Last updated: 17 July 2026
RC Travel respects your privacy and is committed to protecting your personal information. This policy explains what information we collect, why we use it, who we may share it with and the rights you have.
1. Who We Are
RC Travel is operated by Richard Gandy. For personal information collected directly by RC Travel, RC Travel is the data controller and decides how and why that information is used.
Email: richard@rctravel.co.uk
Website: https://rctravel.co.uk
RC Travel acts as an independent travel advisor associated with InteleTravel UK Limited. Where you ask us to arrange travel services, InteleTravel, travel suppliers and service providers may also process your information as separate data controllers for their own purposes. Their privacy notices and booking terms will also apply. InteleTravel’s privacy policy is available at https://www2.inteletravel.uk/privacy.
2. Information We Collect
Depending on how you interact with us, we may collect:
• Identity information, including names, titles, dates of birth, traveller details and passport or advance passenger information when required for a booking.
• Contact information, including postal address, email address, telephone number and communication preferences.
• Enquiry and travel information, including destinations, dates, budgets, preferred departure points, accommodation or cabin preferences, loyalty details and other requirements.
• Booking and transaction information, including supplier references, booking status, payment amounts and payment dates. RC Travel does not retain complete payment-card details.
• Assistance and special-category information, such as health, mobility, accessibility or dietary requirements, when you choose to provide it and it is needed to arrange suitable travel services.
• Communication information, including emails, messages, telephone notes, feedback, complaints and records of the service we provide.
• Marketing information, including whether you have consented to marketing, the source and date of that consent, your interests and how you interact with our emails.
• Website and technical information, including IP address, browser or device information, pages visited and cookie choices.
If you provide information about another traveller, you must have their permission to do so and should make this policy available to them. For children, information must be provided by a parent, guardian or authorised lead traveller.
3. How We Collect Information
We collect information directly from you through our website, enquiry forms, email, telephone, messaging, social media or conversations. We may also receive information from a lead passenger, parent, guardian or another person arranging travel on your behalf; from InteleTravel, travel suppliers, payment providers and other parties involved in your enquiry or booking; when you subscribe to our marketing communications; and automatically through essential website functions, security tools, cookies and permitted analytics.
4. How and Why We Use Information
We use personal information only where we have a lawful basis to do so:
• Enquiries, research and quotations: taking steps at your request before entering a contract, and our legitimate interests in providing an effective advisory service.
• Bookings, payments, travel documents and customer support: performance of a contract and compliance with legal or regulatory obligations.
• Sharing required traveller information with InteleTravel and relevant suppliers: performance of a contract or taking requested pre-contract steps.
• Financial, booking, audit, complaint and compliance records: legal obligations and our legitimate interests in protecting customers and managing the business.
• Fraud prevention, system security and service reliability: our legitimate interests and legal obligations where applicable.
• Email marketing and communication preferences: consent, which you can withdraw at any time.
• Non-essential analytics or advertising cookies: consent where required.
• Health, accessibility or similar special-category information: explicit consent where required, or another lawful special-category condition in an emergency or where the law permits.
Where information is needed to provide a quotation, make a booking or meet a legal or supplier requirement, we may be unable to provide the relevant service if it is not supplied.
5. Automation and AI-Assisted Tools
RC Travel uses secure business systems and may use automation or AI-assisted tools to help organise communications, identify actions, prepare drafts, classify documents, support research and improve consistency. These tools support Richard’s work; they do not replace professional judgement.
RC Travel does not make decisions based solely on automated processing that produce legal or similarly significant effects for customers. Customer-facing communications, quotations and public marketing remain subject to human controls appropriate to the action. We limit the information supplied to technology providers and apply access, security and retention controls.
6. Marketing
We send marketing emails only where we have valid permission or another lawful basis that applies. Marketing may include travel inspiration, useful advice, business updates and selected offers.
