Privacy Policy

1. Introduction

AEJ Travels ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our services or interact with us.

For the purposes of applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is AEJ Travels, located at 450 Bath Road, Longford, West Drayton UB7 0EB, UK.

2. Information We Collect

We may collect and process the following types of personal data:

Information You Provide to Us

• Name, job title, and company name
• Contact information including email address, phone number, and business address
• Billing and payment details
• Travel preferences, frequent flyer numbers, and passport information
• Communications you send to us via email, phone, or our contact forms

Information Collected Automatically

• IP address and browser type
• Device information and operating system
• Pages visited and time spent on our website
• Referring website addresses

3. How We Use Your Information

We use your personal data for the following purposes:

• To manage and administer your corporate travel bookings and itineraries
• To process payments and manage billing
• To communicate with you regarding your travel arrangements, updates, and changes
• To provide 24/7 ticketing support and assist with travel disruptions
• To comply with our legal and regulatory obligations, including IATA requirements
• To improve our services and website experience
• To send marketing communications (with your consent)
• To analyse travel spend and provide cost management reports

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract performance: Processing necessary to fulfil our travel management services and contractual obligations
• Legal obligation: Processing required to comply with applicable laws and regulations
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving services and preventing fraud
• Consent: Processing based on your explicit consent, which you may withdraw at any time

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Airlines, hotels, and transport providers: To arrange and manage your travel bookings
• Payment processors: To securely process transactions
• Uniglobe partners: As part of our global travel network partnership
• Service providers: Third-party vendors who assist in delivering our services, subject to data processing agreements
• Government authorities: Where required by law or for border control and immigration purposes
• Your employer: Where your organisation has engaged our services, we may provide travel reports and expenditure data in accordance with your company's travel policy

6. International Data Transfers

As a travel management company, your data may be transferred to and processed in countries outside the United Kingdom, including destinations where airlines, hotels, and service providers are located. We ensure appropriate safeguards are in place, including standard contractual clauses approved by the UK Information Commissioner's Office (ICO), to protect your personal data in accordance with this Privacy Policy.

7. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including:

• Duration of your relationship with us as an active traveller or client
• Period required to comply with legal, tax, and accounting obligations (typically 6-7 years)
• Duration necessary to resolve any disputes or enforce agreements

Once data is no longer required, we will securely delete or anonymise it in accordance with our data retention policies.

8. Your Rights

Under the UK GDPR and Data Protection Act 2018, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data where there is no lawful basis for continued processing
• Right to restrict processing: Request that we limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or direct marketing
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at info@aejtravels.co.uk or write to us at the address provided at the end of this policy.

9. Cookies

Our website uses cookies and similar technologies to enhance your browsing experience and analyse website traffic. You can control cookie preferences through your browser settings. For more information about how we use cookies, please refer to our Cookie Policy.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, secure servers, access controls, and regular security assessments. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the "Last updated" date at the top of this policy. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.