Privacy & data rights
Your information. Handled with care.
This policy explains what personal information we collect, why we use it, who we may share it with, how long we keep it and the rights available to you when you interact with Premier DMC.
Who controls your data
One legal entity. Clear responsibility.
Ventora Group Ltd, trading as Premier DMC, is the data controller responsible for the personal information described in this policy where it determines how and why that information is processed.
Ventora Group Ltd also operates other travel brands, including Premier Getaway Club. Where you interact with another Ventora Group Ltd trading brand, the privacy information presented by that brand will apply to that interaction. Information may be used across our trading brands only where there is an appropriate lawful basis and the use is compatible with the purpose for which it was collected.
Premier DMC is a UK-based destination management and travel business providing group, corporate, event, bespoke and related travel services worldwide.
01
About this policy
This policy applies when you visit our website, make an enquiry, request a quotation, communicate with us, make or participate in a booking, travel on a programme arranged by us, or work with us as a business, host, agent, supplier or other commercial partner.
We process personal information in accordance with applicable UK data-protection law, including the UK GDPR, the Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations 2003 (“PECR”).
If another organisation uses your information for its own purposes — for example a hotel, transport provider, payment provider or other travel supplier — its own privacy notice may also apply.
02
Personal information we collect
The information we collect depends on your relationship with Premier DMC and the services being requested or delivered.
Identity & contact information
- Name, title, postal address, email address and telephone number.
- Date of birth, nationality and company or professional details where required.
- Emergency-contact details where relevant to travel arrangements.
Booking & travel information
- Destination, dates, accommodation, group and rooming information, itinerary and travel preferences.
- Passenger, transport, activity and supplier booking information.
- Passport, visa or identification information where required to fulfil travel arrangements.
Payment & transaction information
We may process payment amounts, billing information, transaction references, refunds and payment status. Card details may be handled directly by authorised payment providers; we do not intentionally store complete payment-card details where they are processed directly through those systems.
Business & partner information
For agents, tour operators, corporate clients, suppliers, hosts and other partners, this may include business contact details, job title, company information, correspondence, contractual information and transaction history.
Website & technical information
This may include IP address, browser, device and operating-system information, website activity, referral source and cookie or consent preferences.
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Health, dietary & accessibility information
Health information, disability or accessibility information, allergies and some dietary requirements may constitute special category personal data and receive additional legal protection.
Where this information is necessary to assess or fulfil a request, arrange suitable services or communicate requirements to a supplier, we will process it only where an appropriate lawful condition permits us to do so. Depending on the circumstances, this may include your explicit consent.
Only provide sensitive information that is relevant to the travel arrangements. In a genuine emergency, relevant information may be processed where necessary to protect vital interests and obtaining consent is not possible.
04
How we obtain your information
- Directly from you through our website, forms, email, telephone and enquiry or booking process.
- Automatically when you use our website, subject to your cookie choices.
- From a lead traveller, travel companion, employer, club, host, travel agent, tour operator, group organiser or partner acting for you.
- From travel suppliers, payment providers and other service providers involved in an enquiry, booking or transaction.
- From publicly accessible sources where relevant and lawful.
If you give us information about another traveller, you should ensure you are authorised to do so and, where appropriate, make this policy available to them.
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How and why we use your information
We identify an appropriate lawful basis for each use of personal information. The applicable basis depends on the activity and circumstances.
| Purpose | Typical lawful basis |
|---|---|
| Responding to enquiries and preparing proposals or quotations | Steps before entering a contract; legitimate interests in responding to business enquiries |
| Creating, administering and fulfilling travel arrangements | Performance of contract; legal obligation where applicable |
| Sharing necessary travel requirements with suppliers | Performance of contract; appropriate special-category condition where required |
| Payments, accounting, fraud prevention and financial administration | Performance of contract; legal obligation; legitimate interests |
| Customer support, operational updates, emergencies and complaints | Contract; legal obligation; legitimate interests |
| Website operation, security and essential technologies | Legitimate interests; applicable PECR exemption |
| Analytics, advertising and non-essential cookies | Consent where required |
| Legal, tax, insurance and regulatory compliance | Legal obligation; legitimate interests in legal claims |
Where we rely on legitimate interests, we consider whether the processing is necessary and balance those interests against your rights and reasonable expectations.
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Marketing & your choices
We may send marketing communications where you have given valid consent or where another permission under applicable UK data-protection and electronic-marketing law applies. Consent, where required, is optional and can be withdrawn at any time.
