32CC Group – Irish Coaches/Hello Ireland Tours
Effective from 21st May 2018
Data Controller : Mr Dónal Hughes
Data Processor : Ms Sandra Curtin
32CC Group – Irish Coaches/Hello Ireland Tours (henceforth referred to as 32CC ) respects your privacy, we value you, our customer, here is the information on how we use your data :
Business to Consumer
We are a small company, our websites are managed in house and we don’t collect personal information from these. We invite potential customers to fill in our Contact Form online and we aim to reply to these enquires within 24 hours of receipt. These enquires are filed electronically on our WordPress site and on our Outlook email system, hosted by Microsoft. They are also stored in hard copy at our offices at Ulster Bank Chambers, 2/4 Lower O’Connell Street, Dublin 1, Ireland. If quotes don’t confirm, the hard copy is destroyed at the end of each calendar year. If the quote confirms, hard copy of quote is moved to the job file and these are stored for 2 years at our offices (address above) and a further 3 years at storage facility located in Maynooth, Co. Kildare, Ireland. After 5 years, these files are then destroyed.
The confirmed quotes are also entered to our electronic diary, Coach Manager. This is managed by Distinctive Systems in the UK. The information – name, address, phone number, email of client is stored as are details of their requirements. The invoice is generated from Coach Manager and is stored electronically indefinitely.
Through our websites, we don’t track or store any information e.g. website usage, IP address. We don’t have any online payment facility.
95% of our business is Business to Business, we don’t actively target consumers directly. The only consumer advertising that we do is with the Active Retirement Yearbook and with the IHF Be Our Guest Guide. We don’t receive the distribution lists from the printer, so we don’t have nor store that information.
As part of your booking with us, we do require some personal information e.g. address (for invoice ), phone number, credit card details, names of other people in your party (where accommodation or ferry is requested) and dietary requirements (in the event of restaurant bookings) Where relevant, this information will be passed to a third party.
For example, we will give the guide and/or driver your name and phone number to ensure the pick up goes without a hitch, we will also pass on other details, e.g. if you are here for a special occasion, then we will give them that information too. We will pass on the names of those in your parties to the hotel or guesthouse or ferry company where you have booked that through us. We will only pass on the relevant details to the booking. They will not receive any other information about you.
Business to Business
For Business to Business customers, we do attend a number of trade shows in Ireland and around the world annually. Contacts we make at these shows are kept and added to our Mailchimp account. The contacts are also used post – show to follow up, these emails are sent individually and not as part of a block email. Email addresses are then stored in our Microsoft Outlook database.
We do send out newsletters every month to the trade contacts. These newsletters are generated in Mailchimp and have an unsubscribe button. This makes it easy for anyone to be removed from the database immediately.
We advertise in the ETOA trade publications and in the NTA Annual Trip Planner, also a trade publication. We do not have access to the distribution lists.
For existing trade customers, we have their emails stored electronically in the Microsoft Outlook system, these are deleted every two years.
As above, the hard copy job files are destroyed after 5 years.
For quotes received a hard copy is printed if it doesn’t confirm, the hard copy is destroyed at the end of each calendar year to which the quote refers. If the quote confirms, hard copy of quote is moved to the job file and these are stored for 2 years at our offices (address above) and a further 3 years at storage facility located in Maynooth, Co. Kildare, Ireland. After 5 years, these files are then destroyed.
The confirmed quotes are also entered to our electronic diary, Coach Manager. This is managed by Distinctive Systems in the UK. The information – name, address, phone number, email of client is stored as are details of their requirements on each job. The invoice is generated from Coach Manager and is stored electronically indefinitely.
Right to access to personal date relating to you :
You have the right to see what personal data we hold about you, we can provide this on request, there is no charge for this request and it will be provided to you no more than 21 days from when request was received.
We don’t use CCTV either in our office or on any vehicles.
We don’t market to children, we don’t take bookings from children. We do accept bookings from schools, colleges and educational groups. We don’t collect names or any personal information about those on board with the exception of the group leader.
Reviews and Updates
We will review and update this policy annually or more frequently if required.