UNDISCOVERED COTSWOLDS TERMS AND CONDITIONS
All bookings made with Undiscovered Cotswolds (Registered Address: 33 Harvest Way, Witney, OX28 1DR, United Kingdom) will be subject to these Terms and Conditions. When you pay for your tour you are entering into a binding contract with Undiscovered Cotswolds.
1. CHANGES TO THE BOOKING
If you need to change your travel arrangements in any way then please do let us know. For example if you need to add or minus a member of your party or change dates then we will do our best to accommodate. However, we cannot guarantee that this is always possible.
2. IF YOU WISH TO CANCEL THE BOOKING
You may cancel your booking at any time. We will need written notification via email. We will often incur costs to a booking cancellation, therefore we work under a tiered cancellation policy as shown below. However, it is worth noting that you may be able to claim this back through any travel insurance that you may have.
Our cancellation policy is 100% of the cost charged for cancellations within 48 hours prior the tour. 50 % of the cost is charged for cancellations 3 – 7 days before the tour. For cancellations given 8 days or greater before the tour then we just charge a 10% cancellation fee (covering PayPal fees, exchange fees, transfer fees and management system fees).
Please also note that all tours are purchased in our home currency – British Pound. Therefore we will refund your balance minus the cancellation fee based on the British Pound amount that you paid at the time of booking. The exchange rate is subject to slight movements. Normally the Pound and other major currencies like the US Dollar do not fluctuate too much. However, please be aware this can happen and is out of our control. Therefore your refund could be slightly more or less than you were expecting when returned to your home currency.
Cancellation due to the Coronavirus uses the same tiered system as above. However, in order to offer some flexibility and support we are offering a credit to a future tour instead of a refund and cancellation fee. This will save you the cancellation fee as well as protect you against changes in the exchange rate that may occur during refund and rebooking in the future. Please contact us to let us know which option will suit you best.
3. IF WE CHANGE OR CANCEL YOUR TOUR OR HOLIDAY:
If we need to cancel or make a large modification to your tour (such as a change of dates or of accommodation) we will tell you as soon as possible and you will have the following options:
(a) accepting the changed arrangements
(b) choosing an alternative tour date
(c) cancelling or accepting the cancellation and receiving a full refund of all monies paid.
NOTE: If there are unusual or unforeseen circumstances beyond our control then we will not pay you compensation. Examples of this: adverse weather conditions, wars, acts of terrorism, epidemics, natural disaster, fire or unavoidable technical issues with transport.
We highly recommend that all customers take out personal travel insurance that is adequate to cover their tour and holiday. Worthwhile areas of cover include: for cancellation, curtailment, injury or illness during your tour or holiday with Undiscovered Cotswolds.
5. SAFETY AND PASSENGER CURTESY
All passengers must wear a seatbelt at all times while the vehicle is moving.
All passengers over the age of 14 years are responsible for wearing their own seatbelt.
Passengers under the age of 14 years are the responsibility of the parent/guardian accompanying them on the tour.
No smoking or drinking of alcohol is permitted on the vehicle at any time.
Undiscovered Cotswolds is not liable for any damage or injury caused as a result of passengers not wearing a seatbelt.
Any passenger deemed to be abusive, aggressive or deemed to be unreasonable by your driver/guide, will not be tolerated. In such a case Undiscovered Cotswolds reserves the right to refuse entry to the vehicle or cancel the remainder of the tour, in order to prevent a negative impact on the enjoyment or safety of other passengers. Under these circumstances Undiscovered Cotswolds shall have no liability and will not be held responsible, or provide any compensation, for expenses incurred as a result.
6. ACCIDENT, INJURY OR LOSS
Undiscovered Cotswolds will not be held liable for any accident, injury, delay, loss, damage, inconvenience – direct or consequential, however caused – sustained on the Undiscovered Cotswolds minibus or on a tour unless due to negligence by us, in which case, our liability is limited to compensation to a maximum amount of the price paid for your tour.
7. ENTRY FEES, FOOD, DRINK AND OTHER INCURRED COSTS
Entry fees as well as food and drink are not included in your tour booking unless clearly stated otherwise. Undiscovered Cotswolds will offer to help where we can, and within reason with any recommendations or external activities that a customer may require.
Our vehicle can accommodate a significant amount of luggage. However, we do require that if luggage space is needed, that the customer contacts us in advance. Any items or personal belongings brought with you on the tour are done so at your own risk.
