Your personal data
Gothia Sportstravel VW AB (“Gothia Sportstravel”, “we”, “us”) recognises the importance of privacy for our customers and website visitors. Our aim with this policy is to describe to you in a clear and transparent way how we collect, use, display, transfer and store your information so that you feel confident that your personal data is treated securely. We carry out all processing of personal data in accordance with the General Data Protection Regulation (GDPR).
Responsibility for personal data
Gothia Sportstravel is the data controller for the processing of personal data on this and other websites operated by us.
Contact details
You can contact our Data Protection Officer at info@sportstravel.se. Specify Data Protection Officer in the subject line.
Collection of personal data
What personal data is
Personal data is any information that can be directly or indirectly attributed to a living natural person. This includes names, social security numbers, addresses, emails and telephone numbers. It also includes, for example, booking numbers, encrypted data and different types of electronic identities, such as IP numbers, if they can be linked to natural persons.
How we collect personal data and what data we collect
Gothia Sportstravel collects personal data in several ways, but primarily directly from you.
Data collected in the context of booking a trip
When you book a trip with us, we collect personal data from you in order to fulfil your order. This includes the name, date of birth, age and gender of all travellers on the booking, and the address and contact details of the main traveller. In connection with the booking, we also collect payment details for the main traveller.
If the booking includes children, we collect the same information as above regarding the child/children.
When you travel with us, we also collect information about your trip. In addition to the above-mentioned information, this includes, for example, the booking number, destination, duration of the trip and what other services you chose to use during the trip.
Call recording
When you call us, we may record your call. We do this to be able to use in internal training and development work. We also collect and store all the personal data that occurs during the call. You have the right to request that your call is not recorded. You also have the right to request that a recording be deleted. We save the recordings for a maximum of 1 year.
Data collected when you subscribe to our newsletter
If you choose to subscribe to Gothia Sportstravel’s newsletter, we collect your name and email in order to send you the newsletters.
Data collected from someone other than you
When making a booking and contacting us in various matters, a person may provide personal data about one or more other people in a travelling party. We assume that the person providing the information has the consent of all travellers to provide this personal data. If you have not made a booking yourself but someone else has made a booking that includes you, we collect personal data about you from that person. The same applies if someone else has been in contact with us on your behalf.
We may also have received your personal data from the organisation in which you are active.
In order to keep your personal data up-to-date and accurate, we supplement and update your personal data by obtaining it from private and public registers. This includes, for example, address details and personal identification numbers.
Processing and storage of personal data
Gothia Sportstravel’s legal basis to process your personal data
Gothia Sportstravel processes your personal data lawfully. It may happen that the same personal data is processed both on the basis of fulfilment of the travel agreement, specifically on the basis of consent or on the basis that the data is necessary to fulfil other legal obligations. This means that even if you withdraw your consent and the processing based on the consent ceases, the personal data may still be retained by us for other purposes. Essentially, we process your data to fulfil an agreement to which you are a party, such as the travel conditions.
Administration of your trip
In order to deliver the travel services you have ordered from us, we use your personal data in various ways. The data is used to issue tickets and travel documents, to make hotel reservations and to process payment for the services you have ordered. If you have ordered additional services, such as car hire, excursion packages or similar, the data is used in the same way to deliver these services.
Administration of your trip also includes using your data for accounting, settlement and auditing, credit or other payment card verification, immigration and customs control.
Customer care
We use your personal data to provide you with a service if you contact us with questions, comments or complaints. We use your name and booking number to identify you and your trip. We use your contact details, such as email and telephone number, to be able to contact you in connection with questions and issues. We may also use all the other personal data we have collected about you to deal with your enquiry or case, depending on what is relevant in the individual case.
We use your personal data to provide you with a service if you contact us with questions, comments or complaints. We use your name and booking number to identify you and your trip. We use your contact details, such as email and telephone number, to be able to contact you in connection with questions and issues. We may also use all the other personal data we have collected about you to deal with your enquiry or case, depending on what is relevant in the individual case.
Distribution of information
When you have booked a trip with us, we use your personal data to send you a booking confirmation, important information about your upcoming trip and offers related to the trip. Such mailings are sent to the email address provided in connection with the booking.
Once you have returned from your trip, we will send you our customer survey asking you to answer questions about your trip to help us improve our services.
We send you information about disruptions, such as timetable changes and rebookings. Such information may be sent by email, SMS or by phone call, depending on the nature of the disruption and the contact details we have for you.
We send payment reminders by email and SMS.
Marketing
If you have subscribed to our newsletter, we use your personal data to send you the newsletter and to customise the content of the newsletter to you. This includes your email address and information about your travel history and preferences. By using this information, we can provide you with the offers that we think you will find most interesting and useful.
Development of services and services
We use the data we collect about our customers to develop and improve our products and services. This applies to the development of our products according to customer preferences and behaviour and, for example, to correct deficiencies or increase security.
For the most part, we use anonymous or anonymised data at the aggregate level to perform this type of analysis. However, we may also use personal data that we have collected if it is relevant.
Legal requirements
Finally, your personal data may also be processed to enable us to fulfil obligations under laws and regulations, such as security and accounting.