You can unsubscribe at any time using the link in any marketing email or by contacting richard@rctravel.co.uk. Withdrawing marketing consent does not affect service messages about an enquiry or booking. We may retain minimal suppression information so we can respect an opt-out and avoid contacting you again accidentally.
RC Travel does not sell personal information or share it with unrelated organisations for their own marketing without your express permission.
7. Who We Share Information With
Where necessary, we may share relevant information with:
• InteleTravel UK Limited and companies within the InteleTravel group.
• Airlines, cruise lines, tour operators, hotels, transfer providers, excursion providers, insurance providers and other travel suppliers.
• Payment, banking and fraud-prevention providers.
• Technology and business-service providers supporting email, communications, document storage, website hosting, analytics, automation and security, including Microsoft, Mailchimp and GoDaddy.
• Professional advisers, insurers, auditors and accountants.
• Regulators, law-enforcement agencies, courts, the CAA, ABTA or other bodies where required by law or necessary to protect legal rights.
We require service providers acting on our instructions to protect personal information and use it only for the agreed purpose. Travel suppliers and InteleTravel may act as separate controllers and are responsible for their own processing.
8. International Transfers
Travel is international by nature. To research, reserve or deliver your travel arrangements, information may need to be sent to InteleTravel, suppliers or local service providers outside the United Kingdom, including in the country you are visiting.
We use an applicable UK adequacy regulation, approved contractual safeguards or a permitted exception under UK data protection law. A transfer may, for example, be necessary to take requested steps or perform a travel contract for you or another traveller. You can contact us for more information about safeguards relevant to a particular transfer.
Some technology providers may process information outside the UK. Where this occurs, we use the provider’s recognised transfer mechanism and contractual protections where required.
9. How Long We Keep Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including customer support and legal, tax, accounting, regulatory, fraud-prevention and dispute requirements.
Retention depends on the nature and sensitivity of the information, the service provided and any legal or supplier requirement. Booking and transaction records are normally retained for up to six years after the relevant customer relationship or transaction, unless a longer period is required for a complaint, legal claim or regulatory reason. Unsuccessful enquiry records are reviewed and removed when they are no longer reasonably needed. Passport, assistance and other sensitive information is retained only for as long as necessary for the relevant arrangements or legal purpose.
Marketing records are retained while you remain subscribed. If you unsubscribe, minimal suppression information may be kept so we can honour your choice. Information that has been irreversibly anonymised may be retained for statistics and business planning.
10. Security
We use appropriate organisational and technical measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access is restricted to people and service providers with a legitimate business need. We maintain procedures for handling suspected personal-data breaches and will notify affected individuals and the Information Commissioner’s Office where legally required.
No internet or email service can be guaranteed completely secure. Please do not send payment-card details or unrequested passport documents by ordinary email.
11. Cookies and Website Services
Our website uses essential cookies needed for security and functionality. With your permission, it may also use analytics or similar technologies to understand website use and improve the service. You can accept or decline non-essential cookies through the website cookie control and manage cookies in your browser.
Website forms use Google reCAPTCHA to reduce spam and abuse. Google’s Privacy Policy and Terms of Service apply to that service. Links to third-party websites are governed by those organisations’ own privacy notices.
12. Your Rights
Depending on the circumstances, you may have the right to:
• Ask for access to the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase information where there is no lawful reason to keep it.
• Ask us to restrict how information is used.
• Object to processing based on legitimate interests.
• Object at any time to the use of your information for direct marketing.
• Receive certain information in a portable format.
• Withdraw consent at any time.
• Complain to the Information Commissioner’s Office.
To exercise a right, contact richard@rctravel.co.uk. We may need to confirm your identity before acting on a request. We normally respond within one month, although the law permits extensions in certain circumstances.
You can contact the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or by telephone on 0303 123 1113. We would appreciate the opportunity to address your concern first.
13. Changes to This Policy
We keep this policy under review and will publish updates on this page. Significant changes may also be communicated directly where appropriate. The date at the top shows when this policy was last updated.