Privacy Policy

AA Events & Travel
Last updated: 9 October 2026

1. Who We Are

AA Events & Travel is the trading name of AA Events And Travel Ltd, a company registered in England and Wales.

Company name: AA Events And Travel Ltd
Company registration number: 13030153
Registered office: 8 Spur Road, Cosham, Portsmouth, Hampshire, PO6 3EB
ICO registration number: ZB234787
Data controller: AA Events And Travel Ltd
Data protection contact: Angela Page
Email: info@aaeventsandtravel.com
Website: www.aaeventsandtravel.com

We are committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, share, store and protect your personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Depending on the services you request, we may collect:

• Your name, address, telephone number and email address.
• Travel dates, destinations, preferences and requirements.
• Passenger names, dates of birth, nationalities and passport information.
• Information required for flights, accommodation, cruises, transfers, weddings, meetings and events.
• Relevant accessibility, dietary or medical information where necessary for your arrangements.
• Booking references, payment and transaction information.
• Details of enquiries and correspondence.
• Marketing preferences and evidence of consent.
• Website usage information, including cookies and technical information.

We may collect information through our website, email, WhatsApp, telephone conversations, meetings, exhibitions, wedding fayres and booking arrangements.

We may also receive relevant information from another person arranging travel on your behalf or from suppliers involved in your booking.

3. How We Use Your Information

We use personal information for the following purposes:

Travel bookings and arrangements

To prepare quotations, arrange bookings, communicate with suppliers, administer travel arrangements and provide customer support.

Our lawful basis is generally taking steps at your request before entering into a contract or performing a contract.

Customer enquiries

To respond to enquiries, provide quotations and follow up on requested services.

Our lawful basis is generally taking steps before entering into a contract or our legitimate interests in responding to enquiries and managing customer relationships.

Legal and financial records

To meet applicable accounting, tax, regulatory and other legal obligations.

Our lawful basis is compliance with legal obligations.

Marketing communications

To send newsletters, travel offers and information about our services where you have agreed to receive them.

Where we rely on consent, you can withdraw it at any time.

Website operation and security

To operate, maintain and protect our website and manage cookies in accordance with applicable requirements.

The lawful basis depends on the activity, including legitimate interests, legal obligations or consent where required.

Where we need to process health or other special-category information, we will identify an appropriate additional condition under data protection law.

4. Passport and Passenger Information

For travel bookings, customers may provide passport and passenger details by email or WhatsApp.

Where required, we enter this information into airline websites and relevant travel booking systems to arrange and manage travel.

We normally delete passport information from our own emails, messages and files once it is no longer required, subject to applicable booking and legal obligations.

Where a repeat customer specifically asks us to retain their passport information for future bookings, we may store it in a password-protected folder on our laptop.

Customers can request deletion of passport details retained for future bookings by contacting info@aaeventsandtravel.com.

We will review retained information and remove it when no longer necessary, subject to any legal obligations.

5. Website Enquiries and Exhibition Forms

When you submit an enquiry through our website, the information is delivered to our business email inbox.

We may print the enquiry, delete the original email and store the paper copy securely in a locked filing cabinet.

At exhibitions and wedding fayres, we collect information through completed enquiry forms, which are kept securely.

General enquiry records are normally retained for up to 12 months, allowing customers time to consider their travel, wedding or event arrangements.

After this period, paper records that are no longer required are securely shredded.

Where an enquiry results in a booking, relevant information may be retained for longer in accordance with applicable business, accounting and legal requirements.

6. Marketing and Newsletters

We use MailerLite to manage and send email marketing communications.

When you agree to receive marketing from AA Events & Travel, we may add your contact details to our MailerLite mailing list.

Marketing communications may include travel offers, holiday inspiration, cruise information, weddings abroad, events and other relevant services.

We retain appropriate records of consent, including completed enquiry forms where applicable, to demonstrate when and how permission was provided.

You can unsubscribe at any time by:

• Clicking the unsubscribe link in our marketing emails.
• Emailing info@aaeventsandtravel.com.

We will stop sending marketing covered by your withdrawal or objection.

We may retain limited suppression records to ensure that people who have unsubscribed are not contacted again inadvertently.

Marketing records are reviewed periodically and are not retained longer than necessary for their purpose.

7. Who We Share Your Information With

To arrange and manage your travel or event services, we may share relevant information with:

• InteleTravel and relevant travel booking systems.
• Airlines and other transport providers.
• Hotels, accommodation providers and cruise operators.
• Tour operators, transfer companies and activity providers.
• Wedding venues, event venues and other relevant suppliers.
• Payment and administrative service providers.
• MailerLite and other technology providers supporting our business.
• Professional advisers and authorities where legally required.

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

Travel suppliers may also act as independent data controllers and have their own privacy notices.

8. International Transfers

Travel arrangements may involve transferring personal information to suppliers outside the United Kingdom, including countries you intend to visit.

Where UK data protection law applies to an international transfer, we will use an appropriate legal mechanism, such as applicable adequacy regulations, appropriate safeguards or a relevant legal exception.

You may contact us for further information about transfers relevant to your booking and the safeguards used.

9. Keeping Your Information Secure

We take reasonable measures to protect personal information against loss, misuse, unauthorised access and disclosure.

These include:

• Secure storage of paper enquiry forms in locked filing facilities.
• Password protection for certain electronic records.
• Limiting the sharing of customer information to relevant suppliers and service providers.
• Secure shredding of paper records when no longer required.

We review our information-handling practices as appropriate.

10. How Long We Keep Your Information

We retain personal information only for as long as necessary for its purpose.

Our retention approach includes:

• General enquiries: Normally up to 12 months, unless the information is needed for another lawful purpose.
• Confirmed bookings: For the period necessary to administer the booking and comply with applicable legal, financial and contractual obligations.
• Passport details: Normally deleted from our own records when no longer required, unless retention is necessary or specifically requested for future bookings.
• Marketing information: While there is a valid reason to retain it, subject to regular review, consent withdrawal and marketing objections.
• Marketing consent evidence: Retained where necessary to demonstrate consent and compliance.
• Suppression records: Limited information may be retained to respect unsubscribe requests and marketing objections.

11. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of information.
• Request restriction of processing.
• Object to certain uses of your information.
• Request transfer of certain information.
• Withdraw consent where processing is based on consent.

You have the right to object to the use of your personal information for direct marketing at any time.

Most requests to exercise your data protection rights are free of charge.

Please contact info@aaeventsandtravel.com if you wish to exercise your rights.

You also have the right to complain to the Information Commissioner’s Office (ICO).

ICO website: www.ico.org.uk

12. Cookies

Our website uses cookies and similar technologies to support website functionality and, where applicable, understand how visitors use the site.

Further information is available in our separate Cookie Policy.

You can manage applicable cookie preferences using the consent controls on our website.

13. External Websites

Our website may contain links to third-party websites, including airlines, hotels, travel suppliers and booking platforms.

These organisations may have their own privacy policies. We encourage you to read them before providing personal information.

14. Changes to This Policy

We may update this Privacy Policy when our business practices, services or legal obligations change.

The latest version will be published on our website, together with the date it was last updated.

15. Contact Us

For questions about this Privacy Policy or how your personal information is handled, please contact:

Angela Page
AA Events And Travel Ltd
8 Spur Road
Cosham
Portsmouth
Hampshire
PO6 3EB

Email: info@aaeventsandtravel.com

ICO registration number: ZB234787