use of your personal data. This means that we determine why and how your data is collected and handled.
How and why we collect and store your data
From the first moment you get in touch with Tours Service, we handle your information. Sometimes you supply your data yourself and directly or sometimes they are collected automatically.
How do we do it and when?
- when you browse our websites
- when you contact us by any mean, including the social media, to receive information or quotations on our products
- when you make a reservation (or sign a service agreement)
- when you contact us for support on a past service, or before, or during or after the fruition of our services
- when you express your consent on receiving information or newsletters
- when you fill out online or offline forms
- when we receive your data from middlemen or intermediaries which have received your consent to finalize a contract with us on your behalf
WHAT KIND OF PERSONAL DATA COULD WE STORE?
All information that you may have provided us with, during a direct contact (e.g. a phone call, browsing our website, live chat, via email or personally at our office). Or an intermediary may have done it (e.g. a travel agency or corporate travel offices)
We may store your name, surname, your address, phone number and email address.
FISCAL OR LEGAL DATA
If you are dealing direcly with us, we have to collect your personal details as well as your VAT number, your TAX ID or both, in order to issue the invoice relevant to the services you have purchased from us.
Moreover, to finalize some specific types of reservations, we might need to store the details of your ID, passport or driving license. In some other cases (like ferry reservations), we may need to save your vehicle's registration plate.
OTHER IDENTIFYING DATA
We may store your loyalty membership programs, your service preferences (e.g. your preferred seat aboard an aircraft, your favourite rental car or other services in general).
During your navigation on our websites we collect your IP address for security reasons only.
INFORMATION ON OUR WEBSITES
Our websites use some services provided by Google to visualize maps or to analyze the web traffic. The consequent data is statistical, aggregate and never personalized. The technical cookies used neither enable us to profile nor to identify any user.
In order to provide you with the service you are requesting, we may need to memorize some sensitive data or information that may result sensitive. E.g. your marital status, or dietary information or heakth information, with specific medical aids or seats aboard a carrier.
DATA OF MINORS?
Sensitive data of minors under 16 must be supplied by parents or legal tutors.
WHY AND HOW WE HAVE YOUR DATA?
The General Data Protection Regulation entrusts us with the handling of your data only for clear and for appropriate reasons and as designed by the Regulation
The reasons why we use your data are the following:
FOR THE IMPLEMENTATION OF THE ACIVITIES OF TOURS SERVICE
To answer your enquiries on information or quotations; to provide and sell our products (travels, packages, and so forth), to issue relevant invoices
Legal basis: supply contract and legitimate interest
Improvement and enhancement of services provided by TOURS SERVICE
In some cases, Tours Services sends out random quality surveys to analyze the customer satisfaction and monitor the level of services extended.
Legal basis: supply contract and legitimate interest
Customer support before and during the supply of services (e.g. notification of carriers' time changes)
Legal basis: supply contract
MARKETING ACTIVITIES (WITH YOUR CONSENT)
Newsletters with information and commercial proposals
Legal basis: consent
MEANING OF LEGAL BASIS:
You have clearly given us the consent of handling your data for a specific purpose
MODIFICATION TO YOUR CONSENT
If you withdraw your consent and we do not have any reason to keep your data for a specific purpose, we will not use it any longer. However, if your information falls under other legal bases, we may be forced to keep it.
Your data is necessary to accomplish and finalize the contract you have undertaken with us, directly or via an intermediary (e.g. a travel agency or a corporate travel office)
- one or a combination of two or more of the following items (in this case it is defined "package"):
- travel tickets (air, train, boat, etc.)
- hotel (or similar) lodging
- car rentals
- restaurants, catering or similar services
- escursions, assistance and other services related to tourism or ancillary to the previous ones
- intermediation to consular services
- newsletters relevant to special offers or commercial communications (when a specific consent has been expressed)
By way of example, it is mandatory to advise the airline of the passenger's contacts.
The use of your data comes from the need of enhancing the internal procedures of Tours Service, improving the quality of services offered to our clientele, protecting the data. All sorts of information are handled with full compliance with the governing laws and GDPR regulations.
Your rights on the use of your data
YOU ARE FREE TO DECIDE NOT TO SHARE YOUR DATA WITH US
In this case you are free to browse our websites but we will not be able to answer your enquiries, nor to send quotations. In case of a direct client, data is mandatory to issue invoices. For all clients, personal data is required to be contacted before, during and after our services or for past travel customer care.
YOU CAN ALWAYS DISABLE THE COOKIES
You can disable the cookies just modifying the setup of your browsers. And you can still navigate our websites.
YOU CAN TELL US NOT TO USE YOUR DATA FOR MARKETING ACTIVITIES
HOW TO EXCERCISE YOUR RIGHTS
YOU HAVE THE RIGHT TO KNOW WHAT DATA WE MEMORIZE OF YOU
We will respond within one month of your query (which could become three if necessary). In case it was not possible to answer, we would tell you why.
YOU HAVE THE RIGHT TO UPDATE/AMEND THE DATA WE MEMORIZE OF YOU
right to erasure (right to be forgotten)
You have the right to be forgotten and, if this is your choice we will erase all data in our possession. This will not obviously happen if required by law and if the need of keeping your data is still necessary to carry out obligations to which Tours Service in bound.
RIGHT TO APPEAL TO DATA PROTECTION COMMISSIONER
IS YOUR DATA SAFE?
We have undertaken all preventative measures to safeguard and protect all data we handle, through physical and IT firewalls. We have also implemented a rigorous processing protocol which all employees Tours Service must strictly observe.
We would also remind and underline that:
- The data you provide us with proves necessary to communicate and to finalize a contract . The information you provide us with comes from yourself or from a person you entrusted with this task and, although all precautions are constantly taken you do so at your own risk: unluckily no data transmission is 100% safe
WHO IS HANDLING YOUR DATA?
Only authorized personnel of Tours Service can handle your data. They are trained and frequently updated on relevant protocols pursuant to GDPR regulations.
WHERE DO WE STORE YOUR DATA?
Your data is memorized and securely stored on our servers, spread over Italy and the UK (at our premises and on co-locatios basis at third party IT farms). Data processing through other service providers is also necessary to finalize our services (e.g. GDS and carriers of all type to make reservations and issue travel tickets.).
Upon sharing your data with us you extend your consent to process and transfer your data if necessary to provide our services.
FOR How long your data WILL be RETAINED?
Pursuant to the GDPR regulations, data is stored only for the necessary time to accomplish the contract obligations unless differently required by the fiscal and administrative Italian regulations.