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Privacy Notice

Date: 5 January 2022

1. Who is responsible for managing my information?

James Villa Holidays Limited ("we" or "us"), part of the Awaze group, are a controller and are responsible for the personal information we hold about you.

This is our privacy notice and it explains how we use your personal data in line with applicable privacy and data protection laws. We keep our privacy notice under review and will place any updates on our website.

This privacy notice only applies to us, so if you link to other websites you should read their own privacy notices.

2. What information do we collect?

Bookings and booking queries

If you make a booking through us or make queries about a potential booking, we will collect details such as your name, contact details, payment details, date of birth, booking details and any additional information we may need to help meet your specific requirements. You may also provide this information about people travelling with you. We will collect this information directly from you, those travelling in your party or a third party you have booked through.

Lettings and letting queries

If you let your holiday accommodation with us or make queries about our letting service, we will collect details such as your name, contact details, bank account details and details regarding the accommodation you wish to let. We will collect this information directly from you or someone who has referred you to us.

The provision of the information in the above two paragraphs is a contractual requirement to make a booking or let your property and if you do not provide us with it, then we may not be able to provide the service.

Cookies

If you visit our website, we will collect information from your website usage using “cookies”. For further information, please see our Cookie Policy.

Using our mobile app

If you use the James Villa mobile app we may use GPS technology (or other similar technology) to determine the current location for any photograph you choose to share and the date the photograph was taken. This will allow us to display a location map and location information so that others can benefit from your review. If you are happy for us to receive this information please ensure you have activated GPS in your device settings. If you do not want us to do this, you should turn off the location services in your device settings and you will have the option to tell us the location in a manual text field. Please see also the full terms and conditions of the mobile application.

3. Why do we use your information?

The reason(s) we use your information (outlined in the below table) will vary depending on your relationship with us. We ensure that at least one of the following legal bases apply when we use your information:

• We need to process it to perform, or enter into, a contract with you
• We have your consent to use it
• We need to use it to comply with a legal obligation
• We need to use it for ours or a third party’s legitimate interests and your interests and fundamental rights are not overridden

To process special categories of personal information, we must have additional justification to do so and only use it where we have your explicit consent, you have made the information public, in relation to legal claims or it is necessary for reasons of substantial public interest.

4. Who will you share my information with?

We may share your information with:

• other members of the Awaze group and their service providers;
• owners of or agents for villas, apartments and townhouses (if you are making a holiday accommodation booking);
• individuals who may be renting accommodation from you (if you are a holiday accommodation owner or advertiser);
• credit/debit card companies;
  our preferred insurance provider(s) (if you purchase the personal travel insurance policy we offer);
• third party service providers (e.g. IT and support services, marketing services, resorts, management companies, owner's associations, airlines, ferry companies, car hire companies);
• other users of our Mobile App
• payment service providers
• government agencies, regulators and other authorities
• third party booking or distribution platforms, travel agents and booking partners
• customer review companies
• third parties that we may choose to sell, transfer, or merge parts of our assets or business to or with and businesses we acquire or merge with
• third parties you have authorised us to speak to
• professional advisors, including bankers, lawyers, auditors, accountants and insurers who provide us services

Third parties are required to process your personal information in line with data protection legislation. Where a third party is acting on our behalf, we do not allow them to use your information for their own purposes and we ensure they have appropriate security measures in place to protect your information.

5. Where do you send my information?

We may send your information to countries around the world to help deliver our services and depending on the arrangements you have chosen. For example, if you book a holiday accommodation in Barbados, your data will be sent to the resort you are staying at.

If you are located in the UK or EEA, we will only transfer your information outside of these areas if we have your consent or at least one of the following safeguards is implemented:

• an adequacy decision; or
• approved contractual measures and where necessary, supplementary measures

If you would like further details of the applicable transfer mechanism, please get in touch (see our contact details in section 8).

6. How long will we hold your information for?

We have retention periods in place to ensure that your information is only stored whilst it is required for the relevant purposes, in line with relevant industry standards or to meet legal requirements. Where your information is no longer required, we will ensure it is disposed of or deleted in a secure manner or anonymised so it can no longer be attributed to you.

7. Your rights

Under certain circumstances, you have the right to:

• request access to your personal information, including providing you with a copy of the personal data you are entitled to;
• request that we correct any inaccuracies in your personal data or add relevant details where the personal data we hold is incomplete;
• request the erasure of your personal data, where we have no good reason to keep it;
• object to way we use your personal data, where we rely on legitimate interests or use it for direct marketing;
• request that we limit that way we use your personal data
• request we send you or a third party a copy of the personal data we hold about you in a commonly used format;
• withdraw your consent where rely on it to process your data

If you wish to exercise any of these rights, please get in touch (see our contact details in section 8).

8. Who can I contact if I have queries about this privacy notice?

If you have any questions about our privacy notice or wish to exercise any of your rights, please write to us at:

Data Protection Co-ordinator, James Villas, 20/20 Business Park, St Leonards Road, Maidstone, Kent, ME16 0LS

Or by email to: datachanges@jamesvillas.co.uk

You also have the right to raise concerns with the UK Information Commissioner: https://ico.org.uk