Privacy Notice
Last Updated: June 2026
1. Who We Are
The School Tour Company (“we”, “us”, “our”) is a provider of educational and school travel services.
Data Controller:
The School Tour Company
4th/5th Floor, 121/122 Capel Street, Dublin 1, D01 V3P0, Ireland
Email: info@schooltour.ie
We are the data controller responsible for the personal data collected and processed through our website and in connection with the travel services we provide.
2. Our Commitment to Privacy
We are committed to protecting the privacy and security of the personal data entrusted to us by schools, group leaders, parents, guardians and travellers.
This Privacy Notice explains:
- What personal data we collect
- Why we collect it
- How we use it
- Who we share it with
- How long we retain it
- Your rights under data protection law
3. Personal Data We Collect
Depending on the services provided, we may collect:
Group Leaders and Co-Group Leaders
- Full name
- Date of birth
- Gender
- Passport information
- Email address
- Telephone number
- Postal address
- Booking information
- Correspondence with us
Students and Other Travellers
- Full name
- Date of birth
- Gender
- Passport information
- Travel itinerary information
- Emergency contact details where required
Website Users
When visiting our website we may collect:
- IP address
- Device information
- Browser information
- Website usage data
- Cookie preferences
This information is only collected through non-essential cookies where consent has been provided.
4. Children’s Personal Data
As a school travel provider, we process personal data relating to children and minors.
We obtain this information through schools, teachers, group leaders, parents, guardians or other authorised representatives.
We process children’s personal data solely for the purpose of arranging and delivering travel services and complying with our legal and contractual obligations.
We do not knowingly market directly to children.
5. Why We Process Personal Data
We process personal data for the following purposes:
Travel Administration
To:
- Arrange flights
- Arrange accommodation
- Organise transport
- Create passenger manifests
- Manage bookings
- Provide customer support
- Communicate travel information
Legal and Regulatory Compliance
To:
- Meet accounting and tax obligations
- Comply with travel industry requirements
- Respond to lawful requests from authorities
- Manage insurance and risk obligations
Website Administration
To:
- Maintain website security
- Prevent fraud
- Monitor website performance
- Analyse website usage where consent has been provided
Customer Communications
To:
- Respond to enquiries
- Provide booking updates
- Send service-related communications
Marketing
Where permitted by law, we may send information regarding similar travel services that may be of interest to existing customers. Recipients may opt out at any time.
6. Legal Bases for Processing
Under Article 6 GDPR, we rely on the following legal bases:
Contract
Processing necessary to:
- Arrange travel services
- Manage bookings
- Deliver contracted services
Legal Obligation
Processing necessary to:
- Maintain accounting records
- Meet tax obligations
- Comply with applicable travel regulations
Legitimate Interests
Processing necessary to:
- Operate and improve our business
- Maintain customer relationships
- Protect our systems and services
- Manage complaints and disputes
We always balance these interests against the rights and freedoms of individuals.
Consent
We rely on consent for:
- Certain cookies and analytics technologies
- Certain marketing communications where required by law
Consent may be withdrawn at any time.
7. Who We Share Personal Data With
We only share personal data where necessary. Recipients may include:
- Airlines
- Tour operators
- Hotels and accommodation providers
- Ground transport providers
- Insurance providers
- Payment processors
- Professional advisers
- IT service providers
- Government agencies and regulatory authorities where legally required
All third parties are required to protect personal data appropriately.
8. International Transfers
In order to provide travel services, personal data may be transferred outside the European Economic Area (EEA) or United Kingdom.
Where such transfers occur, we take appropriate safeguards as required by GDPR, including:
- Adequacy decisions approved by the European Commission;
- Standard Contractual Clauses; or
- Other lawful transfer mechanisms
Further information can be obtained by contacting us.
9. Cookies and Website Technologies
Our website uses cookies and similar technologies.
Essential cookies are used to ensure the website functions properly.
Analytics and other non-essential cookies are only activated after obtaining consent through our cookie management platform.
Full details are available in our Cookie Policy.
Users may update their cookie preferences at any time.
10. Data Retention
We retain personal data only for as long as necessary.
Typical retention periods include:
| Data Type | Example Retention |
|---|---|
| Passport details | Deleted shortly after return unless needed for a claim or dispute |
| Traveller names & booking records | Up to 6 years |
| Financial records | Up to 6 years |
| Insurance claims | Until resolved |
| General enquiries | 12–24 months |
Where data is no longer required, it is securely deleted or anonymised.
11. Security
We implement appropriate technical and organisational measures to protect personal data, including:
- Encryption
- Access controls
- Secure hosting environments
- Firewalls
- Staff access restrictions
- Regular security reviews
While no system can guarantee absolute security, we take reasonable steps to protect all personal data entrusted to us.
12. Your Rights
Under GDPR you may have the right to:
- Access your personal data
- Correct inaccurate data
- Request erasure of personal data
- Restrict processing
- Object to processing
- Withdraw consent
- Request data portability
- Lodge a complaint with a supervisory authority
To exercise any of these rights please contact us at:
info@schooltour.ie
We may request proof of identity before fulfilling certain requests.
13. Complaints
If you have concerns regarding how we process your personal data, we encourage you to contact us first.
You also have the right to lodge a complaint with:
Data Protection Commission
21 Fitzwilliam Square South
Dublin 2, D02 RD28
Ireland
Website: www.dataprotection.ie
14. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect legal, technical or operational changes.
The most current version will always be available on our website.
15. Contact Us
If you have any questions about this Privacy Notice or our processing of personal data, please contact:
The School Tour Company
4th/5th Floor, 121/122 Capel Street
Dublin 1, D01 V3P0
Ireland
Email: info@schooltour.ie