Privacy Policy

Medlife Holidays is a trading name of Gouvon Ltd, a company registered in the United Kingdom.

For the personal data we collect and use for our own business purposes, Gouvon Ltd is generally the data controller.

Our details are:

Where we arrange travel services on behalf of third-party providers, those providers may act as independent data controllers for the information they receive.

This policy applies to personal information collected through our website, booking systems, customer communications and related travel services.

We collect information necessary to provide our services, manage bookings, communicate with customers and operate our business.

Depending on how you interact with us, this may include:

Personal and Contact Information

• •Full name and title
• •Date of birth
• •Email address
• •Telephone number
• •Residential or billing address
• •Nationality, where required for travel arrangements

Travel and Booking Information

• •Holiday destinations and travel dates
• •Accommodation and flight preferences
• •Passenger details
• •Booking references and travel itineraries
• •Passport information, where required by suppliers
• •Special requests and accessibility requirements
• •Previous bookings and customer preferences

Payment Information

• •Payment amounts and transaction records
• •Billing information
• •Payment status and refund records
• •Limited payment card information provided by authorised payment processors

Where payments are processed by third-party payment providers, those providers handle payment information in accordance with their own security standards and privacy policies.

Technical and Website Information

When you visit our website, certain information may be collected automatically, including:

• •IP address
• •Browser type and device information
• •Pages visited and website interactions
• •Referral sources
• •Approximate location derived from technical information
• •Cookie identifiers, where applicable

Communications

We may retain records of communications with you, including emails, enquiry forms, customer service messages, complaints and booking correspondence.

We may collect personal information when you:

• •Browse or use our website
• •Search for holidays or accommodation
• •Make a booking or request a quotation
• •Contact us by email or online form
• •Subscribe to our newsletter
• •Participate in promotions or competitions
• •Communicate with an authorised Medlife Holidays travel agent
• •Request assistance with an existing booking

We may also receive information from travel agents, booking partners, suppliers, payment providers and other third parties involved in your travel arrangements.

We use personal information only where we have an appropriate legal basis.

The main purposes are outlined below.

To Arrange and Manage Your Holiday

We use booking information to process reservations, confirm travel arrangements, issue documentation, manage payments and communicate important travel updates.

Legal basis: Performance of a contract or steps requested before entering into a contract.

To Provide Customer Support

We use your information to respond to enquiries, manage booking changes, investigate complaints and provide assistance.

Legal basis: Performance of a contract or our legitimate interests in providing customer service, depending on the circumstances.

To Process Payments

We use relevant information to collect payments, issue refunds, maintain transaction records and prevent fraudulent activity.

Legal basis: Performance of a contract, legal obligations and legitimate interests in preventing fraud.

To Comply With Legal Requirements

We may process information to meet accounting, taxation, regulatory, consumer protection and other legal obligations.

Legal basis: Compliance with a legal obligation.

To Improve Our Website and Services

We may analyse website performance, customer enquiries and booking trends to understand how our services are used and identify improvements.

Legal basis: Legitimate interests where appropriate, or consent where required for cookies or tracking technologies.

To Send Marketing Communications

Where permitted by law, we may send holiday offers, destination inspiration, promotions and other travel-related communications.

Legal basis: Consent or, where applicable, the legitimate interests permitted under electronic marketing rules.

You can unsubscribe from marketing emails at any time using the unsubscribe link or by contacting us directly.

We will not use your personal information for marketing in ways that breach applicable data protection or electronic communications laws.

Certain travel arrangements may require information about health, disabilities, mobility requirements, dietary needs or other sensitive circumstances.

We only collect this information when it is relevant and necessary for your travel arrangements or another lawful purpose.

Where the information qualifies as special category personal data, we will identify and rely on an appropriate additional legal condition, such as explicit consent where applicable.

We may share relevant details with hotels, airlines, transfer companies or other service providers when necessary to arrange requested assistance and where legally permitted.

We ask that you provide only the information reasonably necessary for the relevant request.

To arrange and manage your holiday, we may need to share relevant personal information with third parties.

These may include:

• •Airlines and flight operators
• •Hotels and accommodation providers
• •Tour operators and package holiday organisers
• •Transfer companies and ground handling providers
• •Destination management companies
• •Travel insurance providers, where relevant
• •Authorised Medlife Holidays independent travel agents
• •Booking technology and reservation system providers
• •Payment processors and financial service providers
• •Protected Trust Services, where required for applicable booking arrangements
• •IT, website hosting and customer communication providers
• •Regulatory authorities, where legally required

We share information only where there is a lawful basis and an appropriate purpose.

Depending on their role, recipients may act as independent data controllers or as processors acting under our instructions.

We do not sell your personal information to third-party data brokers.

As a travel company operating internationally, we may need to transfer personal information outside the United Kingdom.

For example, information may be shared with accommodation providers, airlines, destination management companies and other travel partners in Greece, Turkey or other destinations.

Some countries may have different data protection laws from those in the UK.

Where international transfers are subject to UK GDPR or EU GDPR transfer restrictions, we will use a lawful transfer mechanism.

