Privacy Policy
Last updated: November 2025
At Rugby League World Tours, we are committed to protecting your privacy and ensuring your personal information is handled in a safe and responsible manner.
1. Introduction
Rugby League World Tours Ltd ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.
2. Information We Collect
2.1 Account Information
When you create an account on our platform, we collect:
- Full name and email address
- Password (encrypted and securely stored)
- Phone number (optional)
- Profile preferences and notification settings
2.2 Booking Information
When you make a booking or inquiry, we collect:
- Travel preferences and package selections
- Dietary requirements and accessibility needs
- Number of travellers and special requests
- Payment information (processed securely through Stripe)
- Booking status and timeline history
2.3 Communication Data
We store all communications between you and our team, including:
- Messages sent through our platform messaging system
- Contact form submissions
- Email correspondence
- Support inquiries and their resolutions
- Read/unread status of messages
2.4 Marketing Preferences
We collect and respect your marketing preferences:
- Email marketing opt-in/opt-out status
- WhatsApp communication opt-in status
- Newsletter subscription preferences
- Consent dates and sources (contact form, package builder, etc.)
2.5 Automatically Collected Information
When you use our website and platform, we automatically collect:
- IP address and browser information
- Pages visited and time spent on our site
- Referring website and exit pages
- Device and operating system information
- Activity logs (login times, actions performed)
- Cookie data (see Cookie section below)
3. How We Use Your Information
We use your information to:
- Create and manage your account on our platform
- Process and manage your bookings and travel packages
- Facilitate communication between you and our team through our messaging system
- Send booking confirmations, updates, and important notifications
- Respond to contact form submissions and inquiries
- Send marketing communications (only with your explicit consent)
- Maintain activity and email logs for quality assurance and troubleshooting
- Improve our website, services, and user experience
- Analyze usage patterns to enhance our platform
- Comply with legal obligations and regulatory requirements
- Prevent fraud, unauthorized access, and ensure security
- Provide customer support and resolve disputes
4. Legal Basis for Processing (GDPR)
We process your personal data based on:
- Contract performance: To fulfill our obligations under booking agreements
- Consent: For marketing communications and optional data collection
- Legitimate interests: To improve our services and prevent fraud
- Legal obligations: To comply with applicable laws and regulations
6. Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet is 100% secure.
7. Your Rights
Under GDPR and UK data protection laws, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate or incomplete data
- Erasure: Request deletion of your data (subject to legal requirements)
- Restriction: Limit how we use your data
- Portability: Receive your data in a portable format
- Object: Object to processing based on legitimate interests
- Withdraw consent: Withdraw consent for marketing at any time
8. Marketing Communications
We take your communication preferences seriously and only send marketing communications with your explicit consent.
8.1 How We Obtain Consent
We collect marketing consent through:
- The marketing opt-in checkbox on our contact form
- Newsletter subscription forms on our website
- The package builder inquiry form
- WhatsApp opt-in when you choose to receive updates via WhatsApp
8.2 What We Send
With your consent, we may send you:
- Information about new rugby tour packages and destinations
- Special offers and early-bird discounts
- Rugby news and tournament updates
- Newsletter with travel tips and insights
8.3 Unsubscribing
You can withdraw your consent at any time by:
- Clicking the unsubscribe link in any marketing email
- Updating your notification preferences in your account settings
- Contacting us directly to update your preferences
Note: Unsubscribing from marketing emails will not affect transactional emails related to your bookings, such as confirmations, updates, and important notifications.
9. Data Retention
We retain your personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements.
11. Third-Party Links
Our website may contain links to third-party websites (e.g., hotel booking sites). We are not responsible for the privacy practices of these external sites.
12. Children's Privacy
Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.
13. International Data Transfers
Your information may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place for such transfers.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.
15. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Rugby League World Tours Ltd
Email: privacy@rlwt.co.uk
Phone: 07796 676240