Privacy Policy

We’re Cool Digital Ltd, a travel-specialist software development company, specialising in websites for small tour operators. Cool Digital Ltd is registered as a company in England & Wales (no. 11047422). The registered address is 26 Lillian Road, London SW13 9JG . The Cool Digital Network consists of Cool Digital Ltd and the travel technology consulting company, Cool Travel Ltd.

We obtain information about you either when you use our website or when you give us your email address, either to request more information about our products and services, or if you register to receive updates from us.

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when.  This information is anonymised so we cannot see exactly what a given individual is doing on our website, for example.  The only time that the information is not anonymised is when you have requested contact from us for some reason or another.

We may use your information to:

• Send you information that you have asked us to send to you;
• Conduct consulting work or development work as requested by you;
• Reply to your requests for support and/or advice; or
• Communicate with you over contractual or billing matters.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (if, for example, we need to hire a sub-contractor to complete some software development work for you). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the Cool Digital Network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Third Party Product Providers we work in association with: We work closely with various third party product providers to bring you a range of quality and reliable products and services. When you enquire with us about or purchase one or more of these products, the relevant third party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our staff and customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

You have a choice about whether or not you wish to receive information from us. If you do not want to receive communications from us, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: info@cool-digital.co.uk or telephone on +44 (0)20 8191 7777.

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email to info@cool-digital.co.uk or write to us at Cool Digital Ltd, 26 Lillian Road, London SW13 9JG. Alternatively, you can telephone us on +44 (0)20 8191 7777

You have the right to ask for a copy of the information Cool Digital Ltd holds about you (we may charge £10 for information requests) to cover our costs in providing you with details of the information we hold about you.

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected using at least 128 Bit encryption on SSL. When you are on a secure page, a lock icon will usually appear on left side of the address bar of your web browsers (Microsoft Edge, Google Chrome, Mozilla Firefox and others).

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Like many other websites, the Cool Digital Ltd website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your language preferences when you use our websites. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Since we operate on a business-to-business level, we do not expect to hold data from anyone aged under 16 years of age but we are concerned to protect the privacy of children aged 16 or under.

So if you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

We keep this Policy under regular review.

This Policy was last updated in May 2018.