Privacy notice

This notice explains what personal information WheatleyWorldwide Ltd collects when you enquire about or book a trip with us, why we collect it, who we share it with, how long we keep it and the rights you have over it. It applies whether you contact us by phone, email, our website, WhatsApp, Instagram, Facebook or in person.

1. Who we are

WheatleyWorldwide Ltd (company number 16634995) is the data controller for the personal information you give us. We are a member of the Travel Trust Association (X6411) and hold ATOL 12956. Questions about this notice or about your data should go to discover@wheatleyworldwide.co.uk.

The suppliers who provide your travel, such as airlines, hotels, cruise lines and tour operators, are separate data controllers for the information they hold about you. Their own privacy notices apply to what they do with it.

2. What we collect

We collect only what we need to plan, book and look after your trip. Depending on the booking this includes:

• Names, dates of birth and gender as they appear on passports, because airlines and border authorities require them
• Contact details: address, email, telephone numbers
• Passport number, nationality, issue and expiry date, where a supplier or destination requires it
• Payment details, which are processed by our payment provider and the TTA trust account; we do not store card numbers
• Special requirements you tell us about: dietary, medical, mobility or access needs
• Emergency contact name and number
• Travel preferences and the history of what you have booked with us
• Our correspondence with you, including emails, WhatsApp and social media messages, call notes and enquiry forms

If you book on behalf of other people, you are responsible for having their permission to give us their details and for passing this notice to them.

3. Why we use it and our lawful basis

• To plan and perform your booking (contract): enquiries, quotations, bookings, confirmations, invoices, travel documents, passing your details to suppliers, and looking after you before, during and after travel.
• To meet our legal obligations (legal obligation): ATOL and TTA financial protection, ATOL Certificates, CAA and TTA reporting, accounting and tax records, fraud prevention, and responding to lawful requests from authorities.
• To run our business (legitimate interests): keeping records of enquiries, managing payments and refunds, improving our service, handling complaints and defending legal claims.
• With your consent: sending you news and offers, and recording health, dietary or mobility information so that suppliers can accommodate you. You can withdraw consent at any time.

4. Who we share it with

We share information only where it is needed for your trip or required by law:

• Airlines, hotels, cruise lines, tour operators, transfer and car hire companies, tour guides and other suppliers who provide your arrangements
• The tour operator where we act as agent, for example Jet2holidays, easyJet holidays or TUI
• The Travel Trust Association and its trustees, who administer the trust account that protects your money, and the TTA's client record system (Vision), which we use to keep booking records
• Our payment provider, our bank and our accountants
• Web3Forms, which delivers enquiries from our website form to our inbox and may keep a copy for up to 30 days
• The Civil Aviation Authority, where required under our ATOL, and HMRC, the police or other authorities where the law requires it
• Insurers, if you buy insurance through us or make a claim
• Border, immigration and security authorities of the countries you travel to or through, where they require passenger information

We never sell your information and we never share it for someone else's marketing.

5. Transfers outside the UK

Many of the suppliers who provide your trip are outside the UK, and some are in countries whose data protection laws are not considered equivalent to the UK's. Sending your details to them is necessary to perform the contract you have asked us to make, and we send only what the supplier needs. Where a supplier or service provider is in the United States or elsewhere and the transfer is not simply part of performing your booking, we rely on the UK's international data transfer agreement or the UK extension to the EU-US Data Privacy Framework, as applicable.

Messages you send us through WhatsApp, Instagram or Facebook Messenger are also processed by Meta under its own terms.

6. How long we keep it

• Bookings, including the documents and correspondence that go with them: seven years after the end of the trip, for accounting, tax, ATOL and TTA reporting and the defence of legal claims.
• Enquiries that do not become a booking: twelve months after our last contact, after which we delete them unless you have asked us to keep your details.
• Marketing contact details: until you unsubscribe or we have had no contact for two years.
• Passport details: deleted from our working files once the trip has ended, unless they form part of a record we must keep.

7. How we protect it

Your information is held in password-protected, access-controlled systems used only by the two people who run the business. Card payments are taken through a secure payment provider and client money is held in the TTA trust account. We do not put your personal information into any system that we have not checked is suitable for it, and we do not use it to train artificial intelligence tools.

8. Your rights

You have the right to ask for a copy of the personal information we hold about you, to have it corrected if it is wrong, to have it deleted where we no longer need it, to restrict or object to how we use it, to receive it in a portable format, and to withdraw any consent you have given. Email discover@wheatleyworldwide.co.uk and we will respond within one month.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at www.ico.org.uk or on 0303 123 1113. We would be grateful for the chance to put it right first.

9. Marketing

We will only send you news and offers if you have asked for them, or if you are an existing customer and we are telling you about trips similar to what you have booked before. Every message includes a way to stop, and you can email us at any time.

10. Changes to this notice

This notice is version 2.0 and takes effect from 1 September 2026. We review it at least once a year and whenever the law or our business changes. The current version is always available at www.wheatleyworldwide.co.uk and from us on request.