Privacy Statement

Download Travika Privacy Notice 2022 – 11.3.22 


Travika Privacy Statement


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


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.

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.

Privacy notice

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:



(0203 468 9947)


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 


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


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.


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.


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.

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.


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.

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



0303 123 1113

0203 468 9947

Privacy statement

Read more about how and why we use your data here 

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.

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.

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.

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



0203 468 9947

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.


Date: 03 January 2022

Change History Record


Description of Change


Date of Issue


Initial issue

Andrew Winterburn