Privacy Policy for Luxury Train Club

1. Introduction

The Luxury Train Club, a part of Planet Rail Limited ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, and protect your information when you use our website or services.

Data Controller: The Luxury Train Club, a part of Planet Rail Limited Contact: info@luxurytrainclub.com

2. Information We Collect

Personal Information:

• Name, address, email, and phone number
• Passport details and travel document information
• Payment and billing information
• Dietary requirements and medical information
• Travel preferences and special requests

Technical Information:

• Website usage data and analytics
• IP addresses and browser information
• Cookies and similar tracking technologies
• Communication records and correspondence

3. How We Use Your Information

To Provide Our Services:

• Process and manage your bookings
• Arrange travel services and accommodations
• Communicate with you about your trip
• Provide customer support and assistance

For Business Operations:

• Improve our website and services
• Conduct market research and analysis
• Comply with legal and regulatory requirements
• Protect against fraud and security threats

Marketing Communications:

• Send you information about our services (with consent)
• Personalise your experience with us
• Invite you to exclusive events and offers

4. Legal Basis for Processing

We process your personal data based on:

• Contract performance: To provide your travel services
• Legitimate interests: For business operations and improvements
• Legal obligations: To comply with travel industry regulations
• Consent: For marketing communications (which you can withdraw)

5. Sharing Your Information

We may share your data with:

• Travel suppliers: Hotels, train operators, and excursion providers
• Payment processors: To handle secure transactions
• Professional advisers: Legal, accounting, and insurance services
• Regulatory bodies: As required by law or regulation

We do not:

• Sell your personal data to third parties
• Share data for marketing purposes without consent
• Transfer data outside appropriate safeguards

6. International Transfers

Some of our suppliers are located outside the UK/EU. We ensure appropriate safeguards are in place, including:

• Adequacy decisions by relevant authorities
• Standard contractual clauses
• Binding corporate rules where applicable

7. Data Security

We implement appropriate technical and organisational measures to protect your data:

• Encryption of sensitive information
• Regular security assessments and updates
• Staff training on data protection
• Restricted access on a need-to-know basis

8. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectify inaccurate information
• Erase data in certain circumstances
• Restrict processing of your data
• Data portability in applicable situations
• Object to processing based on legitimate interests
• Withdraw consent for marketing communications

9. Data Retention

We retain your personal data for:

• Booking records: 7 years after travel completion
• Financial records: As required by law (typically 6 years)
• Marketing data: Until you withdraw consent
• Website analytics: Anonymised after 26 months

10. Cookies and Tracking

We use cookies and similar technologies to:

• Enable website functionality
• Analyse website performance
• Personalise your experience
• Provide relevant marketing

You can manage cookie preferences through your browser settings.

11. Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children without parental consent.

12. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via email or website notice.

13. Contact Us

For privacy-related questions or to exercise your rights:

• Email: info@luxurytrainclub.com
• Phone: +44 (0) 01347 665 330
• Post: The Luxury Train Club, Black Kite, The Hawk Creative Business Park, The Hawkhills Estate, Easingwold, YO61 3FE

Supervisory Authority: Information Commissioner's Office (ICO) Website: ico.org.uk