Contact details 

Email 

info@novelboundevents.co.uk 

Data Controller

sophie@novelboundevents.co.uk

What information we collect, use, and why 

We collect or use the following information to provide services and goods, including delivery: 

Names and contact details 

Addresses 

Date of birth 

Purchase or account history 

Payment details (including card or bank information for transfers and direct debits) 

Health information (including dietary requirements, allergies and health conditions) 

Health and safety information 

Account information 

Website user information (including user journeys and cookie tracking) 

Photographs or video recordings 

Information relating to compliments or complaints 

We also collect or use the following information to provide services and goods, including delivery: 

Genetic information 

Health information 

We collect or use the following information for the operation of customer accounts and guarantees: 

Names and contact details 

Addresses 

Payment details (including card or bank information for transfers and direct debits) 

Purchase history 

Account information, including registration details 

Information used for security purposes 

Marketing preferences 

We also collect or use the following information for the operation of customer accounts and guarantees: 

Genetic information 

Health information 

We collect or use the following information for service updates or marketing purposes: 

Names and contact details 

Addresses 

Marketing preferences 

Location data 

Recorded images, such as photos or videos 

Purchase or viewing history 

IP addresses 

Website and app user journey information 

Records of consent, where appropriate 

We also collect or use the following information for service updates or marketing purposes: 

Genetic information 

We collect or use the following information for research or archiving purposes: 

Names and contact details 

Addresses 

Location data 

Recorded images, such as photos or videos 

Purchase or viewing history 

IP addresses 

Website and app user journey information 

Records of consent, where appropriate 

We also collect or use the following information for research or archiving purposes: 

Genetic information 

Health information 

We collect or use the following information to comply with legal requirements: 

Name 

Contact information 

Identification documents 

Financial transaction information 

Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

Health and safety information 

We collect or use the following information for recruitment purposes: 

Contact details (eg name, address, telephone number or personal email address) 

Date of birth 

National Insurance number 

Copies of passports or other photo ID 

Employment history (eg job application, employment references or secondary employment) 

Education history (eg qualifications) 

Right to work information 

Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

We also collect or use the following information for recruitment purposes: 

Genetic information 

Health information 

Lawful bases 

Our lawful bases for collecting or using personal information to provide services and goods are: 

Consent 

Contract 

Legitimate interest: 

We collect and use personal information such as gender and solo traveler status to ensure that our clients have a comfortable and enjoyable experience. Specifically, this information allows us to: Enhance Travel Experience: By understanding whether a client is traveling solo or with others, we can match solo travelers with similar individuals, facilitating companionship and social interaction during the trip. This leads to a more enjoyable and comfortable experience for solo travelers. Personalize Services: Knowing the gender of our clients helps us make appropriate room assignments and travel arrangements that respect personal comfort and cultural sensitivities. This information is crucial in ensuring that all our clients feel safe and respected throughout their journey. Group Dynamics: By collecting information on travel companions and preferences, we can curate groups that are compatible, enhancing group dynamics and the overall enjoyment of the tour. 

Vital interests 

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are: 

Consent 

Contract 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

Consent 

Our lawful bases for collecting or using personal information for research or archiving purposes are: 

Consent 

Our lawful bases for collecting or using personal information for legal requirements are: 

Consent 

Legal obligation 

Our lawful bases for collecting or using personal information for recruitment purposes are: 

Consent 

Contract 

Legal obligation 

Vital interests 

Where we get personal information from 

People directly 

How long we keep information 

All data, bar payment information, will be retained for the duration of service + 2 years.  

Payment information will be retained for duration of service + 7 years to comply with financial regulations and audit requirements. 

Data Disposal 

At the end of the retention period, personal data will be securely disposed of through appropriate methods such as anonymization, deletion, or physical destruction, in accordance with data protection best practices. 

Review and Update 

This retention schedule will be reviewed annually and updated as necessary to ensure ongoing compliance with UK GDPR and any other applicable regulations. 

Who we share information with 

Data processors 

Milltree Accounting Ltd 

This data processor does the following activities for us: Payroll information and accounting  

Others we share personal information with 

Organisations we need to share information with for safeguarding reasons 

Organisations we’re legally obliged to share personal information with 

Emergency services (where necessary) 

Other relevant third parties: 

We will share some data, where necessary, with third party suppliers i.e. if names, gender, age and/or health concerns are required for a particular activity on a tour. 

Your data protection rights 

Under data protection law, you have rights including: 

Your right of access - You have the right to ask us for copies of your personal data. 

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances. 

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. 

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances. 

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent. 

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint 

Copyright notice

The content is protected by copyright law and may not be used or reproduced without permission 

Last updated 

24 July 2024