Effective Date: February 6, 2025 |
Last Updated: February 6, 2025
This Privacy Policy explains how Roamer collects, uses, and protects your personal information.
1. Overview
Roamer ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our B2B travel booking platform.
We comply with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
Roamer is the data controller for the personal information we collect about you. Our contact details are provided in the "Contact Us" section below.
2. Information We Collect
Information You Provide Directly
Account Information: Name, email address, phone number, business details, payment information
Business Information: Company name, address, tax identification numbers, banking details
Communication Data: Messages, support requests, feedback, and correspondence
Tour Content: Descriptions, images, pricing, and availability information you upload
Performance Data: Platform performance metrics and analytics
Information from Third Parties
Payment Processors: Transaction details, payment status, fraud detection data
Integration Partners: Data from connected services and APIs
Public Sources: Business verification information from public databases
3. How We Use Your Information
Platform Operations
Provide access to our booking platform and services
Process bookings, payments, and refunds
Manage your account and user profile
Facilitate communication between operators and customers
Generate reports and analytics for your business
Business Operations
Verify your business credentials and prevent fraud
Calculate and process commission payments
Provide customer support and technical assistance
Comply with legal and regulatory requirements
Resolve disputes and enforce our terms
Platform Improvement
Analyze usage patterns to improve our services
Develop new features and functionality
Monitor platform performance and security
Conduct research and analytics
4. Information Sharing
When We Share Information
Service Providers: Payment processors, hosting providers, analytics services
Business Partners: Integration partners and affiliated services
Legal Requirements: When required by law, court order, or regulatory authority
Business Transfers: In connection with mergers, acquisitions, or asset sales
Consent: When you explicitly consent to sharing
Customer Data
Customer booking information is shared with relevant tour operators to fulfill services. We act as a data processor for this information on behalf of operators.
5. Data Security
Security Measures
Encryption of data in transit and at rest
Secure hosting infrastructure with access controls
Regular security audits and vulnerability assessments
Employee training on data protection practices
Incident response procedures for data breaches
Payment Security
We use PCI DSS compliant payment processors and do not store complete payment card information on our servers.
6. Data Retention
Retention Periods
Account Data: Retained while your account is active and for 7 years after closure
Transaction Data: Retained for 7 years for accounting and legal purposes
Communication Data: Retained for 3 years or until resolved
Technical Data: Retained for 2 years for platform improvement
Data Deletion
We securely delete personal data when it's no longer needed, except where required by law or legitimate business interests.
7. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Access Rights
Right of Access: Request copies of your personal data
Right to Rectification: Correct inaccurate or incomplete data
Right to Erasure: Request deletion of your personal data
Right to Restrict Processing: Limit how we use your data
Control Rights
Right to Data Portability: Receive your data in a structured format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent for consent-based processing
Exercising Your Rights: To exercise any of these rights, please contact us using the details in the "Contact Us" section.
8. Cookies & Tracking Technologies
Types of Cookies We Use
Essential Cookies: Required for platform functionality and security
Performance Cookies: Help us understand how the platform is used
Functional Cookies: Remember your preferences and settings
Analytics Cookies: Provide insights into platform usage and performance
Cookie Management
You can control cookies through your browser settings. However, disabling certain cookies may affect platform functionality.
9. Third-Party Services
Integrated Services
Stripe: Payment processing (subject to Stripe's privacy policy)
Google Analytics: Platform analytics and usage insights
Hosting Providers: Cloud infrastructure and data storage
Email Services: Transactional and marketing communications
These services have their own privacy policies and data handling practices.
10. International Data Transfers
We may transfer your personal data to countries outside the UK/EEA for processing. When we do:
We ensure adequate protection through approved mechanisms
We use Standard Contractual Clauses where appropriate
We conduct transfer impact assessments
We implement additional safeguards as necessary
11. Children's Privacy
Our platform is designed for business use and is not intended for individuals under 16. We do not knowingly collect personal information from children under 16. If we become aware of such collection, we will delete the information promptly.
12. Marketing Communications
Opt-In Basis
We only send marketing emails with your consent
You can opt out at any time using unsubscribe links
We respect your communication preferences
Transactional emails are sent regardless of marketing preferences
13. Legal Basis for Processing
Our Legal Grounds
Contract Performance: To provide our platform services
Legitimate Interests: Platform improvement, fraud prevention, business operations
Legal Obligation: Compliance with financial and regulatory requirements
Consent: Marketing communications and optional features
14. Privacy Policy Changes
We may update this Privacy Policy from time to time. Material changes will be communicated via:
Email notification to account holders
Platform notifications
Website posting with 30 days notice
Continued use of our platform after changes constitutes acceptance of the updated policy.
15. Contact Us
For privacy-related questions or to exercise your rights, contact us at:
If you're not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Privacy Commitment
We are committed to protecting your privacy and handling your personal data responsibly. This policy reflects our ongoing commitment to transparency and data protection.
