Privacy Statement

Download Travika Privacy Notice 2023 – 03.01.23

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.1

Issue No: 1

Issue Date: 3 January 2023

Page: 1 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

1. Scope

All data subjects whose personal data is collected, in line with the requirements of the

GDPR.

2. Responsibilities

2.1 The GDPR Owner is responsible for ensuring that this notice is made available to data

subjects prior to Travika Europe Ltd collecting/processing their personal data.

2.2 All Employees/Staff of Travika Europe Ltd who interact with data subjects are

responsible for ensuring that this notice is drawn to the data subject’s attention and

their consent to the processing of their data is secured.

3. Privacy notice

3.1 Who are we?

Travika is a team of industry experts who provide strategic business consultancy, event

technology, event management, technical production, venue finding, group travel,

conference management, and incentive travel.

Our GDPR Owner and data protection representatives can be contacted directly here:

• (hollym@globalexecutivecompliance.com)

• (+ 44 (0) 1302 243337)

The personal data we would like to collect from you is:

Personal data type: Source (where Travika Europe Ltd obtained the

personal data from if it has not been collected

directly from you, the data subject. Note if the

personal data has been accessed from publicly

accessible sources):

Date of Birth

Passport Details

Visa Requirements

Accessibility Requirements

e-mail address

Emergency contact & Telephone number

TRAVIKA PRIVACY NOTICE

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Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 2 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

The personal data we collect will be used to book travel for our clients based on their

requests

• Date of Birth

• Passport Details

• Visa Requirements

• Accessibility Requirements

• E-mail address

• Emergency contact & telephone number

Our legal basis for processing for the personal data:

• Arranging travel services

• Confirming accommodations

• Managing logistical services

Any legitimate interests pursued by us, or third parties we use, are as follows:

• Personal data is only collected when it is necessary for Travika Europe Ltd to meet

our contractual obligations

3.2 Consent

By consenting to this privacy notice you are giving us permission to process your

personal data specifically for the purposes identified.

Consent is required for Travika Europe Ltd to process both types of personal data, but

it must be explicitly given. Where we are asking you for sensitive personal data we will

always tell you why and how the information will be used.

You may withdraw consent at any time by contacting Travika directly.

3.3 Disclosure

Travika Europe Ltd will pass on your personal data to third parties whose services

have been contracted. The following third parties will receive your personal data for

the following purposes as part of the processing activities:

Third country (non-

EU)/international organisation

Safeguards in place to protect your personal data

Travel providers All personal data is first obtained from clients and sent

to hotels, rental agencies,airlines, rail, and cruise lines,

and planners and then sent back to them only to verify

the accuracy of the information.

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 3 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

3.4 Retention period

Travika Europe Ltd will process personal data for as long as is required to meet our

contractual obligations and will store the personal data that is associated with

contracts as long as needed in order to comply with the auditing guidelines of the

HMRC.

3.5 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the

data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we

hold about you.

• Right of rectification – you have a right to correct data that we hold about you that

is inaccurate or incomplete.

• Right to be forgotten – in certain circumstances you can ask for the data we hold

about you to be erased from our records.

• Right to restriction of processing – where certain conditions apply to have a right to

restrict the processing.

• Right of portability – you have the right to have the data we hold about you

transferred to another organisation.

• Right to object – you have the right to object to certain types of processing such as

direct marketing.

• Right to object to automated processing, including profiling – you also have the

right to be subject to the legal effects of automated processing or profiling.

• Right to judicial review: in the event that Travika Europe Ltd refuses your request

under rights of access, we will provide you with a reason as to why. You have the

right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved

(as stated in 3.4 above) in the processing of your personal data.

3.6 Complaints

In the event that you wish to make a complaint about how your personal data is being

processed by Travika Europe Ltd (or third parties as described in 3.4 above), or how

your complaint has been handled, you have the right to lodge a complaint directly with

the supervisory authority and Travika Europe Ltd’s data protection representatives

Data Protection Officer / GDPR Owner.

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 4 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

The details for each of these contacts are:

Supervisory authority contact

details

GDPR Owner contact details

Contact Name: Information Commissioners Office Global Executive Compliance

Address line 1: Attn: Travika Europe Ltd

Address line 2: The Knoll Bunkers Hill

Address line 3: Aberford, Leeds

Address line 4: West Yorkshire, LS25 3DE

Address line 5: United Kingdom

Email: hollym@globalexecutivecompliance.com

Telephone: + 44 (0) 1302 243337 +44 (0) 1302 243337

3.7 Privacy statement

Read more about how and why we use your data here https://travika.com/privacy-

statement.

