Sharpes of Nottingham is committed to respecting and protecting our customers’ privacy. This policy applies where we are acting as a data controller with respect to your personal data, in other words, we determine how we use your personal data.
Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.
2. How we use your personal data
In this section we outline how we may process your personal data. All personal data we process falls into one or more of the following categories:
- Booking data
- Date of birth data
- Photograph data
- Transaction data
- Financial data
- Communication data
- Enquiry data
- CCTV data
We may process your booking data (“Booking data“). The booking data may include your name, address, telephone number and email address. The booking data will be processed for the purposes of confirming all your travel arrangements.
We may process your date of birth (“date of birth data”). Your date of birth will be processed for the purposes of confirming you age and school year group, for your school seat reservation & travel card applications.
We may process your photograph data (“photograph data”). Your photograph will be processed for the purposes school travel card applications only.
We may process your transaction data (“transaction data”). The transaction data may include your name, address, telephone number, and email address. It may be processed for the purposes of Sharpes of Nottingham suppliers, supplying the purchased bus/coach travel, Excursion Tour, or Holiday and keeping proper records of those transactions.
We may process financial information (“financial data”) you share with us. The financial data may include your encrypted card details, name and address. The financial data may be processed for the purposes of Sharpes of Nottingham suppliers & processing your travel arrangement payments.
We may process information that you provide to us for the purpose of subscribing to our direct marketing communications (“communication data“). The communication data may include your name, address, postal address, phone number or marketing preferences (update them here: email@example.com). This communication data may be processed for the purposes of contacting you concerning forthcoming brochure launches.
We may process information contained in any enquiry you submit to us regarding bus/coach travel, Excursions Tours, Holidays (“enquiry data“). This enquiry data may be processed for the purposes of providing booking confirmations or resolving issues with you.
Please be aware that CCTV (“ CCTV data“). is in operation in our buses, coaches, head office and depot.
We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
Please do not supply any other person’s personal data to us, unless we prompt you to do so. If you do share your friends’ details with us, please ensure you have their authorisation.
3. Providing your personal data to others
We do not, and will not, sell any of your personal data to any third party – including your name, address, email address or credit card information. We want to earn and maintain your trust, and we believe this is absolutely essential in order to do that.
However, we may disclose your personal data with the following categories of companies as an essential part of being able to provide our services to you, as set out in this policy:
- To hotel companies that provide your accommodation whilst on one of our Packaged Tour, Excursions, or Holidays.
- To ferry /cruise ship companies that provide your accommodation whilst on one of our Packaged Tour, Excursions, or Holidays
- To air plane companies that provide your flight arrangements whilst on one of our Packaged Tour, Excursions, or Holidays
- To deliver exciting news and offers to you we will use postal printing and mailing, as well as email service providers
- We will share transaction data with our payment service providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data with law enforcement and fraud prevention agencies, so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject, in order to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.
4. How long we retain your data
Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Whilst you are an active customer (which, for the avoidance of doubt, means you have purchased from us) we will retain your data for as long as needed to give you the best possible customer service. We will anonymise your personal data 2 years after your last transaction (sale, or refund) provided you have not interacted with us with in the 2year period.
5. Your rights
You have a number of rights in respect to your personal data. We have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. You may exercise any of your rights in relation to your personal data by either;
(a) emailing us on firstname.lastname@example.org
(b) calling our head office on +44 (0) 115 989 4466.
A. Right of access (Article 15)
You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge. In order to fulfil this right, we will ask for government registered ID to confirm your identity and, once this is received, will respond with the relevant information one calendar month from the date of your request.
B. Right to rectification (Article 16)
You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
C. Right to erasure (Article 17)
In certain circumstances you have the right to the erasure of your personal data without undue delay. However, there are exclusions of the right to erasure, such as where processing is necessary for exercising the right of freedom of expression and information, for compliance with a legal obligation, or for the establishment, exercise or defence of legal claims. If you have entered into a transaction with us, we will keep a record of your personal data for 2 years following the date of your last booking with us. We will endeavour to respond to your request within one month, but if your request is complex or we receive a number of similar requests at the same time, it might take us longer, in which case we will inform you within one month of the receipt of the request and explain why we think an extension is necessary.
D. Right to restriction on processing (Article 18)
In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are:
(a) you contest the accuracy of the personal data,
(b) processing is unlawful but you oppose erasure,
(c) we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims.
(d) you have objected to processing, pending the verification of that objection.
Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it:
(a) with your consent,
(b) for the establishment, exercise or defence of legal claims,
(c) for the protection of the rights of another natural or legal person, or
(d) for reasons of important public interest.
E. Right to objection to processing (Article 21)
You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for:
(a) the performance of a task carried out in the public interest or in the exercise of any official authority vested in us;
or (b) the purposes of the legitimate interests pursued by us or by a third party.
If you make such an objection, we will cease to process the personal information unless
(a) we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms,
or (b) the processing is for the establishment, exercise or defence of legal claims.
You also have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
G. Right to stop marketing messages
At any time you can amend your marketing preferences to reduce, remove or increase the amount we contact you with direct marketing communications. You can do this by accessing your account here: email@example.com
H. Right to withdraw consent (Article 7)
To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time.
I. Right to complain
In the event that you wish to make a complaint about how we process your personal data, please contact us in the first instance at firstname.lastname@example.org and we will endeavour to deal with your request as soon as possible.
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.
7. Data Protection Officer
As a company we do not have a data protection officer, but we do have a team trained to help with any data protection query. If you have any concerns or questions about how we protect your privacy, please contact us at email@example.com