Privacy Policy

Last updated: 9 November 2026

This privacy policy explains how Olimp Tour Ltd (“we”, “us”), the organiser of HolidayMates group holidays for adults, collects and uses your personal data when you visit holidaymates.co.uk, ask us a question or book a holiday with us.

Who we are

The data controller is Olimp Tour Ltd, a company registered in England and Wales (company no. 09197511), 167-169 Great Portland Street, London W1W 5PF. We are registered with the Information Commissioner’s Office (ICO) under number ZB632596.

For anything to do with your personal data, please contact us at contact@holidaymates.co.uk or on 0203 695 0983.

What personal data we collect

Contact and identity details – your name, home address, phone number and e-mail address.
Booking details – the holiday you book, your room choice, details of anyone you travel with, payments, invoices and the booking agreement you sign.
Emergency contact – the name, relationship and phone number of the person we should contact in an emergency.
Information that helps us plan the group – your answers to optional questions on the booking form (for example, room preferences such as being a light sleeper) and anything you choose to tell us about your needs.
Health or dietary information – only if you choose to share it with us (for example, allergies or mobility needs) so that we can look after you during the holiday.
Communications – e-mails, WhatsApp messages and phone calls with us.
Marketing preferences – whether you agreed to receive news about our holidays.
Technical data – when you visit the website, our hosting provider automatically records basic technical information such as your IP address, browser type and the pages requested (server logs).

How and why we use your data

To organise and deliver your holiday – handling your booking, signing the booking agreement, arranging accommodation, transfers and excursions, and staying in touch before and during the trip. Legal basis: performance of a contract.
To keep you safe – using your emergency contact and any health information you give us if something happens during the holiday. Legal basis: your explicit consent and, in an emergency, your vital interests.
To meet our legal obligations – keeping accounting and tax records and complying with the rules on the financial protection of package holidays. Legal basis: legal obligation.
To answer your questions sent by e-mail, phone or WhatsApp. Legal basis: our legitimate interests and steps taken at your request before entering into a contract.
To send you news about our holidays – only if you have agreed. You can unsubscribe at any time. Legal basis: consent.
To run and protect the website. Legal basis: our legitimate interests.

We do not sell your personal data and we do not use it for automated decision-making or profiling.

Who we share your data with

We only share what is necessary, with:

Holiday suppliers – hotels, transfer companies, local guides and excursion providers, so that they can provide the services you have booked.
Service providers who work for us – our online booking form provider (Jotform), e-signature service (Xodo Sign), accounting software (KashFlow), e-mail and messaging services (including WhatsApp) and website hosting (Vercel). They may only use your data on our instructions.
Protected Trust Services (PTS), where needed for the financial protection of your payments.
Public authorities, where the law requires us to.

International transfers

Because our holidays take place abroad, some data must be passed to suppliers in the destination country (for example, Tanzania or Spain) so that they can provide your holiday. Some of our service providers may also process data outside the UK. Where this happens, we rely on UK adequacy regulations, the International Data Transfer Agreement or standard contractual clauses, or – for suppliers delivering your holiday – on the transfer being necessary for the performance of your contract.

How long we keep your data

Booking, payment and invoice records – for 6 years from the end of the financial year in which the holiday took place, as required for accounting and tax purposes.
Health information and emergency contact details – deleted after the holiday, unless we need them in connection with an incident or claim.
Enquiries that do not lead to a booking – for up to 2 years.
Marketing preferences – until you unsubscribe or ask us to stop.

Your rights

Under UK data protection law (the UK GDPR and the Data Protection Act 2018) you have the right to:

be informed about how we use your data;
access a copy of your data;
have inaccurate data corrected;
have your data deleted in certain circumstances;
restrict or object to how we use your data, including objecting to direct marketing at any time;
data portability;
withdraw your consent at any time (this does not affect anything we did before you withdrew it).

To use any of these rights, e-mail contact@holidaymates.co.uk. We will reply within one month.

Security

We protect your data with appropriate technical and organisational measures, including password-protected accounts, encrypted connections (HTTPS) and limited access to booking data.

Cookies

For information about cookies, please see our Cookie Policy.

Complaints

If you are unhappy with how we have handled your personal data, please contact us first and we will do our best to help. You also have the right to complain to the Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, phone 0303 123 1113, ico.org.uk.

Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page.