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Privacy Policy – Twelve Pilgrims Travel

Last updated: 17/11/2025

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At Twelve Pilgrims Travel, we are committed to protecting your privacy and ensuring that your personal information is handled safely, fairly and transparently. This Privacy Policy explains what personal data we collect, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.

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1. Who We Are

Twelve Pilgrims Travel
Email: info@twelvepilgrims.co.uk

We act as the Data Controller for any personal information you provide to us.

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2. Information We Collect

We may collect and process the following information when you contact us, register for a tour, make a payment, or subscribe to updates:

  • Full name

  • Email address and phone number

  • Postal address

  • Passport details

  • Emergency contact details

  • Dietary or medical information where relevant to travel needs

  • Payment information (processed securely via our payment provider and not stored by us)

  • Communication records between you and our team

We only collect information that is relevant for booking and operating pilgrimage tours safely and legally.

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3. How We Use Your Information

We use your personal data to:

  • Process tour registrations and manage bookings

  • Communicate with you before, during and after your trip

  • Provide travel documentation and itineraries

  • Share relevant details with airlines, hotels, transport partners and local guides

  • Comply with legal and financial obligations

  • Improve our services and customer experience

  • Send updates and future tour information (only with your consent)

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We do not sell your data to third parties.

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4. Lawful Basis for Processing

We process your data under the following lawful bases:

  • Contract – to manage and fulfil your travel booking

  • Legal obligation – such as financial reporting and traveller safety

  • Legitimate interest – to improve our service and communications

  • Consent – for marketing emails (you may withdraw consent at any time)

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5. How We Store and Protect Your Data

We take data security seriously and use secure systems, encrypted storage and restricted access to protect personal information. We only keep your data for as long as necessary to meet legal, financial and operational requirements.

Retention periods:

  • Booking records: up to 7 years

  • Marketing subscriptions: until you withdraw consent

  • Sensitive travel information (e.g., medical or dietary needs): deleted after the tour

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6. Sharing Your Information

We may share essential information only with trusted partners involved in delivering your travel services, such as:

  • Airlines

  • Hotels and accommodation providers

  • Transport providers and tour guides

  • Travel insurance providers (if requested)

These organisations must comply with data protection regulations and only use the information for the purpose of your booking.

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7. International Transfers

Because we operate trips outside the UK, some travel partners may be located outside the UK or EEA. Where this is necessary, we ensure that your data is shared securely and only when required to deliver travel services.

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8. Your Rights

Under UK GDPR, you have the right to:

  • Access the information we hold about you

  • Request corrections if your data is inaccurate

  • Request deletion of your data where applicable

  • Withdraw marketing consent at any time

  • Restrict or object to certain types of processing

  • Request transfer of your data to another provider
    To exercise your rights, please contact info@twelvepilgrims.co.uk.

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9. Marketing Preferences

We only send marketing emails if you choose to opt in.
You may unsubscribe at any time using the link in our emails or by contacting us directly.

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10. Cookies & Website Tracking

Our website may use cookies and analytics tools to improve user experience, monitor performance and personalise content. You may control cookies via your browser settings.

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11. Changes to This Policy

We may update this Privacy Policy from time to time. Any amendments will be posted on this page with an updated revision date.

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12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact our Data Protection Lead:

info@twelvepilgrims.co.uk

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