This Privacy Policy is established by Alt Rejser (collectively referred to as "Alt Rejser," "we," "us," or "our" in this Privacy Policy) and applies to all our customers, suppliers, and business partners.

1. About Alt Rejser

Alt Rejser is a Danish travel agency. We provide professional advice to customers and assist with visas and travel arrangements. Alt Rejser is a member of the Danish Travel Guarantee Fund (membership no. 182 – Alt Rejsebureau) and the Association of Danish Travel Agents and Tour Operators (membership no. A0004).

As part of its operations, Alt Rejser collects and processes personal data to fulfill the purposes described in this Privacy Policy. Alt Rejser is the data controller for the processing of personal data for these purposes.

If you have any questions regarding this Privacy Policy or how we process your personal data, you can contact us here:

Alt Rejser

Vesterbrogade 6D

1620 Copenhagen V

E-mail: info@altrejser.dk

2. Data Security is Important to Us

For us, responsible handling of personal data collected as part of our business operations is crucial for our business objectives and reputation. This Privacy Policy explains how your personal data is collected and used when you are a customer, supplier, or business partner of Alt Rejser, and how you can access your own personal data.

3. What is Personal Data?

Personal data is any information relating to an identified or identifiable natural person. An identifiable natural person is someone who can be identified, directly or indirectly, by reference to an identification number or one or more specific elements unique to their identity.

4. What Types of Personal Data Do We Process About You and Why?

The information we collect about you will be used for various purposes related to your customer relationship and the operation of Alt Rejser’s business. The collected information may vary depending on whether you are a customer, supplier, or business partner, but it will generally include data related to customer administration, supplier administration, as well as information regarding Alt Rejser’s rights and obligations.

Failure to provide personal data may result in Alt Rejser being unable to fulfill its obligations related to your customer or supplier relationship.

Alt Rejser generally collects and processes only basic personal data. However, in specific cases, such as booking a trip, it may be necessary for us to process sensitive personal data to a limited extent (e.g., information about special meals on your flight or requirements for special assistance during your trip), as well as CPR numbers (e.g., when obtaining a passport copy for a visa application), in order to deliver the requested trip to you. Alt Rejser typically collects the following types of information:

4.1 Information About Our Customers

Information you provide to us when you book a trip or create a travel profile, for example, online via the website or by contacting our visa and travel consultants. This includes contact information (first name, middle name(s), last name, address, phone number, email address, and job title if applicable), passport number, bank details, payment card information, preferences for your trip (e.g., special dietary requirements, need for special assistance related to a disability or illness), health information (for visa applications, medical trips, sports trips, etc.), purpose of the trip, languages you speak, nationality, loyalty program numbers, membership in our partners' organizations, contact information for your next of kin, requisition details (for business or medical trips), marketing or communication preferences, and any information you provide when you contact us with a question, report an issue, or otherwise communicate with us regarding your customer relationship.

4.2 Information About Our Suppliers and Business Partners

Information you provide to us in connection with entering into a supplier or partnership agreement, including contact information (workplace, job title, first name, middle name(s), last name, address, phone number, and email address), marketing or communication preferences, and any information you provide when contacting us with a question, reporting an issue, or communicating with us as part of our collaboration.

5. What Do We Use Your Personal Data For?

Alt Rejser processes your personal data to fulfill the purposes outlined below. Note that not all listed purposes, categories of data, recipients of data, or types of processing apply to you in all cases.

Alt Rejser processes your personal data only to the extent necessary in connection with your customer, supplier, or partnership relationship (taking into account relevant interests in each specific case) or in accordance with applicable law.

5.1 Customer Administration

Alt Rejser processes your personal data in connection with the establishment and ongoing administration of your customer relationship with Alt Rejser as part of our business operations. This includes booking travel and providing our other products (such as visa applications, travel insurance, transfer services, etc.), maintaining our customer records, invoicing, debt collection, marketing, statistics, etc. All statistics and analyses are prepared in an anonymized format and therefore do not contain information that can be directly linked to you as a person.

5.2 Administration of Supplier and Partnership Relationships

Alt Rejser processes your personal data in connection with the administration of supplier and/or partnership relationships where you are a supplier, business partner, or a contact person for a supplier or partner with whom Alt Rejser collaborates as part of its business operations. This includes maintaining our CRM database with information about our contact persons at our suppliers and partners.

5.3 Compliance with Applicable Laws and Regulations

Alt Rejser processes your personal data to comply with laws and regulations to which Alt Rejser is subject in connection with its business operations, or to fulfill various reporting or disclosure obligations under applicable laws and regulations.

Alt Rejser does not use your personal data to make decisions that are solely based on automated processing, including profiling.

