At Cold Ember B.V., we attach great value to the protection of your personal data. We handle personal data carefully and in accordance with applicable laws and regulations, including the General Data Protection Regulation (GDPR).
• Process your personal data exclusively for legitimate purposes for which you have provided them to us (e.g., to book or execute a trip). We do not ask for more data than necessary and do not process sensitive information without your explicit consent.
• Take appropriate technical and organizational measures to secure your data. We ensure that unauthorized persons do not gain access and that no more data is shared than necessary.
• Do not share personal data with third parties, unless this is necessary for the execution of your trip. For example, we provide relevant data (such as your name, contact information, or dietary requirements) to local partners who handle parts of your trip – think of guides, accommodations, or transport companies – so that they can perform their services correctly. In such cases, we limit the data to what is necessary and, where possible, make agreements regarding privacy protection.
• Respect your rights. You have the right to access the personal data we hold about you, to have it corrected or deleted, to restrict processing, or to object to certain uses. You also have the right to data portability. If you have given consent for a specific processing activity (e.g., for receiving newsletters), you can withdraw this consent at any time.
We collect personal data necessary for organizing your trip and related services. This includes, for example: name, address, and contact details (phone number, email), date of birth, passport details (if necessary for bookings or visas), medical or dietary information relevant to the trip (e.g., allergies or physical condition, exclusively insofar as you voluntarily provide this to us for the purpose of trip execution), and payment information (such as billing address and proof of payment of deposit).
If you contact us via the website or email, we also process the information you provide yourself (e.g., questions about trips or preferences). We do not process special personal data other than any health information you provide yourself that is strictly necessary for your participation (such as medical fitness for a mountain trek).
We use your data exclusively for the following purposes:
• Booking process and execution of the trip – To reserve your trip, prepare necessary travel documents, and fulfill the travel agreement. This also includes communicating important information about the trip (departure times, changes, preparation material) and handling payments and invoices.
• Service on location – To ensure that local suppliers (hotels, transport, guides, etc.) have the correct information to serve you well. For example, we share your name with the hotel for the booking, or your dietary requirements with a trekking organizer so this can be taken into account.
• Communication – To maintain contact with you regarding your booking. Think of sending a booking confirmation, payment reminders, pre-trip information pack, and any last-minute updates. If you have signed up for our newsletter or marketing, we also use your data (name, email) to send you travel-related news – naturally only with your consent, and you can unsubscribe at any time.
• Legal obligations – We are required to keep some data for administrative obligations, such as financial administration (invoices), which we must keep for 7 years for the Tax Authorities.
We do not retain your personal data longer than necessary. Personal and booking data are kept as long as you have an active trip with us and thereafter in the f inancial administration up to a maximum of 7 years after the end of the trip (in accordance with fiscal retention duty). Data for marketing (such as newsletter subscription) is only kept as long as you are subscribed.
Your rights and control: You have the right to: request access to your data, request correction or deletion, restrict processing or object, and request data portability. Please feel free to contact us via the details mentioned below to exercise your rights. We generally respond to your request within one month. Furthermore, you always have the right to file a complaint with the Data Protection Authority (Autoriteit Persoonsgegevens) if you believe we are not handling your data correctly.
Cookies: Our website may use cookies or similar techniques. If this is the case, we will inform you about this via a separate cookie notice. Any analytical or marketing cookies are placed only with your consent. (In this privacy policy, we limit ourselves to the processing of personal data in the context of travel bookings and execution) .
Contact: The Data Controller for your personal data is Cold Ember B.V., established in the Netherlands. For questions about this privacy policy or access requests, you can contact us via info@coldember.com. We are happy to help you with questions or concerns regarding privacy.
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