This Privacy Information applies to the processing of personal data carried out by Henningsen Transport & Guiding AS (HTG/we/us) when you travel with us, use our services, visit our websites or mobile applications or otherwise interact with us.
It is important for us to use your data only in accordance with applicable data protection legislation and your expectations, and to be transparent with you in how we use your data.
This Privacy Information will explain what data is collected, why it is collected, how the collected data is used and your options and rights regarding the collection of your personal data.
2. WHAT DATA MAY WE COLLECT
In connection with the different ways we may interact with you and the various services that we provide, we may collect the following categories of data:
- Contact information, including name, address, passport number, telephone number and e-mail address.
- Identity data, including gender, data of birth and nationality.
- nformation on next of kin.
- Transaction data, including credit/debit card number, payment method and purchase history.
- Booking data and activity data, including data related to your booked activities, hotel bookings, itinerary, travel companions, meal preferances etc.
- Communication data between you and us, including recordings of calls, e-mail communication, online chats, comments and reviews collected through surveys or posted on our channels and on social media platforms.
- Digital information data collected when you visit our website, applications or other digital platforms, including IP-addresses, browser data, traffic data, booking history, social media behavior, and user patterns. If you subscribe to our newsletters, we may collect data regarding which newsletters you open, your location when opening them and whether you access any links inserted in the newsletters.
- Health data, including information related to allergies, disabilities and illnesses.
3. WHERE WE COLLECT YOUR DATA FROM
Most of the data that we have about you are provided by you. We may also receive A, B, E, F and G data from our cooperation partners, such as travel operators, airlines, hotels, activity providers, transportation providers, affiliates, branch offices and agents, if they have such information about you. We collect G data from our websites, applications and similar digital platforms.
4. WHY WE USE YOUR DATA
We process your personal data for the following reasons:
Description: We use A, B, C, D, E, F and H data to arrange, process and confirm bookings for you. In addition, we need to collect your H data to make sure that any allergies, disabilities or illnesses you may have are considered during your voyage with us.
Legal basis: Such data is processed to fulfill the agreement with you (activity sold by HTG). We will only collect H data on the basis of your consent. Note that for safety reasons, we may not be able to book your selected voyages, if you do not want to provide us with H data.
Disclosure: In order for us to make arrangements for your voyage, we may need to disclose your data to our affiliates, branches and agents and cooperation partners.
- Facilitating your journey
Description: We use A, B, C, D, E, F and H data to facilitate your journey. This includes providing you with the services and products you need or wish for, and to ensure that you are permitted entry to the ports. We may process H data to make sure that any dietary preferences, allergies, illnesses or disabilities are taken into consideration during the voyage and if you seek assistance from our medical personnel on board.
Legal basis: We use such data to fulfill our agreement with you (activity sold by HTG). We will only process H data if you have given your consent.
Disclosure: We may disclose your data to our cooperation partners if this is necessary to fulfill an agreement with you.
Description: We use A and F data to provide you with relevant information related to your voyages and expeditions. This includes information related to departure times, cancellations and check-in times at hotels etc. We may provide such information by electronic or other means.
Legal basis: We use such data to provide important information about your voyage that is necessary to fulfill our contract with you (to organize your activity). Further, we use such data to provide you with other information necessary to fulfill our legitimate interests, including to ensure that your activities are as comfortable and smooth as possible. We will only record phone calls with you if you have given your consent to such recording.
Disclosure: We may disclose A and F data to our cooperation partners, as they may need this information to communicate with you and to provide support and assistance.
- Direct Marketing
Description: We use A, B, F and G data to provide you with newsletters and offers from us and our cooperation partners.
Legal basis: As long as you have an existing customer relationship with us, our use of such data to promote our services is based on our legitimate interest in providing you with relevant information and offers. You may at any time opt out of receiving such information and offers. If you do not have an existing customer relationship with us, we will only use your data to send you marketing if you have given your consent. We will only disclose your data to cooperation partners for marketing purposes if you have given your consent.
Disclosure: We may disclose your data to cooperation partners to enable such partners to send you information and offers if you have consented to this.
Description: We may use and compile A, B, E and G data for profiling purposes. Profiling is an automated processing of personal data where your personal data is used to evaluate, analyse and predict your preferences, interests and behavior (profiling). We use this data to provide you with customized information about activities and offers that you may appreciate.
Legal basis: We carry out profiling to fulfill a legitimate interest, which is to customize our services for your benefit. You may at any time object to our use of your personal data for profiling purposes.
Disclosure: We will not disclose the profiles we have generated based on your data to third parties other than our affiliates and branch offices.
- Statistics and Analysis
We use anonymized data to generate statistics and analysis
5. HOW LONG WE STORE YOUR DATA FOR
We will only store your data for as long as it is necessary to fulfill the purpose of the processing of your data.
We will store your A, B, C, E, F, and H data from the point in time when you placed a booking request until your journey is completed. We may store your data longer if you wish for us to keep your data until your next travel and you have consented to this.
If you have logged on to HTG’s website, we will store A, B, D, E, F and G data that you have provided in the website for as long as you are a user of this site.
We will store D data as required by applicable law, such as bookkeeping legislation.
If you have consented to receiving information and marketing, we will store your A, B E, F and G data for as long as you wish to receive such information and marketing.
We may also store your A, B, D, F, G and H data for a period of three years after your journey ended, if we believe this is necessary to handle potential complaints or claims.
6. INTERNATIONAL TRANSFER OF DATA
We have branch offices that are established outside of the European Economic Area to which we may transfer data, as described in section 4 above.
HTG has a branch office in North America.
7. HOW YOU CAN ACCESS, RECTIFY OR ERASE YOUR DATA AND FILE COMPLAINTS
You can contact us to request a copy of the data that we have collected from you and you may also ask us to erase data that we have collected from you. We must however keep data as necessary to fulfill our agreement with you and as necessary to comply with law or on request from authorities.
If you consider that our use of your personal data is inappropriate, you may file a complaint with the Information Commissioner's Office (Datatilsynet). Before filing such complaint, we ask that you contact us, as we may be able to provide you with answers and to correct potential misunderstandings.
9. CHANGES IN THIS PRIVACY INFORMATION
We may update this Privacy Information from time to time. You will be notified of such changes where this is appropriate; otherwise they will be published on our home page. Any changes will apply only after it has been communicated/published.
10. CONTACT INFORMATION
If you want to get in touch with us, you can send us an email on firstname.lastname@example.org or by post to Henningsen Transport & Guiding AS, P.O.Box 353, N-9171 Longyearbyen.
Note:If you have questions regarding your reservation, kindly contact us through email to: email@example.com