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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.

Purpose for processing Lawful basis for processing Legitimate interest (where applicable)
To complete and manage your booking and related services, such as car hire and transfers (if you are booking a holiday) Contract

Consent

Legitimate interest
Record keeping and providing good customer service
To advertise your holiday accommodation, transfer payments due to you and to provide related support services (if you are letting your holiday accommodation through us) Contract

Legitimate interests
Record keeping and providing good customer service
To populate information in and share information through our mobile app Consent  
For statistical purposes Legitimate interests Evaluating our services
To personalise repeat visits to our websites Consent  
To carry out marketing activities Legitimate interests

Consent
Working out which of our services you may be interested in and telling you about them
To share your data with members of the Awaze group for their own marketing purposes Consent  
To manage customer service queries and complaints Legitimate interests Improving our service, and resolving issues
To keep records of your communications with us, including call recordings   Improving our service, staff training and record keeping
To provide information you have requested Consent  
To ask for your comments on the accommodation and/or services that have been provided Legitimate interests Understanding the perception of our business and improving our services
To manage your online account with us, where you have signed up for this Consent

Legitimate interests
Record keeping and providing good customer service
To send service messages, such as updates to our terms and conditions Legitimate interests Keeping our customers updated
To comply with a legal obligation, process or request Legal obligation  
To enforce our booking conditions and other agreements, including investigation of any potential breach Contract

Legitimate interests
Protecting our business
To detect or prevent crime Legal obligation

Legitimate interests
Protecting our business and customers

Assisting law enforcement and government bodies
To address security, fraud or technical issues Legal obligation

Contract

Legitimate interests
Protecting our business and customers

Assisting law enforcement and government bodies
To protect the rights, property or safety of us, our users, homeowners, customers, employees, contractors, a third party or the public Legal obligation

Contract

Legitimate interests
Protecting our business, customers, third parties and the public
To test, develop and improve our services Legitimate interests Improving our business
To establish, exercise or defend our legal right Legitimate interests Protecting our business

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 Villa Holidays, 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

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