You can unsubscribe using the facility provided in a marketing communication or contact us at [email protected]. We may retain a minimal suppression record so that we continue to respect your choice.
Operational communications about an enquiry, contract or travel arrangement are not marketing and may still be sent where necessary.
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Who we may share information with
We disclose only information reasonably necessary for the relevant purpose. Recipients may include:
- Accommodation providers, transport operators, destination-management partners, activity providers, guides, venues and other suppliers involved in the travel arrangements.
- Travel agents, tour operators, employers, clubs, hosts, organisers or commercial partners involved in the relevant programme.
- Payment, banking, financial-protection, invoicing and fraud-prevention providers where applicable.
- Website hosting, forms, CRM, communications, email, analytics, security and IT providers.
- Professional advisers, insurers, auditors and claims handlers.
- Courts, regulators, law-enforcement bodies, tax authorities and other public authorities where disclosure is required or permitted by law.
- A buyer, investor or successor in connection with a lawful business reorganisation, sale or transfer, subject to appropriate safeguards.
Some travel suppliers act as independent data controllers and determine how they use information needed to provide their services. Others may process information on our instructions.
Personal information is shared only where there is a legitimate operational, contractual, legal or other lawful reason to do so.
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International transfers
Premier DMC operates internationally. Travel arrangements may require personal information to be sent to suppliers in a destination outside the United Kingdom, where data-protection laws may differ from UK law.
Where UK restrictions on international transfers apply, we use an appropriate lawful transfer mechanism where required. This may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, another permitted safeguard, or an applicable statutory exception where its conditions are satisfied.
You may contact us for further information about safeguards relevant to a particular transfer.
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How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, tax, accounting, insurance, contractual and claims requirements.
| Information | Typical retention |
|---|---|
| General enquiries that do not become bookings | Normally up to 12 months after the last meaningful contact |
| Booking, contract, invoice and financial records | Normally up to 7 years after completion of the relevant transaction or travel |
| Passport, visa and similar fulfilment documents | Deleted or securely anonymised when no longer required, subject to legal or operational requirements |
| Health, dietary and accessibility information | Not retained longer than reasonably necessary unless needed for an active complaint, claim or legal obligation |
| Marketing records | Until consent is withdrawn, an objection is made or the information is no longer required |
| Suppression records | Minimal information may be retained as necessary to honour an opt-out |
10
Cookies & similar technologies
We use essential cookies and similar technologies to operate and secure our website. Non-essential analytics, advertising or preference technologies are used only where permitted and, where required, after consent.
You can manage non-essential cookies through the consent controls made available on our website. Further information about the technologies we use should be read in conjunction with our Cookie Policy.
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Security
We use proportionate technical and organisational safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These may include access controls, secure systems, authentication measures, data minimisation, supplier controls and security monitoring appropriate to the risk.
No online system can be guaranteed to be completely secure. If a personal-data breach occurs, we will investigate it and notify the ICO and affected individuals where required by law.
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Your data-protection rights
Depending on the circumstances and applicable lawful basis, you may have rights to:
You have the right to object at any time to the processing of your personal information for direct-marketing purposes. If you object, we will stop processing it for that purpose.
To exercise a right, email [email protected]. We may request proportionate information to verify your identity. We respond within the time limits required by applicable law.
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Children
Our website and business-facing services are primarily intended for adults. We may, however, process information relating to children where they are legitimately included in group, family, educational, sports or other travel arrangements and the information is necessary to arrange or deliver those services.
Where appropriate, information should be provided by or with the authority of a parent, guardian, responsible adult, school, club, organiser or other authorised person. We do not knowingly use children's information for direct marketing without an appropriate lawful basis.
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Third-party websites & social media
Our website may link to third-party websites, social networks or booking services. Those organisations control their own processing and their privacy notices apply when you interact with them. Premier DMC is not responsible for their independent privacy practices.
Please do not send passport, medical, payment or other sensitive information through public social-media posts.
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Changes to this policy
We may update this policy when our services, systems, suppliers, business operations or legal obligations change. The latest version will be published on this page with a revised date. Where required, we will provide additional notice before materially changing how information already collected is used.
Questions, rights or concerns
Talk to Premier DMC about your data.
If you have a question, want to exercise a data-protection right or are concerned about how your information has been handled, please contact us. You also have the right to complain to the Information Commissioner's Office.
