Travel ViVo – Privacy Policy

Last Updated: May 29, 2025

1. Introduction

Welcome to Travel ViVo (www.travelvivo.co.uk). Travel ViVo (“We,” “Us,” “Our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and1 safeguard your personal information when you visit our website, engage with our2 services, or communicate with us.

This policy applies to international students (“Clients,” “You,” “Your”) and any other individuals whose personal data we process in the course of our business operations.

We encourage you to read this Privacy Policy carefully.

2. Data Controller Information

Travel ViVo is the data controller responsible for your personal data.

  • Company Name: Travel ViVo
  • Website: www.travelvivo.co.uk
  • Email for Privacy Enquiries: [Insert Your Privacy Email Address, e.g., privacy@travelvivo.co.uk]
  • Address: [Insert Your Business Address if applicable for correspondence]

3. What Information We Collect

We may collect and process the following types of personal information:

  • Personal Identification Information: Name,3 date of birth, nationality, gender, passport details, visa information.
  • Contact Information: Email address, phone number, postal address, emergency contact details.
  • Academic and Application Information: Educational history, qualifications, language proficiency scores (e.g., IELTS, TOEFL), chosen courses and institutions, application documents, personal statements, references.
  • Accommodation Preferences and Requirements: Information related to your housing needs and preferences.
  • Financial Information: Information related to payment for our services (though we primarily invoice after service completion).
  • Communications Data: Records of your correspondence with us, including emails and information provided via contact forms.
  • Website Usage Data (if applicable): We may collect information about how you use our website, such as your IP address, browser type, operating system, referring URLs,4 pages viewed, and dates/times of visits. [Note: Be more specific if you use analytics tools or cookies extensively. Consider a separate Cookie Policy.]

4. How We Collect Your Information

We collect personal information in the following ways:

  • Directly from You: When you fill in forms on our website, correspond with us by email, phone, or in person, or when you provide information during the provision of our services.
  • From Third Parties: With your consent or where necessary for the provision of services, such as from educational institutions, referees, or language test providers.
  • Automatically: [If applicable] As you navigate our website, some information may be collected automatically, such as usage details, IP addresses, and information collected through cookies.

5. Legal Basis for Processing Your Personal Data (UK GDPR)

We will only process your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:5

  • Performance of a Contract: Where we need to6 process your information to provide the services you have requested from us (e.g., assisting with applications, finding accommodation).
  • Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and7 fundamental rights do not override those interests. This may include8 administering our business, maintaining our records, improving our services, and ensuring the security of our systems.
  • Consent: Where you have given us specific consent to use your personal data for a particular purpose (e.g., if we were to send marketing communications, though this is not our current focus for new clients). You have the right to withdraw consent at any time.
  • Legal Obligation: Where we need to comply with a legal or regulatory obligation.

6. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide and manage our bespoke services, including Language Test Facilitation, Student Application, Tuition, and Leasing Support, and Accommodation Services.
  • To communicate effectively with you regarding your enquiries and the services we are providing.
  • To process applications and liaise with educational institutions, accommodation providers, and other relevant third parties on your behalf (where necessary and agreed).
  • For billing, invoicing, and administrative purposes.
  • To maintain internal records and improve the quality of our services.
  • To comply with applicable legal and regulatory requirements.
  • To ensure the security of our website and services. (Note: While your website showcases services to banks/community, this policy focuses on client PII. Information for showcasing should be anonymized/aggregated or be about the service nature, not individual identifiable data).

7. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to others. We may share your personal data with third parties only9 in the following circumstances:

  • Service Providers: With trusted third-party service providers who assist us in operating our10 business and providing services to you (e.g., IT support, payment processors (if any), professional advisors like lawyers or accountants). These providers are bound by confidentiality obligations and are only permitted to use your data for the purposes we specify.
  • Educational Institutions and Accommodation Providers: With your explicit consent or as necessary for the performance of our contract with you, we may share your information with universities, colleges, language schools, or accommodation providers as part of the application or booking process.
  • Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
  • Business Transfers: In11 connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company, your personal information may be transferred.12 We will notify you before your personal information is transferred and becomes subject to a different privacy13 policy.

8. Data Storage and Security

  • We implement appropriate technical and organizational security measures to protect your personal data from accidental loss,14 unauthorized access, use, alteration, or disclosure.
  • Your data is stored on secure servers. Access to your personal data is limited to those employees, agents, contractors, and other third parties who have a business need to15 know.
  • We will retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any16 legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the17 personal data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other18 means.

9. International Data Transfers

  • Information you provide to us may be processed and stored in the UK. If we transfer your personal data out of the UK (e.g., if using service providers based elsewhere), we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
    • The country has been deemed to provide an adequate level of protection for personal19 data by relevant UK authorities.
    • We use specific contracts approved by relevant UK authorities which give personal data the same protection it has in the UK (e.g., Standard Contractual Clauses).

10. Your Data Protection Rights (UK GDPR)

Under UK data protection law, you have certain rights regarding your personal data. These include the right to:

  • Request Access: To your personal data (commonly known as a “data subject access request”).
  • Request20 Rectification: To correct any inaccurate or incomplete data we hold about you.
  • Request Erasure: To ask us to delete or remove your personal data where there is no good reason for us continuing to process it.
  • Request Restriction of Processing: To ask us to suspend the processing of your personal data in certain scenarios.
  • Request Data Portability: To receive your personal data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller.21
  • Object to Processing: To object to the processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object.
  • Withdraw Consent: To withdraw your consent at any time where we are relying on consent to process your personal data.
  • Lodge a Complaint: With the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk),22 if you believe that our processing of your personal data infringes data protection laws. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

To exercise any of these rights,23 please contact us at [Insert Your Privacy Email Address]. We may need to request specific information from you to help us confirm your identity.

11. Cookies

Our website may use “cookies” to enhance user experience. Cookies are small files placed on your device. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. [Note: For more extensive cookie use, a separate Cookie Policy is recommended.]

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated24 by a “Last Updated” date and will be effective as soon as it is accessible.25 We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.26

13. Contact Us

If you have any questions or concerns about this Privacy Policy,27 our privacy practices, or if you wish to exercise your data protection rights, please contact us at:

  • Email: web@tevelvivo.co.uk