2018 BOOKING CONDITIONS PRIVACY NOTICE
Viking River Cruises UK Limited (the “Company”, “We”, “Us” or “Our”) is committed to respecting and protecting Your privacy. This Privacy Notice is provided for our prospective, existing and former customers (“You”, “Your”).
This Privacy Notice (together with Our Cookie Notice published on our Website, and the terms of use published at
www.vikingcruises.co.uk/terms-conditions/index. html) (the “Notices”) tells You about how We process your personal data, including Our collection, usage and sharing of Your personal data, and including in relation to Your use of our website at
www.vikingcruises.co.uk (the “Website”).
We will only process Your personal data in accordance with the Notices (and any other information we give to you about how we process Your personal data), and in accordance with the Data Protection Legislation.
In this Privacy Notice the terms “personal data”, “Data Controller”, “Data Processor” each have a special meaning that is set by legislation (the “Data Protection Legislation”). The Data Protection Legislation is: the Data Protection Act 1998 or, from the date it comes into force in the United Kingdom, the EU General Data Protection Regulation (2016/679).
YOUR DATA CONTROLLER We are a Data Controller in relation to your personal data. Our address is Viking, Nelsons House, 83 Wimbledon Park Side, London SW19 5LP.
The Company may be contacted by email at data.
protection@vikingcruises.com and by telephone on 0800 458 69 00.
DATA PROTECTION OFFICER Our Data Protection Officer can be contacted at data.
protection@vikingcruises.com.
INFORMATION WE COLLECT ABOUT YOU We obtain your personal data from the following sources:
• Directly from you You will know what personal data we obtain from you, because you (or someone who you trust, and who you have authorised us to deal with, such as a member of your family) provide it to us. Examples of how we obtain personal data from you include: when you make an enquiry (such as asking for a brochure), when you enter one of our competitions, promotions or surveys, when you give Us information via email or online private mail systems, during a telephone conversation or online chat with Us, information you provide via our Website (such as registering as a user, booking, or posting on our online forums), via social media messages or if you report something to us such as a problem with our Website.
• From your travel agent The information that we need from Your travel agent for us to complete a booking or provide a personalised cruise plan for You is the same as we need when we obtain the personal data directly from You (see above).
• From marketing sources We love to receive new customers as a result of recommendations from our existing customers, and we also actively seek new customers via marketing. We obtain personal data about prospective new customers from:
- You being on third party marketing lists, which we obtain via Webalytix Ltd, and which provides Us with contact details for You and an indication of why You may be interested in our products or services;
- Your responses to Our online marketing or direct marketing to You, whether you respond by electronic mail, online chat, telephone, post, social media or other means;
- Your interactions with our online advertising (which is optimised to present our adverts to internet users who interact with Us via the internet) and advertisements placed by our online advertising service providers. See our Cookie Notice for information about our service providers.
We also use the same sources to learn more about our existing customers, their preferences and interests, using
information about where they visit on the internet. • From Our other service providers
We receive personal data about you from the following third parties who provide services to us:
- our bank or providers who process payments from You, to confirm the outcome of payment transactions;
- other third parties in Viking’s supply chain, Airlines, other carriers, Border control agencies, Contractors e.g. ship crews.
SPECIAL CATEGORY DATA WE COLLECT ABOUT YOU Under the Data Protection Legislation the following categories of personal data, which we may collect from you, have special status (the “special category data”): personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, and genetic data, biometric data that uniquely identifies a living person, data concerning health, or data concerning a living person’s sex life or sexual orientation, and data relating to actual or alleged crimes. We may obtain special category data when we collect it directly from You, or from Your travel agent. We do not obtain special category data from other third parties.
RECORDING AND MONITORING In addition to storing written materials received from You and that we provide to You, and our own records of our transactions and interactions with you, we may monitor and/or record: (1) telephone calls, (2) traffic data produced by electronic devices, applications and online services about the date and location of Your electronic activities with Us, and (3) Your online activities within our control, including via social media traffic as well as via the Website. All recordings and derivative materials are and shall remain our sole property.
CHILDREN We do not provide products or services for purchase by children. If you are under 18, your parents are responsible for providing your personal data to Us.