Storage times
Sportstravel follows good practice in the travel industry. We keep your personal data for as long as necessary for the purpose of the processing.
If you subscribe to our newsletter, your contact details are saved for as long as you choose to continue receiving the newsletter.
Telephone conversations recorded for training purposes are kept for 1 year.
We take ongoing measures to fulfil the principles of “data protection by design and by default”. We continuously evaluate the risks associated with the processing of personal data and take the necessary security measures to mitigate the risks.
Disclosure of personal data
Contractual partners and IT suppliers
We use a number of different IT services and systems in our operations, some of which store and process personal data. We are concerned about your privacy and the security of your data in all such processing. Some systems are installed locally with us and only our staff have access to the data. In these cases, there is no transfer to third parties. However, some systems are cloud solutions or installed at the provider and involve us transferring personal data to the provider. In these cases, the provider is our data processor and handles the data on our behalf and according to our instructions.
Internal IT systems
Internally, we process personal data in our customer database, in our booking and sales support systems, in our customer service system and in a data management and improvement system. These systems are used to deliver the services you have ordered from us and to handle questions and customer care in connection with the performance of these services. All the personal data we collect may be processed in these systems.
Suppliers of travel-related services
To provide some of the services you have ordered from us, we use subcontractors and contractual partners. It is often necessary for us to disclose personal data to them in order for the service to be provided.
To provide some of the services you have ordered from us, we use subcontractors and contractual partners. It is often necessary for us to disclose personal data to them in order for the service to be provided.
We use hotels in our destinations both for longer periods and for individual bookings at the request of customers. The hotels have access to the personal data needed to make a booking. This includes, where relevant, the name, date of birth, age and gender of all travellers on the booking, and the address and contact details of the main traveller.
We use hotels in our destinations both for longer periods and for individual bookings at the request of customers. The hotels have access to the personal data needed to make a booking. This includes, where relevant, the name, date of birth, age and gender of all travellers on the booking, and the address and contact details of the main traveller.
Airlines have access to the personal data of the travellers who will be travelling with their airline. This includes the name, date of birth, age and gender of all travellers on the booking and the address and contact details of the main traveller. The transfer of travellers’ data takes place either via the Amadeus or Paxport computer systems, or directly to the airline with passenger lists, known as pax lists.
Agents of action
Depending on which airline is used for the journey and which airport the journey departs from, different handling agents are hired to perform services related to the journey at the airport. This may include, for example, check-in and baggage handling. In connection with the performance of these services, the handling agent may have access to certain personal data necessary to perform the service.
Others
If you book other travel-related services through us, such as excursions or activities, the personal data needed to deliver the ordered service may, where appropriate, be transferred to the service provider. This may include information such as the name, date of birth, age and gender of all travellers on the booking, and the address and contact details of the main traveller.
Utlämning till tredje land
Since we organise trips all over the world, some of our partners (e.g. hotels and airlines) are located outside the EU/EEA area. This means that personal data may be transferred to partners in these countries for the same purposes as described above. Regardless of the country in which we transfer your personal data, Gothia Sportstravel has an obligation to ensure that a good level of protection exists for your personal data. Which Gothia Sportstravel naturally does.
Your rights
Necessary processing of personal data and processing based on consent
Processing of personal data that is necessary for us to fulfil a contract with you or to comply with a legal obligation is permitted without consent. However, in order for us to collect and process your personal data for any other purpose, your consent to the processing is required. You consent to the processing of your personal data when you use our services on gothiasportstravel.se or when you contact us.
Withdrawal of consent
You can choose to withdraw your consent at any time by contacting us at the contact details above. If you withdraw your consent, we will delete the personal data and cease the processing covered by the consent.
The same personal data may be processed both on the basis of consent and on the basis that the data is necessary or on the basis of other rules. This means that even if you withdraw your consent and the processing based on the consent ceases, the personal data may still remain with us for other purposes.
Right to be informed about the personal data we have stored about you
If you wish to obtain information about the data we have registered about you, you can apply in writing to the above address. The register extract is provided on request and is free of charge once a year. How do I request an extract from the register?
You write and request a register extract from Gothia Sportstravel. NOTE! You must submit your request in writing as it must contain your signature, so you cannot just send an e-mail. Mark the letter “Personal data extract – to Gothia Sportstravel”.
This is how you can write:
Personal data extract – to Gothia Sportstravel
I hereby wish to exercise my right of access to my personal data and additional information (register extract) on the basis of Article 15 of the General Data Protection Regulation.
…………………………………………………………………
(Place and date)
………………………………………………………………..
(Signature)
……………………………………………………………….
(Clarification of name, personal number and address).
(e-mail/phone number)
…………………………………………………………………….
Right to control your personal data
You have the right to request the deletion, completion or rectification of your data. You also have the right to request that the processing of your personal data is limited to certain purposes, such as not being used for direct marketing or profiling.
Right to lodge a complaint with a supervisory authority
If you believe that Gothia Sportstravel is processing your personal data incorrectly, you can contact us. You also have the right to lodge a complaint with a supervisory authority.
Updates to our personal data policy
We may need to update our privacy policy. The latest version is always available on our website. We will notify you of any significant changes, such as the purpose of the use of your personal data, the identity of the representative or your rights.