4. Online privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined

as:

“any information relating to an identified or identifiable natural person (‘data

subject’); an identifiable natural person is one who can be identified, directly or

indirectly, in particular by reference to an identifier such as a name, an

identification number, location data, an online identifier or to one or more factors

specific to the physical, physiological, genetic, mental, economic, cultural or

social identity of that natural person”.

How we use your information

This privacy notice tells you how we, Travika Europe Ltd, will collect and use your

personal data for to fulfil our contractual obligations.

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 5 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

Why does Travika Europe Ltd need to collect and store personal data?

In order for us to provide you with event manage & travel services we need to collect

personal data for processing purposes. In any event, we are committed to ensuring

that the information we collect and use is appropriate for this purpose, and does not

constitute an invasion of your privacy.

In terms of being contacted for marketing purposes Travika Europe Ltd would contact

you for additional consent.

Will Travika Europe Ltd share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to

Travika Europe Ltd in the course of dealing with you. Any third parties that we may

share your data with are obliged to keep your details securely, and to use them only

to arrange travel services. When they no longer need your data to fulfil this service,

they will dispose of the details in line with Travika Europe Ltd’s procedures. If we wish

to pass your sensitive personal data onto a third party we will only do so once we have

obtained your consent, unless we are legally required to do otherwise.

How will Travika Europe Ltd use the personal data it collects about me?

Travika Europe Ltd will process (collect, store and use) the information you provide in

a manner compatible with the EU’s General Data Protection Regulation (GDPR). We

will endeavour to keep your information accurate and up to date, and not keep it for

longer than is necessary. Travika Europe Ltd is required to retain information in

accordance with the law, such as information needed for income tax and audit

purposes. How long certain kinds of personal data should be kept may also be

governed by specific business-sector requirements and agreed practices. Personal data

may be held in addition to these periods depending on individual business needs.

Under what circumstances will Travika Europe Ltd contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary

questions. Moreover, the information you provide will be subject to rigorous measures

and procedures to minimise the risk of unauthorised access or disclosure.

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 6 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

Can I find out the personal data that the organisation holds about me?

Travika Europe Ltd at your request, can confirm what information we hold about you

and how it is processed. If Travika Europe Ltd does hold personal data about you, you

can request the following information:

• Identity and the contact details of the person or organisation that has determined

how and why to process your data. In some cases, this will be a representative in

the EU.

• Contact details of the data protection officer, where applicable.

• The purpose of the processing as well as the legal basis for processing.

• If the processing is based on the legitimate interests of Travika Europe Ltd or a

third party, information about those interests.

• The categories of personal data collected, stored and processed.

• Recipient(s) or categories of recipients that the data is/will be disclosed to.

• If we intend to transfer the personal data to a third country or international

organisation, information about how we ensure this is done securely. The EU has

approved sending personal data to some countries because they meet a minimum

standard of data protection. In other cases, we will ensure there are specific

measures in place to secure your information.

• How long the data will be stored.

• Details of your rights to correct, erase, restrict or object to such processing.

• Information about your right to withdraw consent at any time.

• How to lodge a complaint with the supervisory authority.

• Whether the provision of personal data is a statutory or contractual requirement, or

a requirement necessary to enter into a contract, as well as whether you are

obliged to provide the personal data and the possible consequences of failing to

provide such data.

• The source of personal data if it wasn’t collected directly from you.

• Any details and information of automated decision making, such as profiling, and

any meaningful information about the logic involved, as well as the significance and

expected consequences of such processing.

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 7 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

What forms of ID will I need to provide in order to access this?

Travika Europe Ltd accepts the following forms of ID when information on your

personal data is requested: Passport, driving licence, birth certificate, utility bill (from

last 3 months)

Contact details of the GDPR Owner:

GDPR Owner contact details

Contact Name: Global Executive Compliance

Address line 1: c/o Travika Europe Ltd

Address line 2: The Knoll Bunkers Hill

Address line 3: Aberford, Leeds

Address line 4: West Yorkshire, LS25 3DE

Address line 5: United Kingdom

Email: hollym@globalexecutivecompliance.com

Telephone: + 44 (0) 1302 243337

TRAVIKA PRIVACY NOTICE

Document Control

Reference: GDPR REC 4.2

Issue No: 1

Issue Date: 3 January 2023

Page: 8 of 8

Travika Europe Ltd

Comments to hollym@globalexecutivecompliance.com

Document Owner and Approval

The GDPR Owner is the owner of this document and is responsible for ensuring that

this record is reviewed in line with the review requirements of the GDPR.

A current version of this document is available to all members of staff in the Employee

Handbook.

Signature:

Date: 03 January 2023

Change History Record

Issue Description of Change Approval Date of Issue

1 Initial issue Andrew Winterburn 03/01/2023