This may include adequacy regulations or decisions, approved contractual safeguards or a relevant legal exception, such as a transfer necessary for the performance of a travel contract.

Where required, we will assess the risks associated with restricted international transfers and implement appropriate safeguards.

You may contact us for further information about the safeguards applicable to your personal data.

Our website may use cookies and similar technologies to support website functionality, remember preferences, understand visitor activity and measure marketing performance.

Cookies may include:

• •Essential cookies needed for website operation
• •Preference cookies that remember selected settings
• •Analytics cookies that help us understand website usage
• •Advertising cookies used to measure or personalise marketing

We will request consent before placing or accessing non-essential cookies where required by law.

You can manage your cookie preferences through our website's cookie settings.

You may also control certain cookies through your browser settings.

For further information, please refer to our separate Cookie Policy.

If you subscribe to Medlife Holidays marketing communications, we may send you information about:

• •Holiday offers and promotions
• •New destinations
• •Seasonal travel deals
• •Travel inspiration and destination guides
• •Relevant Medlife Holidays news

We may personalise communications using information you have provided or your previous interactions with us, where lawful.

You can unsubscribe at any time.

Withdrawing marketing consent does not affect essential communications relating to existing bookings.

Medlife Holidays works with a network of independent travel agents.

Where you book through an authorised agent, that agent may collect and process personal information to assist with your enquiry or booking.

Information may be shared between the agent, Medlife Holidays and relevant travel suppliers where necessary.

The respective data protection responsibilities of the parties depend on their actual roles and arrangements.

Independent agents may also have separate privacy obligations where they process personal information for their own purposes.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including any applicable legal, accounting, regulatory or contractual requirements.

Retention periods depend on the type of information.

For example:

• •Booking and transaction records may be retained to meet accounting, tax and legal requirements.
• •Customer service correspondence may be retained for complaint handling and legal claims.
• •Marketing information may be retained while you remain subscribed, subject to periodic review.
• •Website analytics information may be retained according to the applicable analytics settings and lawful retention periods.

When information is no longer required, we will securely delete or anonymise it, unless continued retention is legally necessary.

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

These may include:

• •Secure website connections
• •Access controls and authentication
• •Restricted access to customer records
• •Secure payment processing
• •Appropriate supplier and service provider agreements
• •Staff and agent confidentiality requirements
• •Security monitoring and incident response procedures

No internet-based system can guarantee absolute security.

However, we aim to maintain safeguards appropriate to the nature and sensitivity of the information we process.

Depending on the law applicable to your personal data, you may have the right to:

1. 1.Access personal information we hold about you.
2. 2.Request correction of inaccurate or incomplete information.
3. 3.Request deletion of personal information in certain circumstances.
4. 4.Restrict certain processing activities.
5. 5.Object to processing based on legitimate interests.
6. 6.Request transfer of eligible personal information to another provider.
7. 7.Withdraw consent where processing relies on consent.
8. 8.Object to direct marketing at any time.
9. 9.Exercise rights relating to certain automated decisions, where applicable.

These rights are subject to legal conditions and exceptions.

To exercise your rights, please contact janine@medlifeholidays.com.

We may need to verify your identity before responding.

We will respond within the time limits required by applicable law, normally within one month.

We may use technology to help display relevant holiday search results, recommendations and offers.

Where we use personal information to personalise content, we will do so in accordance with applicable data protection requirements.

We will provide any additional information and safeguards required if we use solely automated decision-making that produces legal or similarly significant effects on individuals.

Travel bookings may involve personal information relating to children, including names, ages, dates of birth and travel documentation.

We process this information only where necessary and lawful for the relevant travel arrangements.

Parents, guardians and authorised booking representatives should provide accurate information and ensure they have the necessary authority to share children's details.

Our website is not intended for children to make travel bookings independently.

We do not knowingly use children's personal information for unlawful marketing purposes.

Our website may contain links to external websites operated by travel suppliers, payment providers, social media platforms and other organisations.

These websites have their own privacy policies and data handling practices.

We recommend reviewing the privacy policies of external websites before providing personal information.

We are not responsible for the privacy practices of independent third-party websites.

If a personal data breach occurs, we will investigate and take appropriate action.

Where required by applicable law, we will notify the relevant supervisory authority and affected individuals within the prescribed time limits.

We will also take reasonable steps to contain the incident and reduce the risk of further harm.

If you have concerns about how we handle your personal information, please contact janine@medlifeholidays.com so we can investigate.

You also have the right to complain to the relevant data protection supervisory authority.

In the United Kingdom, this is the Information Commissioner's Office (ICO).

Where EU data protection law applies, you may also have the right to complain to a competent supervisory authority in the European Economic Area.

We may update this Privacy Policy to reflect changes to our services, technology, business operations or legal obligations.

The latest version will be published on our website with an updated revision date.

Where changes materially affect how we process your personal information, we will provide additional notice where required.

For questions, requests or concerns relating to this Privacy Policy or your personal information, please contact:

We are committed to handling your information responsibly and respecting your privacy throughout your experience with Medlife Holidays.