Terms and conditions

1. Who we are

Clan Pascual Tours Ltd (the Company, we, us) is the data controller for the purposes of UK data protection law.

  • Address: 1 Elsie Inglis Way, EH7 5FQ, Edinburgh, Scotland
  • Telephone: +44 7777 769285
  • Privacy contact email: info@clanpascualtours.com

2. Personal data we collect

Depending on the service and the booking channel, we may process:

  • Identity and contact details: full name, telephone number, email address, preferred language.
  • Booking and tour details: tour date and time, meeting point, number of participants (Adults, Children, Infants), booking reference, and operational notes necessary to deliver the service.
  • Communications: messages you send us by email, via a booking platform, or through an OTA.
  • Technical data: basic website usage data such as IP address, device type, browser information, and cookies (see section 10).

3. Where we get your data from

  • From you: when you contact us or provide information to manage your booking.
  • From third parties: if you book through a third party platform or agency (for example, an OTA), we may receive the details needed to operate your tour and manage the booking.

4. Why we use your data and our lawful basis

We only process personal data where we have a lawful basis.

  • To manage and deliver the booked service: confirming and operating the booking, coordinating the tour, and dealing with operational issues (for example, late arrivals or no shows). Lawful basis: performance of a contract.
  • To contact you for operational reasons: sending important tour information and contacting you where necessary to coordinate the service. Lawful basis: performance of a contract and legitimate interests.
  • Customer support, complaints, and service improvement: responding to enquiries and improving our services. Lawful basis: legitimate interests.
  • Legal and accounting obligations: invoicing, tax, fraud prevention, and compliance with applicable law. Lawful basis: legal obligation.
  • Marketing (if applicable): we will only send marketing communications where we have a lawful basis to do so (for example, your consent, or where permitted by law). You can opt out at any time.

5. Who we share your data with

We share data only when necessary and with appropriate safeguards.

  • Self employed guides delivering the tour: we may share the minimum operational details needed to run the tour, which can include the lead passenger name and telephone number, and the participant breakdown (Adults, Children, Infants). This is solely so the guide can operate the tour and contact passengers when needed for operational reasons, for example late arrivals, missing passengers at the meeting point, or last minute coordination issues. Guides must use the data only for this purpose and must delete it on the same day the tour ends.
  • Service providers: suppliers who provide services necessary to operate our business (for example email, website hosting, administrative tools, analytics, or booking systems). They are only permitted to process personal data under our instructions and must apply appropriate security measures.
  • OTAs and agencies: if you book via an OTA or agency, we may need to exchange booking related information with that platform to operate the service and handle issues.
  • Legal requirements: we may disclose data if required by law, by a court order, or to exercise or defend legal claims.

6. International transfers

Some suppliers may process data outside the UK. Where a restricted transfer applies, we will use appropriate safeguards, such as UK approved contractual protections, or other lawful mechanisms.

7. How long we keep your data

We keep personal data only for as long as necessary for the purposes described above.

  • Tour operational data: kept as long as needed to manage and deliver the service.
  • Accounting and legal records: kept for the period required by applicable accounting and tax rules.
  • Communications and complaints: kept as long as necessary to respond and for a reasonable period to handle disputes or claims.
  • Data shared with guides: passenger data sent to guides for tour operations must be deleted on the same day the tour ends, unless a legal obligation requires otherwise.

8. Data security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. No system is completely secure.

9. Your rights

Depending on your circumstances, you may have the right to:

  • Access your personal data.
  • Correct inaccurate or incomplete data.
  • Request deletion of your data in certain situations.
  • Restrict processing in certain situations.
  • Data portability in certain situations.
  • Object to processing based on legitimate interests.
  • Withdraw consent where processing is based on consent.

To exercise your rights, contact info@clanpascualtours.com. We may need to verify your identity.

10. Cookies and analytics

Our website may use cookies or similar technologies to function properly and, where applicable, for analytics or advertising. You can manage cookies through your browser settings. If we use third party analytics or advertising tools, we will describe them and their purposes here.

11. Children

Our tours may be booked by adults for family groups. We do not intentionally collect children’s personal data beyond what is necessary to manage the booking (for example the number of Children or Infants).

12. Complaints

If you are not satisfied with our response, you can complain to the UK supervisory authority: the Information Commissioner’s Office (ICO).

13. Changes to this policy

We may update this policy from time to time. The latest version will be published on our website with the “Last updated” date.

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