Effective Date: 01 September 2025
This Privacy Policy explains how Travel Safety Pro (“we”, “us”, “our”) collects, uses, discloses, and safeguards personal information when individuals and organisations (“you”, “your”, “users”, or “clients”) access our website, platform, training courses, or related services (collectively, the “Services”).
We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.
By using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, please discontinue use of our Services.
For the purposes of this Privacy Policy:
“Personal Data” means any information relating to an identified or identifiable natural person.
“Processing” means any operation performed on Personal Data, such as collection, storage, use, or disclosure.
“Controller” means the entity determining the purposes and means of processing Personal Data (Travel Safety Pro).
“Processor” means any third party that processes Personal Data on behalf of the Controller.
“Data Subject” means any individual whose personal information is processed.
“Cookies” are small data files stored on your device for analytics, functionality, or preference tracking.
We collect and process personal data to deliver our services, maintain platform security, and meet legal and contractual obligations. The type of information we collect depends on how you interact with Travel Safety Pro, whether as a registered user, course participant, or visitor to our website.
You may provide personal data directly when enrolling in services, contacting us, subscribing to updates, or participating in surveys and events. This typically includes your name, job title, organisation, business email address, telephone number, account credentials, billing or payment details, course progress, and any other information you choose to share with us.
When you visit our website or use the Travel Safety Pro learning platform, we automatically collect technical information such as your IP address, browser type, device details, operating system, location (based on IP), and how you interact with our pages. This is gathered through cookies, analytics tools, and server logs to enhance user experience and platform security. More details can be found in our Cookie Policy.
If your access is provided through your employer or membership organisation, we may receive limited information from them such as your name, work email, job title, and course permissions. This enables us to set up your account, manage learning access, and report completion data back to your organisation as required. We may also receive information from third parties such as payment processors, event partners, or publicly available business sources for verification and service delivery purposes.
We do not routinely collect sensitive or “special category” data (such as health, ethnicity, or political opinions). In rare cases, for example when organising in-person training or events, we may request limited health or accessibility information to meet specific needs, always with your explicit consent and handled confidentially. Travel Safety Pro is intended for professional users aged 18 or over, and we do not knowingly collect personal data from minors. If we become aware of such data, it will be deleted promptly.
You are responsible for ensuring the information you provide is accurate and up to date. You can review or amend your personal details at any time by logging into your account or contacting us at [email protected].
We collect data through:
Direct interactions (contact forms, meeting bookings, purchases)
Automated technologies (cookies, server logs, analytics tools)
Third-party partners (such as your employer, if enrolled through a corporate agreement)
Communication channels (emails, chat, or feedback forms)
We process your information for the following purposes:
To provide and manage your access to the Services
To fulfil contractual obligations with you or your organisation
To process transactions and issue invoices
To provide customer service, support, and communications
To personalise and improve our platform and content
To ensure compliance with legal or regulatory obligations
To prevent and detect fraud, misuse, or unauthorised access
To conduct anonymised data analytics and research
To send administrative or marketing communications (where permitted by law)
We will never sell or lease your Personal Data to any third party.
We process Personal Data under one or more of the following legal bases:
Performance of a Contract: Processing necessary to deliver services or fulfil agreements.
Legitimate Interests: Processing necessary for business operations, provided your rights are not overridden.
Consent: When you have explicitly agreed (e.g. newsletter subscriptions or sensitive data).
Legal Obligation: Where we are required to comply with legal or regulatory requirements.
We may share Personal Data with:
Authorised employees and contractors, bound by confidentiality obligations.
Service providers and processors, such as hosting providers, internal software platforms, payment processors, CRM systems, and analytics tools.
Professional advisers, including solicitors, auditors, or insurers.
Authorities or regulators, if required by law or to protect our rights.
Business partners or acquirers, in the event of a merger, acquisition, or restructuring.
All third parties are contractually obligated to process your data securely and only for the specified purpose.
If Personal Data is transferred outside the United Kingdom or European Economic Area (EEA), we ensure appropriate safeguards are in place, such as:
UK Government-approved International Data Transfer Agreements (IDTAs)
European Commission Standard Contractual Clauses (SCCs)
Transfers to countries recognised as providing adequate data protection
We retain Personal Data only for as long as necessary for the purpose collected, unless longer retention is required by law, regulation, or to protect our legitimate interests (e.g. for auditing or legal claims).
Once data is no longer required, it will be securely deleted or anonymised.
We implement comprehensive technical and organisational security measures, including:
Encrypted storage and transmission (SSL/TLS)
Access controls and multi-factor authentication
Regular security audits and staff training
Secure data backup and disaster recovery systems
Despite our efforts, no system is entirely secure. You acknowledge that transmission of information via the Internet carries inherent risks.
Under UK GDPR, you have the right to:
Access your Personal Data
Request correction or updating of inaccurate information
Request erasure (“right to be forgotten”)
Restrict or object to processing
Withdraw consent at any time
Request data portability
Lodge a complaint with the Information Commissioner’s Office (ICO)
We may need to verify your identity before fulfilling any request to protect your privacy.
To exercise these rights, please contact [email protected].
Our website uses cookies to enhance functionality, remember preferences, and analyse usage patterns.
You may refuse cookies via your browser settings, although some site functions may become unavailable.
A detailed explanation is provided in our Cookie Policy.
In the unlikely event of a Personal Data breach, we will:
Assess and contain the breach immediately
Notify the ICO within 72 hours (where required)
Inform affected individuals if the breach poses a high risk to their rights and freedoms
Maintain an incident log and follow remedial procedures
All employees and contractors handling Personal Data are:
Required to sign confidentiality and data protection agreements
Trained regularly in GDPR compliance
Monitored for adherence to internal data protection standards
A list of key sub-processors (e.g. hosting providers, payment gateways) is available upon request.
You agree to:
Keep your account credentials confidential and secure
Notify us immediately of any unauthorised access or breach
Ensure that any Personal Data you provide is accurate and up to date
Not misuse our platform or attempt to access data you are not authorised to view
To the maximum extent permitted by law, Travel Safety Pro shall not be liable for any indirect, consequential, incidental, or punitive damages arising from:
Unauthorised access to Personal Data beyond our reasonable control
Errors, omissions, or delays in third-party systems
Breaches resulting from your negligence or failure to secure login credentials
Nothing in this clause limits liability for fraud, wilful misconduct, or any matter that cannot be excluded under law.
You agree to indemnify and hold harmless Travel Safety Pro, its directors, officers, employees, and contractors from any claim, loss, liability, damage, or expense arising from your breach of this Privacy Policy or misuse of our Services.
This Privacy Policy and any disputes arising from it are governed by English law.
The courts of England and Wales shall have exclusive jurisdiction over any claims or proceedings.
This Privacy Policy forms part of, and should be read in conjunction with, our Terms of Service.
In the event of conflict, the Terms of Service shall prevail for operational matters.
We may revise this Privacy Policy periodically. Updates will be posted on our website with the effective date clearly indicated. Continued use of our Services after such updates constitutes acceptance of the revised Policy.
For questions, concerns, or data requests, please contact:
Data Protection Office
Travel Safety Pro
Email: [email protected]
End of Privacy Policy