HOW WE MAY CONTACT YOU From August 2017 onwards, We have provided the ability for You to select and tell us how You would like to be contacted by Us.
USE OF TOOLS/COOKIES If Our contact and dealing with You is via the Website(s), or on third party online services where Our advertising is displayed, cookies may be used. Generally, Our cookies do not obtain or use personal data. However, if you permit cookies, we may process the following items of Your personal data using cookies:
- application cookies may assign a unique ID to our Website registered users, and may record their approximate location;
- behavioural cookies may use Your historical transaction data;
- analytics cookies may assign a unique ID to our Website visitors;
- marketing cookies will assign a unique ID to internet users.
To find out more about what types of cookies We use, how We use cookies, how to disable them or to change Your cookie preferences, please refer to our Cookies Notice.
YOUR CHOICES ABOUT WHAT WE COLLECT To complete a booking, or to provide personalised cruise plans for You, as a minimum we need the following: Name and contact details, preferred destination and dates, facilities required on the cruise, whether you consider yourself to have a disability, medical needs and dietary needs.
This information maybe given to third parties such as airlines, other carriers and ships to facilitate your travel arrangements.
If you prefer for us to use less personal data, you can choose to make less available to us.
(2) To process Your payment for Our services.
(3) To provide You with information that You request from Us, or responding to Your enquiries made directly to us or via Your travel agent.
(4) To understand and identify Your requirements of Us, by building a profile about You and your preferences relevant to your interest in cruises.
(5) To send you solicited or unsolicited direct marketing (unless you ask us to stop), consisting of relevant information about future cruises and similar services that We provide, such as offers of goods and services, brochures, new products, forthcoming events, loyalty programmes, clubs or competitions from Us or Our group companies.
(6) To measure the effectiveness of our advertising and marketing to You.
(7) To ensure that features and content from the Website are available for You (if you choose to use them) and are presented in the most effective manner for You and for Your devices.
(8) To check and confirm that we carry out your instructions accurately, to enable us to review and improve our products, services and operations and develop new and changed products, services and operations.
Our legitimate interest in providing products, services, choices, operations and Websites that meet the requirements of our existing and prospective customers.
HOW TO WITHHOLD PERSONAL DATA You can control all of our sources of Your personal data. You can:
- provide less personal data than we request; - limit what personal data you give to Your travel agent;
- instruct Your travel agent to withhold items of personal data from Us;
- not respond to Our marketing and communications (and You also have rights to stop Our direct marketing to You: see below);
- change your internet browser settings to prohibit cookies.
IMPACT OF WITHHOLDING PERSONAL DATA Withholding Your personal data from us will mean the updates, offers and communications (via advertisements, direct marketing or messages) you receive from us are not personalised or relevant to you, or that you do not receive them at all. If you make an enquiry or booking with Us, withholding Your personal data may mean that Our response to Your enquiry, and the booking (and thus your cruise), is not personalised or fully suitable for You. As we record all telephone calls, to avoid being recorded you will be unable to correspond with us by phone.
OUR USE OF YOUR PERSONAL DATA For as long as We have access to your personal data, We will use it for the following purposes, unless otherwise required as a result of You exercising Your data protection rights. We may use Your personal data for any of the following purposes, whether we obtained it directly from You (or someone you trust) or Your travel agent, or another source:
PURPOSE
(1) To provide You with Our services in accordance with Our contract with You, once you have completed a booking.
LEGAL BASIS
If you provide us with special category data: we will ask you for explicit consent, and it is likely that we will be unable to process this data without Your
consent.For Your other personal data: processing by us, and by our Data Processors, will be necessary for Us to perform the contract with You.
Our legitimate interest in obtaining payment before performing Our contract with You.
Our legitimate interest in responding to Your requests and enquiries, e.g. by email, telephone, post or social media (or Your preferred one, if you tell us Your preferences).
If you are an existing customer: Our legitimate interest in staying in touch with you, as part of our after-cruise service and to seek repeat business.
If you are a prospective customer: Your consent for us to obtain your personal data and send unsolicited direct marketing to you.
We may send notifications by e.g. by email, telephone, post or social media (or Your preferred one, if you tell us Your preferences). You can stop the above notifications at any time by contacting
data.protection@
vikingcruises.com.
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