Privacy Policy

1. Company Information

SANTAI Travel Ltd is registered in England and Wales with its trading address at The Coach House, 2 Maida Avenue, London, W2 1TF, United Kingdom.
We are the data controller responsible for your personal data and can be contacted at info@santaitravel.com.

2. Purpose of This Policy

This Privacy Policy explains how we collect, use, store, and share personal information when you engage with our services, make an enquiry, or book travel arrangements through SANTAI.
We are committed to protecting your privacy and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. Information We Collect

We may collect the following types of personal information:

  • Name, date of birth, and contact details (email, phone, address)

  • Passport details and travel documentation where required

  • Payment and billing information

  • Booking preferences and special requests

  • Correspondence with SANTAI (emails, WhatsApp messages, or calls)

4. How We Use Your Information

Your personal data is used to:

  • Arrange and manage your travel bookings and related concierge services

  • Communicate with you about your trip

  • Process payments and issue invoices

  • Comply with our legal and financial obligations

  • Improve and personalise our services

We do not currently send marketing emails or newsletters.

5. Lawful Bases for Processing

We rely on the following lawful bases to process your information:

  • Contract: to provide and manage your travel services

  • Legal obligation: to meet financial and accounting requirements

  • Legitimate interests: to maintain business operations and improve client experience

  • Consent: where you voluntarily provide sensitive data, such as medical or dietary information

6. Sharing of Data

We share information only when necessary to deliver your booking or services. This may include:

  • Travel suppliers, hotels, villa partners, and ground operators

  • Service providers such as Zoho CRM, Google Workspace, Xero, Wise, and Expedia TAAP

  • Secure communication platforms such as WhatsApp

Where data is transferred outside the UK, we ensure appropriate safeguards such as UK Standard Contractual Clauses.

7. Data Retention

Personal data is retained for five years after your last interaction or booking unless a longer retention period is legally required.
After this time, data will be securely deleted or anonymised.

8. Data Security

We use technical and organisational measures to protect personal data, including password protection, encryption, restricted system access, and secure cloud storage.
All staff are trained in GDPR compliance and data protection awareness.

9. Your Rights

You have the right to:

  • Access the personal information we hold about you

  • Request corrections or deletion of your data

  • Object to or restrict how we use your data

  • Request data portability

To exercise these rights, please email info@santaitravel.com.
We will respond within one month of receiving your request.

10. Cookies and Analytics

Our website may use cookies and analytics tools to help us understand how visitors use our site.
Cookies can be controlled or deleted through your browser settings.
A separate Cookie Notice will be provided once analytics are confirmed on our website.

11. Data Breach Procedure

In the unlikely event of a data breach, we will promptly investigate and, where necessary, notify the Information Commissioner’s Office (ICO) within 72 hours, as well as any affected individuals if there is a risk to their rights and freedoms.

12. Contact and Complaints

For any questions or concerns regarding this Privacy Policy or how we handle your data, please contact:

SANTAI Travel Ltd – Data Protection Lead
The Coach House, 2 Maida Avenue, London, W2 1TF, United Kingdom
📧 info@santaitravel.com

If you are not satisfied with our response, you may lodge a complaint with the Information Commissioner’s Office (ICO) via www.ico.org.uk