Privacy Notice

1. Who we are

1.1 This notice explains how Travel Style (UK) Limited (trading as Travel Style), company number 04780909, 266 Farnham Road, Slough SL1 4XL, collects and uses your personal information. We are the "controller" of your information under UK data protection law (the UK GDPR and the Data Protection Act 2018).

1.2 For any question about your information, or to use your rights, email privacy@travel-style.co.uk, call 01753 490100, or write to us at the address above.

2. The information we collect

2.1 Depending on the service you use, we collect:

· Identity and contact details: name, date of birth, gender, nationality, address, phone numbers, email address.

· Travel details: itineraries, travel dates, booking references, frequent flyer numbers, meal or seat preferences, passport details needed by airlines.

· Application documents: passports, OCI cards, visas, residence permits, photographs, birth and marriage certificates, bank statements, payslips, employment and education letters, invitation letters, and other documents an application needs.

· Document service information: details you give us for wills, powers of attorney, affidavits, declarations, deed polls and tenancy agreements, including information about your family, property and finances, and about the people named in those documents.

· Payment information: payments made and refunds due. We do not keep your full card number; card payments are handled by our payment provider.

· Communications: emails, WhatsApp messages, letters and notes of our conversations, and recordings of some phone calls (section 8).

· Website information: information from forms you fill in, and cookie data (section 10).

2.2 Sensitive information. Some documents contain more sensitive information, for example health information (medical certificates or insurance), religious information (marriage certificates) or criminal records (police certificates). We only collect this where an application or service requires it, and we protect it with extra care.

2.3 Information about other people. If you give us information about other people (for example family members travelling with you, or people named in a will), please make sure they know you are sharing it and have shown them this notice.

2.4 Children. We process children's information only when a parent or guardian books or applies on their behalf.

3. Where we get it from

3.1 Mostly from you. We may also receive information from someone booking on your behalf, from airlines, hotels and other suppliers, from embassies, visa centres and government bodies about your application, and from our payment provider.

4. How we use it, and our legal reasons

We use your information for the purposes below. After each purpose is the legal reason we rely on.

· Making and managing travel bookings; preparing and submitting visa, passport and OCI applications; preparing documents: To perform our contract with you

· Checking your documents for accuracy and completeness before submission: To perform our contract with you, and our legitimate interest in getting applications right

· Keeping accounts and records, and meeting tax, anti-money-laundering and other legal duties: Legal obligation

· Handling complaints, and establishing or defending legal claims: Our legitimate interests

· Sending you our newsletter, only if you have signed up for it: Your consent, which you can withdraw at any time by unsubscribing

· Running and improving our website, and non-essential cookies: Your consent for non-essential cookies; our legitimate interests for essential ones

4.1 We use sensitive information (section 2.2) only where your application or service needs it, and we rely on your explicit consent, which we ask for when you give us the document. You can withdraw your consent at any time, but we may then be unable to continue with the application or service that needs it.

5. How we check documents

5.1 We manage bookings and applications in our own business system. A member of our team checks your documents and information. No decision about you is made by a computer alone.

5.2 Some features of our system use artificial intelligence (AI) services, provided by outside companies under contract, to help read documents and spot missing or inconsistent information. A member of our team reviews every result.

6. Who we share it with

6.1 We share your information only where needed to provide your service, or where the law requires it:

· airlines, hotels, tour operators, ATOL holders, car hire companies and other travel suppliers;

· embassies, high commissions, consulates, visa application centres (such as VFS Global, BLS International and TLScontact), HM Passport Office and the Office of the Public Guardian;

· our service providers, who store or process information for us under contract: Microsoft 365 (email and file storage), IONOS (hosting for our business system), Squarespace (website), 3CX (telephone system), Global Payments (card payments) and our IT support;

· our accountants, our own business insurers and professional advisers;

· police, courts, regulators and government bodies, where the law requires us to.

6.2 We never sell your information.

7. Sending information outside the UK

7.1 To provide travel and visa services, we must send your information to airlines, hotels and authorities in the countries you are travelling to or applying to, which may be outside the UK.

7.2 Some of our service providers store information outside the UK (for example in the European Economic Area or the United States). When they do, we make sure it is protected by UK-approved safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement.

8. How long we keep it

· Booking, payment and accounting records: 6 years after the end of the financial year they relate to, because tax law requires it

· Application files, copies of passports and supporting documents: Deleted as soon as they are no longer needed for your application or service, except where we must keep a record for accounting or legal reasons

· Documents we prepared for you (wills, powers of attorney, affidavits and similar): Our working copies are deleted once the service is complete and no longer needed. We do not keep original documents

· Phone call recordings used for staff training: Automatically deleted after 90 days

· Phone call recordings that confirm a telephone booking: Kept only while needed for that booking or to meet a legal requirement, then deleted

· Emails and messages: 3 years

· Newsletter list: Until you unsubscribe

8.1 After these periods we securely delete or destroy the information, unless we need to keep it longer for a legal claim.

9. Your rights

9.1 You have the right to:

· ask for a copy of the information we hold about you;

· ask us to correct information that is wrong or incomplete;

· ask us to delete your information. We will do so unless the law allows or requires us to keep it (for example accounting records we must keep for tax purposes);

· ask us to limit how we use it, or object to our use of it;

· ask us to send your information to you or another organisation in a portable format;

· withdraw your consent at any time, where we rely on consent (this does not affect anything we did before).

9.2 To use any of these rights, contact us (section 1.2). We will usually reply within one month. There is normally no charge.

9.3 Complaints about your information. You can complain to us about how we use your personal information by email, in writing, by phone or in person. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.

9.4 If you are unhappy with our response, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113.

10. Cookies

10.1 Our website uses cookies, which are small files stored on your device. Essential cookies make the website work. With your agreement, we also use analytics cookies to understand how visitors use the site. You can accept or decline non-essential cookies in the banner when you first visit, and change your choice at any time using the Cookie Preferences link at the bottom of every page.

11. Keeping your information safe

11.1 We protect your information with appropriate security, including access controls, encrypted storage and secure file upload. Please send identity documents through our secure upload link rather than by ordinary email.

12. Changes to this notice

12.1 We may update this notice. The latest version will always be on our website. Last updated: 1 April 2026.