Privacy Policy

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Privacy Policy

September 18, 2025 2025-09-23 14:25

Effective Date: 15 September 2025
Company Name: The Hawke Group Ltd
Trading Name: Smart Explorer (SmartExplorer.co.uk)
Registered Office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Main Contact Number: 020 4576 5390
Email: legal@smartexplorer.co.uk

1. Purpose of this Privacy Policy

This Privacy Policy sets out how The Hawke Group Ltd, trading as Smart Explorer, collects, uses, shares, and protects personal data in compliance with the UK GDPR and the Data Protection Act 2018.

2. Data Controller and Contact Information

The Hawke Group Ltd is the data controller of SmartExplorer.co.uk.

For any enquiries, data access requests, or privacy concerns, please contact:

3. Data We Collect

  • Contact Information: name, email, phone number, address.
  • Booking Data: tours reserved, payment records, group size, special requests.
  • Technical Data: IP address, browser type, cookies, usage data.
  • Marketing Preferences: subscriptions, opt-ins, survey responses.
  • Sensitive Data: health or accessibility needs (only with explicit consent).

4. How We Use Your Data

  • To process and confirm bookings.
  • To manage payments and invoices.
  • To provide customer service and respond to enquiries.
  • To send booking confirmations, itineraries, and updates.
  • To improve our services and website functionality.
  • To comply with tax, regulatory, and fraud-prevention laws.
  • To send marketing updates where consent is provided.

5. Lawful Bases for Processing

  • Contractual necessity (managing your booking).
  • Legal obligation (tax, accounting, compliance).
  • Legitimate interest (customer service, IT security).
  • Consent (marketing, cookies, sensitive data).

6. Sharing Your Data

We only share data when required, including:

  • Tour providers, guides, and suppliers (only booking-relevant data).
  • Payment processors (e.g., Stripe, PayPal, banking institutions).
  • IT and website service providers.
  • Government bodies (where legally required).

7. International Transfers

If data is transferred outside the UK/EEA, safeguards such as Standard Contractual Clauses or adequacy agreements are applied.

8. Data Retention

  • Bookings & payments: 7 years.
  • Customer communications: 3 years.
  • Marketing subscriptions: until unsubscribed.
  • Website analytics: anonymised, retained longer.

9. Cookies and Tracking

We use cookies for:

  • Website performance and secure bookings.
  • Analytics and visitor statistics.
  • Marketing and personalised content.

Users may adjust cookie preferences in their browser or through our Cookie Consent Tool.

10. Your Data Rights

Under the UK GDPR, you have the right to:

  • Access your data.
  • Rectify errors.
  • Request erasure.
  • Restrict processing.
  • Port your data.
  • Object to certain processing.
  • Withdraw consent at any time.

To exercise these rights, contact legal@smartexplorer.co.uk.

11. Data Security

  • SSL encryption for bookings and payments.
  • Restricted access to personal data.
  • Regular testing and monitoring of IT systems.
  • Staff training in data protection.

12. Children’s Privacy

We do not knowingly collect data from children under 16. If you believe your child has submitted personal data, please contact us immediately.

13. Complaints and Disputes

If you are unhappy with how your data is processed, please contact legal@smartexplorer.co.uk.
You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk or 0303 123 1113.

14. Updates to this Policy

This Privacy Policy may be updated periodically. The latest version will always be posted on www.smartexplorer.co.uk with the effective date noted at the top.

15. Contact Us

The Hawke Group Ltd
71–75 Shelton Street, Covent Garden, London, WC2H 9JQ
Phone: 020 4576 5390
Email: legal@smartexplorer.co.uk