- Who we are
- How and why we collect, store, use and share personal information
- Your rights in relation to your personal information
- How to contact us and supervisory authorities in the event that you have a complaint
Who we are
USAirtours Holidays (UK) Ltd we collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulations which apply across the European Union (including the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
The personal information we collect, and use may include:
1) Personal information you provide to us
We collect the following personal information that you provide to us:
- Full Name
- Home Address
- Telephone numbers (Home and Mobile)
- Passport information
- Bank account information
- National Insurance numbers/Tax codes
- Next of Kin
- Emergency Contacts
- Medical information
We may also monitor, intercept, read and/or record your telephone, email and other electronic communications for the purpose of monitoring and recording to establish facts, to establish compliance with regulatory procedures, to prevent or detect crime, to investigate or detect the unauthorised use of our systems or to ascertain compliance with our practices or procedures. We may also monitor and record communications to check that they are relevant to its business.
How we use your personal information
We may process personal data concerning you in our manual and computerised/automated filing systems internally and, so far as is reasonably necessary, externally, for the purposes of complying with statutory requirements, meeting our legitimate interests, properly conducting the business, complying with the terms of your employment and for all purposes in connection with your employment with us.
Who your information may be shared with
We may share your information with:
- Professional advisors
- Any third party providing services to us for the benefit of its employees
- HM Revenue and Customs or other authorities
- Law enforcement agencies in connection with any investigation to help prevent unlawful activity
- Government bodies for the purposes of accounting, tax and regulatory compliance
We will not share your personal information with any other 3rd parties.
How long your personal information will be kept
We will hold your personal information for the following periods:
- These periods are no longer than necessary in each case.
- While employment continues and up to six years after employment ceases
Reasons we can collect and use your personal information
We rely on the following as the lawful basis on which we collect and use your personal information:
- Legal obligation
- Legitimate interests
The legitimate interests relied upon are as follows:
- The information is used to support the business interests of the company and the well being of its employees
Keeping your information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will also use technological and organisation measures to keep your information secure.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Your obligations to safeguard personal data of others
During your duties you may have access to the personal data of other individuals during the course of your employment. You must ensure that you do not inappropriately obtain, retain, amend, use, delete, transmit or compromise the security of the personal data of others.
Failure to comply with your data protection obligations puts at risk the individuals whose personal information is being processed, carries the risk of significant civil and criminal sanctions for you and USAirtours Holidays (UK) Ltd and may, in some circumstances, amount to a criminal offence for which you are personally liable. Because of the importance of data protection obligations, it may lead to disciplinary action under our procedures, up to and including dismissal for gross misconduct.
If at any time you have any queries, you should contact us immediately.
Transfers of your information out of the EEA
We will not transfer your personal information outside of the EEA at any time.
What rights do you have?
Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:
- Fair processing of information and transparency over how we use your use personal information
- Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- Require us to correct any mistakes in your information which we hold
- Require the erasure of personal information concerning you in certain situations
- Receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- Object at any time to processing of personal information concerning you for direct marketing
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- Object in certain other situations to our continued processing of your personal information
- Otherwise restrict our processing of your personal information in certain circumstances
- Claim compensation for damages caused by our breach of any data protection laws
For further informaiton on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)
If you would like to exercise any of these rights, please:
- Email, call or write to us
- Let us have enough information to identify you
- Let us know the information to which your request relates
Do you need extra help?
If you would like this policy in another format (for example: audio, large print, braille) please contact us using the details below.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
- For existing employees on the Company intranet and Company handbook.
- New Employees given with contract of employment.
Our data protection officer is Jackie Frowd.
If you have any questions about this policy or the information we hold about you, please contact us by:
Email: [email protected]