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DATA PROTECTION POLICY

Information on Processing of Personal Data

VANADOO is a Destination Management Company providing business to business services with focus on Meetings, Incentives, Conferences and Events (MICE).

We are committed to ensuring the confidentiality of the data entrusted to us by our customers and prospective customers. The following information is intended to provide you with an overview of how we process your personal data and your data protection rights under the EU General Data Protection Regulation (GDPR).

What information do we collect and why

Personal data, or personal information, means any information about an individual from which that person can be identified.

Generally, the type of personal data we collect is the information that is needed in order to facilitate travel arrangements, bookings and other travel related services or products. For example, such data may include the traveler’s name, residential/mailing address, gender, nationality, birth date and place, passport or identity card details, information about dietary requirements and health issues (if any), and other details relevant to travel arrangements or required by the relevant travel service provider(s) (e.g. accommodation, transportation and tour providers, restaurants and government institutions).

We do not collect any special categories of personal data (including age, ethnicity, religion, political opinions, sexual orientation, trade union membership, etc.).

If we fail to receive your personal data, we may not be able to perform the contracted services.

We also collect information that is required for use in DMC business activities, including for example, financial details necessary in order to process business transactions, voluntarily completed quality control surveys, feedback and voluntarily exchange business cards at events. Website usage information is collected using cookies.

How we collect your personal data

As primarily a business to business service provider, in most cases, VANADOO will receive personal information from a third party for whom VANADOO is working as an agent and that is in direct contact with the individual. Most likely this will be either the agency through which the program was book or the company sponsoring the event. On certain occasions, however, the information will be collected directly from the participants themselves. Regardless of the source, information is collected by e-mail, facsimile, letter, by visiting the VANADOO website, by web form, in person or by telephone.

When information is collected by a third party and transferred to VANADOO, we will rely on the authority of the entity providing the information to act on the participant’s behalf and with the participant’s direct consent. By providing your personal information to us, either directly or through an employer or other agent or representative in connection with a travel booking or related service, you will be deemed to have consented to your personal information being collected by us and used and disclosed in accordance with this Policy.

If you are making a travel booking on behalf of another person (including but not limited to group bookings or a travel bookings made for employees), you agree you have obtained the consent of the participant for the DMC, in this case VANADOO, to collect, use and disclose the participant’s personal information in accordance with this Policy and that you have otherwise made the other person aware of this Policy.

VANADOO should be made aware immediately if you become aware that your personal information has been provided to us by another person without your consent or if you did not obtain consent before providing another person’s personal information to us.

How we use personal data

The primary purpose for which VANADOO uses personal data is to provide or facilitate the travel services for which we have been engaged. By continuing to use our services and/or by providing us with personal information (or allowing another person to do so on your behalf), you consent to VANADOO using and disclosing your personal information for the purpose for which it was collected, and, where permitted by GDPR, for any related secondary purpose which is reasonably expected.

The purposes for which VANADOO collects personal information, and those secondary purposes which use of information is directly related, includes but is not limited to:

• provision and facilitation of confirmed services

• identification of fraud or error;

• regulatory reporting and compliance;

• development and improvement of products and services

• involvement in gauging customer satisfaction and seeking feedback regarding our relationship with you and/or the service we have provided;

• for research and analysis in relation to our business and services, including but not limited to trends and preferences in sales and travel destinations and use of our websites;

• internal accounting and administration;

• compliance with legal obligations and any applicable customs/immigration requirements relating to your travel; and

• other purposes as authorized or required by law (e.g. to prevent a threat to life, health or safety, or to enforce our legal rights).

Sharing your personal data with third parties

We share limited information and necessary only for your booking with third parties who are our service providers. Personal information may be disclosed to the following types of third parties:

• contractors, suppliers and service providers to whom this information is necessary in order to perform their confirmed services, including but not limited to: hotels, restaurants, ground assistance staff (including but not limited to transfer handlers guides and tour escorts), rental car companies, restaurants, as well as other related travel service providers,

• suppliers of IT based solutions that assist VANADOO in providing products and services to you (such as on line conference registrations and any external data hosting provider(s) we may use);

• a person making your travel booking on your behalf, where you are travelling on a booking made on your behalf by another person (for example, a program organizer who has been engaged to provide outbound travel services of which you are taking part in);

• your employer, where you are an employee of one of our corporate, business or government clients and you are participating in an event or travelling for work purposes;

• as required or authorized by applicable law, and to comply with our legal obligations;

• customs and immigration to comply with our legal obligations and any applicable customs/immigration requirements relating to your travel;

• government agencies and public authorities, to comply with a valid and authorized request, including a court order or other valid legal process;

• various regulatory bodies and law enforcement officials and agencies, including to protect against fraud and for related security purposes; and

• enforcement agencies where we suspect that unlawful activity has been or may be engaged in and the personal information is a necessary part of our investigation or reporting of the matter.

We require that all third party service providers respect the security of your personal data and treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only to permit them to process your personal data for specified purposes and according to our instructions.

How we keep your personal data safe

We protect your personal data with the security measures under the law and by taking appropriate technical and organizational measures to prevent your data being accidentally lost, damaged, used or accessed in an unauthorised way, altered or disclosed.

We keep our office, computers and files safe. All our employees are trained accordingly to comply with the security and keeping the data safe.

The personal data we hold is limited to only what it is necessary for us to perform our services to you. We also limit your personal data to those employees and third party service providers only that a business need to know.

Storing the personal data

Information collected by VANADOO will only be stored as long as is necessary for the successful execution of the program or in line with government regulatory requirements. After such time, all personal information will be permanently deleted.

Website cookies policy

We may use cookies to provide accurate monitoring reports to help us understand our users’ interests and preferences, to ensure that our website is as user friendly as possible.

Our website may use Google Analytics, a service provided by Google Inc that uses cookies to help the website analyse how users use this site. The cookies will generate information about your use of the website, and this along with your IP address will be stored on servers in the United States by Google Inc. This information is retained for the purposes of evaluating and compiling reports on website activity and for other services relating to internet usage. This information may be transferred to third parties by Google Inc where required to do so by law, or where such third parties process the information on their behalf. Your IP address will not be associated with any other data held by Google Inc.

If you do not agree to the processing of data about you by Google Inc in the manner and for the purposes set out above, you can select ‘disable cookies’ on your browser.

Other website

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Your rights

By providing us with your personal data, you consent to the collection and use of any information you provide in accordance with the above purposes and this privacy statement. You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected.

If you want to exercise these rights or update your personal details, please contact us at VANADOO s.r.o., Hausmannova 3003, 143 00 Prague 4, Czech Republic or email to vanadoo@vanadoo.cz or telephone +420 266 712 416

We reserve the right to amend this privacy statement. If we do so, we will post notice of the change on our website and you will be deemed to have accepted such changes.