Privacy Policy

This policy explains how Veldwork Ltd, trading as Game On Travel ("we", "us", "our"), collects and uses your personal data, and your rights over it.

We are the data controller for the personal data described here. Our details:

We handle personal data in line with the UK GDPR and the Data Protection Act 2018.

Depending on how you deal with us, we may collect:

• Identity and contact details. Name, date of birth, home address, email, phone number.
• Booking and travel details. The trip you book, who's travelling, your booking reference, room and seating preferences, and accessibility or dietary requests.
• Identity documents. Passport details and, where needed, visa or immigration information.
• Payment information. Bank transfer details and payment records. We do not store card data.
• Special category (“sensitive”) data. Health conditions, disabilities, reduced mobility, pregnancy, and dietary requirements (which can reveal health or beliefs). We only collect this where it's needed to arrange your trip safely.
• Marketing preferences. Whether you want to hear from us, and how.
• Website and technical data. We collect technical data by using cookies, server logs and similar technologies. We don’t use automated profiling, but we do use re-marketing techniques. For further details, please contact us – see Section 1.
• Correspondence. Emails, calls and messages, including any complaint.

Most of it comes directly from you. If you book for other people, you are the lead booker: you confirm that you have each person's permission to share their details with us (including any health or dietary information), and that you'll pass this policy on to them. We may also receive data from your travel suppliers, or from publicly available sources.

We use appropriate technical and organisational measures to protect your data against loss, misuse or unauthorised access, and we only let staff and suppliers see it where they need to. No system is perfectly secure, but we take this seriously.

We only use your data where the law allows. The main uses are:

We share data only where needed to run your trip or meet our obligations:

• Travel suppliers. Accommodation, transport, event and match organisers, and excursion or activity operators; so they can provide your arrangements.
• Payment and banking providers to process and reconcile payments.
• Our service providers who process data on our behalf under a written contract and only on our instructions.
• Insurers and professional advisers such as accountants and lawyers, where necessary.
• Authorities where the law requires it (for example border, immigration or tax authorities).

We do not sell your personal data.

We keep your data only as long as we need it:

• Booking and financial records 6 years, to meet tax, accounting and legal requirements.
• Health and dietary information deleted within 3-months after your trip is complete
• Marketing data until you ask us to stop.

When we no longer need data, we delete it securely.

Under data protection law you have the right to:

• access the personal data we hold about you;
• ask us to correct data that's wrong or incomplete;
• ask us to delete your data (in certain circumstances);
• ask us to restrict or object to how we use it;
• ask for your data to be transferred to another provider (data portability); and
• withdraw consent at any time, where we rely on consent.

To exercise any of these, contact us using the details in Section 1. This is normally free, and we'll respond within two weeks.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) ico.org.uk, helpline 0303 123 1113.

We'd appreciate the chance to put things right first.

If you've agreed to receive marketing, or you're an existing customer, we may occasionally tell you about similar trips. You can opt out at any time using the unsubscribe link in our emails, or by emailing us. We'll stop promptly.

Bookings must be made by someone aged 18 or over. Where under-18s travel as part of a booking, their details are provided by the lead booker (usually a parent or guardian). We don't knowingly send marketing to children.

We may update this policy from time to time. The current version and date are shown below, and we'll tell you about significant changes where appropriate.

For anything about your personal data, including requests, questions or complaints, contact us using the details in Section 1.