9. PHOTOGRAPH AND VIDEO USAGE
Undiscovered Cotswolds reserve the right to publish any photographs or videos taken by our employees of any passenger on tour with us. It is the passenger’s responsibility to inform us if they do not wish us to use them in our publishings. We will always be sensitive to our customer’s requirements. These photos or videos will otherwise be used on our website, social media or other forms of advertising such as flyers.
1.1 We are committed to safeguarding the privacy of our website visitors and service users.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 In this policy, “we”, “us” and “our” refer to Undiscovered Cotswolds. [ For more information about us, see Section 13.]
2.1 This document was created using a template from SEQ Legal (https://seqlegal.com/free-legal-documents/privacy-policy).
- How we use your personal data
3.1 In this Section 3 we have set out:
(a) the general categories of personal data that we may process;
(b) [in the case of personal data that we did not obtain directly from you, the source and specific categories of that data];
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.
3.2 We may process data about your use of our website and services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
3.3 We may process your website user account data (“account data“). The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
3.4 We may process information that you post for publication on our website or through our services (“publication data“). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
3.5 We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data“). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
3.6 We may process information relating to transactions, including purchases of goods and/or services, that you enter into with us and/or through our website (“transaction data“). The transaction data may include your contact details, your card details and the transaction details. The source of the transaction data is you and/or our payment services provider. The transaction data may be processed for the purpose of supplying the purchased goods and/or services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract; providing that, if you are not the person contracting with us, the legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
3.7 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is our legitimate interests, namely communications with our website visitors and service users.
3.8 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.
3.9 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
3.10 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
3.11 Please do not supply any other person’s personal data to us, unless we prompt you to do so.
- Providing your personal data to others
4.1 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
4.2 Your personal data held in our website database will be stored on the servers of our hosting services providers TSO Host.
4.3 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
- International transfers of your personal data
5.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
5.2 The hosting facilities for our website are situated in the UK. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to [each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.
5.3 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
- Retaining and deleting personal data
6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2 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.
6.3 We will retain your personal data as follows:
(a) usage data will be retained for a minimum period of 1 month following the date of collection, and for a maximum period of 10 years following that date;
(b) account data will be retained for a minimum period of 1 month following the date of closure of the relevant account, and for a maximum period of 10 years following that date;
(c) publication data will be retained for a minimum period of 1 month following the date when the relevant publication ceases to be published on our website or through our services, and for a maximum period of 10 years following that date];
(d) enquiry data will be retained for a minimum period of 1 month following the date of the enquiry, and for a maximum period of 10 years following that date;
(e) transaction data will be retained for a minimum period of 1 month following the date of the transaction, and for a maximum period of 10 years following that date;
(f) notification data will be retained for a minimum period of 1 month following the date that we are instructed to cease sending the notifications, and for a maximum period of 10 years following that date (providing that we will retain notification data insofar as necessary to fulfil any request you make to actively suppress notifications);
6.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
- Your rights
7.1 In this Section 7, we have listed the rights that you have under data protection law.
7.2 Your principal rights under data protection law are:
(a) the right to access – you can ask for copies of your personal data;
(b) the right to rectification – you can ask us to rectify inaccurate personal data and to complete incomplete personal data;
(c) the right to erasure – you can ask us to erase your personal data;
(d) the right to restrict processing – you can ask use to restrict the processing of your personal data;
(e) the right to object to processing – you can object to the processing of your personal data;
(f) the right to data portability – you can ask that we transfer your personal data to another organisation or to you;
(g) the right to complain to a supervisory authority – you can complain about our processing of your personal data; and
(h) the right to withdraw consent – to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.
7.3 These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
7.4 You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.
- About cookies
8.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
8.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
8.3 Cookies do not typically contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.
- Cookies that we use
- Cookies used by our service providers
- Managing cookies
11.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647 (Chrome);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
11.2 Blocking all cookies will have a negative impact upon the usability of many websites.
11.3 If you block cookies, you will not be able to use all the features on our website.
12.1 We may update this policy from time to time by publishing a new version on our website.
12.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
12.3 We may notify you of changes to this policy by email.
- Our details
13.1 This website is owned and operated by Undiscovered Cotswolds.
13.2 We are registered in [England and Wales] and our registered office is at Flat 2, 33 Harvest Way, Witney, Oxon, OX28 1DR.
13.3 Our principal place of business is at Flat 2, 33 Harvest Way, Witney, Oxon, OX28 1DR.
13.4 You can contact us:
(a) by post, to Flat 2, 33 Harvest Way, Witney, Oxon, OX28 1DR;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website; or
(d) by email, using the email address published on our website.
- Data protection officer
14.1 Our data protection officer’s contact details are: firstname.lastname@example.org