European Tour Operators Association Ltd (ETOA), understands that your information is important and in the wrong hands it poses a risk to your rights and freedoms. In order to help you protect your information this notice will explain what information we collect, why we collect it, what we do with it, how long we keep it for, who can access it and what your rights are.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. The cookies we use can be seen in the table below, please note the statistics are anonymous (for more information on what is collected please refer to the ‘What we need’ section below).
|Name of cookie||Type of cookie||Purpose||Duration|
|_ga||statistical||collecting and reporting information anonymously||2 years|
|_gat||statistical||collecting and reporting information anonymously||1 day|
|_gid||statistical||collecting and reporting information anonymously||1 day|
|r/collect||marketing||track visitors across website||duration of visit|
In some case we use Keap and Cvent to handle our event bookings. These platforms may have their own cookies with their own policies. More information can be found with the links below;
Keap – https://keap.com/legal/privacy-policy
Cvent – https://www.cvent.com/en/cvent-global-privacy-policy
What we need
We need to collect the following information;
- Business email address
- Business postal address
- Business telephone number
- Mobile telephone number
- Date of birth
- Country of establishment
- Address where card will be sent to
- Profile picture
- Details of a commercial reference, usually a tour operator for whom they lead tours
- Credit card details
- Company website details
- Job title
- Job description
- Links to social media accounts
- Aims and objectives information for workshop bookings
- Dietary requirements
The anonymous information that we gain from our cookies includes:
- Behaviour on our website
- Web Browser
- Operating System
- Network Provider
- Device Type
Why we need it
We need your name and business details to register you for membership, this is done in order to fulfil our contract with you to provide membership services.
We need your name and contact details to add you to the member’s directory, where you have indicated your consent by ticking the appropriate tick box.
We need your contact information to add your to our newsletter or other mailing lists, where you have indicated your consent by ticking the appropriate tick box.
We need your contact information to book you onto events, to inform you of your appointment schedule for that event and any other important information regarding that event, as per your contract with us.
We need your date of birth, nationality, country of establishment, profile picture, postal address, credit card details and commercial reference to process your Tour Guide ID application and issue your card as per your contract with us.
We need contact details and the nature of your enquiry to allow us to handle your enquiry, where you have indicated your consent by ticking the appropriate tick box.
What we do with it
We request this information from you on our registration forms. If you are registering for membership, we use this contact information in our annual directory and it will be publicly available in the Member search page of this site. If you are registering for one of our events, we use your contact information to inform you of your appointment schedule and any other information relating to the event you are attending.
Tour Guide ID cards information is not made publicly available. It is required for the production of ID cards by us. Applicants’ contact information may be used by us to contact them. Applicants’ information may passed to our printing company (Imagin Products Ltd) to print the cards and to contact their appointed referee for the purposes of verification. Read the Terms & Conditions for ETOA Tour Guide ID card application further information on verification.
Where we collect payment information, it is not stored by us and instead is collected by our contracted payment processor:
Keap – https://keap.com
We will transfer your data to another country when holding events that may be held outside your country of residence.
We do not use automated decision making.
How long we keep it
Information regarding your membership will be held for the duration of your membership plus a period of 7 years for financial purposes.
Information regarding events will be held for a period of 7 years after the event for financial purposes.
How will it affect you
Providing incorrect or inaccurate data may have the following results:
- We may be unable to contact you regarding events
- We may be unable to process your membership
- We may be unable to issue your Tour Guide ID card
Who can see it
If you join the directory, other directory members will be able to see your contact details. Any information entered in to the forms will only be seen by our IT and web service providers, who are contractually bound only to use the data as instructed by us (ETOA).
Tour Guide ID cards information is not made publicly available. It is required for the production of ID cards by us. Applicants’ contact information may be used by us to contact them. We do not provide applicants’ information to third parties with the exception of their appointed referee for the purposes of verification. Read the Terms & Conditions for ETOA Tour Guide ID card application.
Where payment is due, card processing will be handled by our payment processor:
Keap – https://keap.com
When booking an event with us, information will be collected by our outsourced event booking software provider:
Keap – https://keap.com
Cvent – https://www.cvent.com
We will not sell your data, nor pass it on to any third parties for marketing without your prior explicit consent.
How we protect it
All data you provide is kept secure and any staff or contractors that handle this data have a commitment and the necessary training to keep it private and secure. We have a number of policies and procedures in place to ensure that data is handled correctly and kept secure and have implemented the necessary technical controls to support these.
What are your rights
- Request a copy of the data we hold on you. If you wish to do this then email us at: firstname.lastname@example.org
- Request that we correct or update the data that we hold on you. If you wish to do this then email us at: email@example.com
- Request that we delete the information we hold on you. If you wish to do this then email us at: firstname.lastname@example.org
- Request that we keep your data but do not use it. If you wish to do this then email us at: email@example.com
- Request that we send a copy of your data to another organization. If you wish to do this then email us at: firstname.lastname@example.org
- Object to how we are using data. If you wish to do this email us at: email@example.com
- Raise a compliant with the Information Commissioner’s Office about us. If you wish to do this then email us at: firstname.lastname@example.org
- Take us or the Information Commissioner’s Office to court. If you wish to do this then email us at: email@example.com
Additionally, we must inform you of the following:
- If we suffer a data breach and your data is affected in a way that it poses a risk to your rights and freedoms.
- If we carry out your request to correct/update, erase or not use your data
Contact Details for the controller of your data:
European Tour Operators Association Ltd.
4th Floor, Grays Inn House
127 Clerkenwell Road
Tel: +44 (0)20 7499 4412