Privacy Statement & Disclaimer of Arctic Adventure

With this privacy statement we inform you, among other things, about what kind of personal data we collect, what your data is processed for and what rights you have.

BOOKING
If you wish to book for other people, you must be authorized to do so by that person.

What data do we collect from you?
When you book a trip, the information you provide is recorded by us. We collect data including:
– Name, address, place of residence, phone number, e-mail
– Date of birth, nationality and gender
– Dietary information (if you wish to provide it)
– Necessary medical information (if you wish to provide it and to the extent necessary to participate in the booked trip)
– Details of the trip booked
– Company name of your travel insurance
– Passport number
– weight, shoe size

What do we use the data for?
– Your data is needed to make requests, to provide you with information about your trip, for relevant communication regarding the booking, for proper execution of the trip and to handle the booking and payment.
– Your dietary information will be used by Arctic Adventure in connection with the provision of meals and/or shared with the hotel or other travel service providers who provide meals and if for a medical or religious reason only to the extent you consent.
– Subject to your consent, your medical information will be shared with the travel service provider who has a need to know and disclosure is necessary for your stated needs, your safety or the safety of third parties.
– Name and address information and data on the trip booked, expenses and payment are processed for the purpose of accounting, accounts receivable and collection operations.
– Your data may be used for a legitimate interest of the company or third parties, such as handling complaints, disputes and legal actions, to the extent that your interest should not prevail.
– We use your information to assess whether you meet the participation requirements. This is necessary for your safety, that of others and for the proper execution of the trip.
– We process the company name of your travel insurance company to verify that you have travel insurance as it is mandatory.

Basis
We collect your data for the performance of the agreement we have with you. In addition, data are processed on the basis of the legitimate interest of the company and third parties, insofar as your interests should not prevail. Furthermore, data are collected to fulfill legal duties including, in particular, the duty to keep accounting records. The processing of your dietary/medical data requires your express consent.

How long we keep your data
– We keep your personal data and name and address information for 10 years in connection with offering a follow-up trip. If you do not want us to contact you with this, you can indicate this in writing and your personal data will be retained for up to two years after the trip.
– Medical records will be deleted after the expiration of the complaint period after the trip.
– Insofar as data are required for tax administration, these data are kept for the applicable mandatory period (as a rule, 7 years). The booking form you complete is also subject to tax retention requirements.
– The above retention periods may be deviated from because of a legal obligation or a legitimate interest of the company or third parties insofar as your interest should not prevail. Data may be retained in cases of complaints, potential disputes or legal actions, among others, for up to 2 years after the resolution of the complaints, dispute or legal actions.

With whom do we share your data?
– We will make your information available to travel service providers if and to the extent that it is necessary for the proper execution of the trip, for serving your stated needs, for your safety or the safety of others.
– External processors are used in data processing such as the booking system, accounting system, email system, accounting and for payment and collection.

Transfer to a third country or international organization outside the EU?
If your trip takes place outside the EU, the necessary personal data will be transferred to local travel service providers outside the EU pursuant to the execution of the (travel) agreement with you. The travel service providers themselves are responsible for the correct processing of your personal data and are bound by the privacy regulations in force in that country.

TRAVEL VALUATION
What data do we collect from you?
We collect data including your name, the trip taken, your reviews of the trip, your other feedback or information you mention in the trip evaluation.

What do we use the data for?
– We use the data for internal evaluation.
– We use the data for evaluation and feedback to the relevant travel service provider.

Basis
We collect your data pursuant to the performance of the agreement we have with you. In addition, data are processed based on the legitimate interest of the company and travel service providers in thoroughly evaluating its products or services to the extent that your interests should not prevail.

How long we keep your data
Data in the evaluation will be kept for 2 years after the trip.

With whom do we share your data?
External processors such as a survey company may be used to conduct the evaluation. The data may be transferred to the travel service provider. Depending on the situation, this is done anonymously.

NEWSLETTER
What data do we collect from you?
We collect information including your name and email address.

What do we use the data for?
When you subscribe to the newsletter or are a customer of ours, your data will be used to send the digital newsletter to you.

Basis
If you are not yet a customer, we process your data insofar as you have given us permission to use or send the newsletter. If you are already a customer, we will send you a newsletter based on the company’s legitimate commercial interest in sending the most up-to-date travel offer to its customers.

How long we keep your data
Your data will be kept for these purposes until you unsubscribe. Unsubscribe at the bottom of each newsletter.

With whom do we share your data?
To send the newsletter, we use Mailchimp. This is an external mail program.

CONTACT FORM
What data do we collect from you?
We collect information including your name and email address when you fill out the contact form on our website.

What do we use the data for?
When you request information, your information is used to send it to you. In addition, your information will be used to provide you with answers to the questions you have asked.

Basis
We process your data based on the legitimate commercial interest of the company to inform its (potential) customers of the most current travel offer.

How long we keep your data
Your data will be deleted no later than 1 month after transmission to the extent that it is not lawfully used for other purposes specified in this privacy statement.

With whom do we share your data?
We use an external mail program (digital) to send information and responses.