Privacy policy and information on cookies

When you book a holiday, request a brochure or join our membership via this web site, we will collect certain personal data about you. If you are booking a holiday we will also collect personal data about any other person you include on your booking. The sort of personal data we collect will be information such as name, address, email address, telephone number, date of birth, and personal travel preferences. We need to collect this information to arrange the travel and other services you are requesting. In some cases, we may also need to collect more sensitive personal data such as information concerning medical conditions, disabilities and special requirements, to be able to consider your particular needs in relation to a booking. For leaders we collect and keep personal data to help with your appointments, leading opportunities, training and travel and operational arrangements.

HF Holidays collects and processes personal data in order to provide its services, including the provision of Membership. Data is collected directly from individuals in Writing or from online applications, from email, or by phone and in person.

In being a Member of HF Holidays, your data is collected for the purpose of processing Membership administration and support, to provide updates on Society business and to maintain the Share Accounts of Members.

• If you enter a competition or promotion via this website, complete a survey, or if you report a problem with this website. If we ask you for your contact details for future marketing use (which may be by email, post or phone text messages) or if you actively sign up to receive email newsletters from us, although you will be given the option to opt-out of such use.
• If you contact us, we may keep a record of your email or other correspondence, and if you call us by telephone, we may monitor and/or record phone conversations for training and customer service reasons. We may collect details of your visits to this website, including, but not limited to, traffic data and location data, whether this is required for our own purposes or otherwise, and the resources that you access.
• We may collect information about your computer including, where available, your IP address, operating system and browser type, for system administration purposes and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns and does not identify any individual.
• If you book a holiday via this website or direct with HF Holidays we will keep a record of any data collected for up to five years. If you make an enquiry via this website or direct with HF Holidays, we will hold this data for up to three years. After these time periods, we will contact you and invite you to remain on our database.
• We may also collect information about the sources of your visits to the website in order to analyse the effectiveness of our marketing activity. 

When you make a travel booking or other purchase via this web site or by booking direct with HF Holidays, certain of the personal data you provide will need to be passed to and processed and stored by relevant third parties, such as airlines, hoteliers, insurance companies and ground handling agents, so that they can provide you with the arrangements you require. Some of these third parties may be based outside of the European Economic Area (“EEA”). Organisations that are based outside of the EEA may not be subject to the same level of controls regarding data protection as exist within the UK and the EEA.

For you to travel overseas, we may be required to disclose certain of your personal data to government bodies or other authorities in the UK and in other countries, such as those responsible for immigration, border control, security and anti-terrorism. Even if it is not mandatory for us to provide information to such authorities, we may exercise our discretion to assist them where appropriate.

If you complete one of our online customer feedback surveys, the information you provide will be processed for us by Feefo Holdings Ltd who manage these surveys on our behalf.

We use information held about you in the following ways:

• To carry out our obligations arising in connection with any contracts entered into between you and us, or between you and a third-party supplier
• To communicate with you regarding your booking or other purchase
• To ensure that content from our website is presented in the most effective manner for you and for your computer
• To allow you to participate in interactive features of our service, when you choose to, and to validate your identity when using our Manage My Booking or My Account facilities
• To notify you about changes to our service
• For improving the quality of our service and the products offered via this site
• For internal research/analysis and customer profiling
• For resolving complaints and dealing with disputes
• For preventing and detecting fraudulent or criminal activity
• For debt collection or credit vetting

The transmission of information via the internet is not completely secure, and although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to this website, therefore any transmission is at your own risk. Once we have received your information, we will take all reasonable steps to keep your personal data secure and to try to prevent any unauthorised access to it. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology.

If you have made an enquiry or purchase on this website or by booking direct with HF Holidays, your personal data may be used by us to contact you by telephone, post and/or e-mail, with information and offers relating to products or services similar to those about which you enquired or which you purchased.

If you have not made an enquiry or purchase, we will only send you information and offers by email relating to products and services offered by HF Holidays if you sign up (opt in) to receive such marketing. We may also obtain your contact details from third party sources, for marketing purposes using Legitimate Interests as the legal basis.

We will not pass your contact details to a third party for marketing purposes unless you have expressly agreed that we may do so.

You have the right at any time to ask us not to process your personal data for marketing purposes. You can exercise your right to prevent such processing by ticking/un-ticking certain boxes on the forms we use to collect your data. You can also click the unsubscribe link included in the footer of our emails.

You can also exercise the right at any time by sending an unsubscribe request to: The Marketing Department, HF Holidays Limited, Unit 1, First Floor, Imperial Place, Maxwell Road, Borehamwood, WD6 1JN United Kingdom or by email to info@hfholidays.co.uk

You have the right to check the information we hold about you and that your personal data is being processed lawfully. Your subject access right can be exercised at any time.

A subject access request can be made by writing to: The Master Data Manager, HF Holidays Limited, Unit 1, First Floor, Imperial Place, Maxwell Road, Borehamwood, WD6 1JN, United Kingdom.

Or by email to datarequest@hfholidays.co.uk

Or by telephone on 020 8732 1220

If you believe that we have not complied with your data protection rights you can complain to the Information Commissioner at https://ico.org.uk/for-the-public/

Our website contains links to and from the websites of our principals, suppliers, advertisers and other third parties. If you follow a link to any of these other websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies or for these third-party websites. It is your responsibility to check these policies before you submit any personal data to these websites.

We welcome your questions and comments about privacy and your data. If you wish to contact us with a question or query or if you wish to make a complaint please write to :  The Data Protection Officer, HF Holidays Limited, Unit 1, First Floor, Imperial Place, Maxwell Road, Borehamwood, WD6 1JN, UK or email dataprotection@hfholidays.co.uk

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you feel your personal information has not been handled correctly. You can do this via ico.org.uk/concerns or by writing to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

We will deal with any complaint or query in a timely fashion and will keep you informed throughout the process within guidelines set by the ICO.