Privacy Policy

1. Who we are

My Upcoming Trip is the data controller for the personal data described in this policy. That means we decide why and how your information is used. This policy applies to this website and to enquiries, quotes and bookings handled by our team.

2. What we collect

We collect only what we need in order to quote for, arrange and support your travel.

• Identity and contact data — name, title, email address, telephone number and postal address.
• Traveller data — the names, dates of birth and passport details of everyone on the booking, where the airline requires them to ticket.
• Travel data — departure airport, destination, dates, cabin, airline preferences, seat and meal requests, loyalty programme numbers and booking references.
• Transaction data — the fare quoted, the amount paid, and a record that payment was made. Card details are entered directly with our payment provider and are not stored by us.
• Correspondence — the content of your emails, enquiry forms and chat messages with us.
• Technical data — IP address, browser and device type, and pages viewed on this website.

3. How we collect it

• Directly from you — when you submit an enquiry form, email or call us, or give us traveller details for a booking.
• Automatically — through cookies and similar technologies when you use this website (see section 11).
• From third parties — from airlines, consolidators and booking systems when they confirm, change or cancel a booking, and from our payment provider when a payment succeeds or fails.

4. Why we use it, and our lawful basis

UK GDPR requires us to have a lawful basis for each use of your data. Ours are:

Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights and freedoms. You can object to this processing at any time — see section 9.

5. Health and special category data

Sometimes you may tell us about a medical condition, a disability or a mobility requirement so that we can request assistance, suitable seating or a special meal. This is special category data and we treat it with additional care. We use it only with your explicit consent, only to arrange what you have asked for, and we share it only with the airline or airport service that must act on it. You can withdraw that consent at any time, although we may then be unable to arrange the assistance.

6. Who we share it with

We share your data only where it is necessary. We never sell it.

• Airlines, consolidators and tour operators — to quote, ticket and service your booking.
• Global distribution systems and booking platforms — the reservation systems used to hold and issue tickets.
• Payment providers — to take payment securely and to process refunds.
• Border and government authorities — where an airline or a country requires advance passenger information.
• Professional advisers and IT suppliers — our accountants, insurers, legal advisers and hosting, email and analytics providers, who act on our instructions.
• Regulators — where we are required to disclose information by law.

Our suppliers are bound by contract to keep your data secure and to use it only for the purpose we specify.

7. International transfers

Arranging international travel necessarily involves sending data abroad — for example to an airline headquartered outside the UK, or to the border authority of your destination. Where data leaves the UK, we rely on UK adequacy regulations where they exist, or on appropriate safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of the safeguards applying to a particular transfer.

8. How long we keep it

• Enquiries that do not become bookings — up to 24 months, so we can pick up a conversation you return to.
• Booking and financial records — at least 6 full financial years after the transaction, to meet HMRC and accounting requirements.
• Complaints and claims — up to 6 years from resolution, in line with the limitation period.
• Marketing consent records — until you unsubscribe, plus a suppression record so we do not contact you again in error.
• Website analytics — typically no more than 26 months.

When data is no longer needed we delete it or irreversibly anonymise it.

9. Your rights

Under UK GDPR you have the right to:

• Be informed about how your data is used — which is the purpose of this policy.
• Access a copy of the personal data we hold about you.
• Rectification of data that is inaccurate or incomplete.
• Erasure of your data, where we no longer have a lawful reason to keep it.
• Restrict processing in certain circumstances, for example while accuracy is disputed.
• Data portability — to receive data you gave us in a structured, machine-readable format.
• Object to processing based on legitimate interests, and to direct marketing at any time.
• Withdraw consent where consent is our basis, without affecting processing already carried out.

To exercise any right, email info@myupcomingtrip.co.uk. We will respond within one month. We may ask you to verify your identity first. Exercising your rights is free, and we will tell you if a request is manifestly unfounded or excessive before charging or refusing.

10. Marketing choices

We send fare alerts and travel updates only to people who have asked for them, or who have previously booked with us and have not opted out. Every marketing email contains an unsubscribe link, and you can also email us to opt out at any time. Opting out of marketing does not stop service messages about a booking you have made — those are part of arranging your travel.

11. Cookies and similar technologies

Cookies are small files stored on your device. We use:

• Strictly necessary cookies — required for the site to function, including session security and protection of our forms. These cannot be switched off.
• Analytics cookies — to understand which pages are useful and where people get stuck, so we can improve the site.
• Live chat — our chat provider sets cookies so a conversation can continue between pages.

Non-essential cookies are used only where you have given consent, and you can withdraw it at any time by clearing cookies in your browser or changing your browser settings. Blocking all cookies may stop parts of the site working. Most browsers explain how to manage cookies in their help pages.

12. How we protect your data

This website is served over HTTPS. We restrict access to personal data to those in our team who need it, keep our systems and software patched, and require our suppliers to maintain appropriate security. We do not store full payment card numbers.

No transmission over the internet is completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner’s Office within 72 hours and tell you without undue delay where the risk is high.

13. Children

Our services are aimed at adults. We do not knowingly collect data directly from children. Where a booking includes a child or infant, we collect their details from the responsible adult making the booking, and use them only to ticket and service that travel.

14. Changes to this policy

We review this policy regularly and update it when our practices or the law change. The date at the top of this page shows when it was last updated. Where a change is significant we will draw attention to it on this website.

15. Contact and complaints

For any question about this policy or your data, email info@myupcomingtrip.co.uk or write to us at the address in section 1.

If you are unhappy with how we have handled your data, you have the right to complain to the UK supervisory authority, the Information Commissioner’s Office, at ico.org.uk/make-a-complaint. We would appreciate the chance to resolve it with you first.