Alt Rejser strives to ensure that all personal data we process is accurate and up-to-date. Therefore, we ask you to always notify us of any changes to your personal information (e.g., change of address or payment details) to ensure that your personal data remains correct and updated. If you have created a travel profile with us, we ask you to log in and update your profile in the event of any changes.

6. Legal Basis for Processing Your Personal Data

Alt Rejser processes your personal data based on one or more of the following grounds: (1) Your consent, (2) the conclusion or performance of your contract with Alt Rejser, (3) Alt Rejser’s legitimate interests, i.e., the purposes described above, (4) compliance with a legal obligation imposed on Alt Rejser, (5) protection of your or another individual’s vital interests, (6) processing is necessary for the establishment, exercise, or defense of a legal claim, and (7) processing is necessary to fulfill Alt Rejser’s or your labor, health, and social obligations under national law or EU law. Additionally, there may be situations where we process your personal data in the interest of a third party for the purposes described above, unless your interests outweigh these considerations.

7. Sharing of Personal Data

Alt Rejser only discloses data to the extent necessary as part of its business operations, including to deliver your trip and the other products you have purchased from us. Alt Rejser typically discloses personal data to the following recipients in connection with booking a trip and related products:

7.1 Global Distribution Systems (GDS)

A GDS is an IT network system owned or operated by a company that enables transactions between travel service providers, primarily airlines, hotels, car rental companies, and travel agencies. A GDS consolidates services, rates, and bookings by bringing together products across the three travel sectors: air travel, hotel bookings, and car rentals. Alt Rejser uses the following GDS systems as part of its business operations: Sabre.

7.2 Airlines

Alt Rejser discloses personal data to airlines in connection with booking your trip. This typically includes information such as first name, middle name(s), last name, departure airport, destination, dates of departure and return, special requests related to your trip (e.g., special meals during the flight, assistance required on the flight or at the airport). For travel to certain destinations, we may also provide your passport number to the airline.

7.3 Hotels

Alt Rejser discloses personal data to the hotels you will stay at during your trip. This typically includes information such as first name, middle name(s), last name, destination, check-in and check-out dates, room category, loyalty program number, special requests for your stay (e.g., special dietary needs, assistance during your stay due to disability or illness).

7.4 Bus and Train Companies

Alt Rejser discloses personal data to bus and train companies if your trip includes bus or train travel (e.g., day trips to tourist attractions). This typically includes information such as first name, middle name(s), last name, pick-up location, date and time of travel, destination, and special requests (e.g., special meals during the journey, assistance due to disability or illness).

7.5 Cruise Lines

Alt Rejser discloses personal data to cruise lines if your trip includes a cruise (e.g., day trips to tourist attractions or longer cruises). This typically includes information such as first name, middle name(s), last name, destination, itinerary, departure and return dates, and special requests (e.g., special meals on the ship, assistance required during the cruise due to disability or illness).

7.6 Bedbanks

A bedbank is an IT network system owned or operated by a company that enables transactions between travel service providers, primarily hotels and travel agencies or end customers. Alt Rejser discloses personal data to bedbanks to book the hotels for your trip. This typically includes information such as first name, middle name(s), last name, destination, check-in and check-out dates, room category, loyalty program number, and special requests related to your stay. Alt Rejser uses the following bedbanks as part of its operations: Expedia, Hotels.com.

7.7 Travel Agents

If your trip includes excursions or transfer services, Alt Rejser may disclose personal data to travel agents. Travel agents arrange these excursions or transfers by booking the requested services with local suppliers at your destination. This typically includes information such as first name, middle name(s), last name, arrival and/or departure dates and times, vehicle type, destination, and special requests (e.g., special meals, assistance due to disability or illness).

7.8 Insurance Companies

As part of booking your trip, you have the option to purchase travel and/or cancellation insurance. If you choose to purchase such insurance, we will disclose personal data to the insurance company for their policy registration. This typically includes information such as first name, middle name(s), last name, email address, destination, dates of travel, and travel type. Alt Rejser collaborates with the following insurance companies: Europæiske.

7.9 Equipment Rental Companies

As part of booking your trip, you have the option to rent any equipment you may need (e.g., ski equipment, diving gear). If you wish to rent such equipment, we will disclose your personal data to the rental company at your destination. This typically includes information such as first name, middle name(s), last name, type of equipment, pick-up location, rental period, height, weight, and clothing and shoe sizes.

7.10 Specific to Qualified Offers

When you choose Alt Rejser, you have the option to receive a qualified offer for your trip. A qualified offer includes a preliminary reservation for your desired trip, allowing you to reserve a spot on your chosen departures for up to three days before deciding whether to issue a ticket or cancel the reservation. To provide a qualified offer, we disclose your information and reservation details to a GDS (as mentioned above), which makes the preliminary booking with airlines, hotels, etc. In cases where information about your employees is disclosed to independent data controllers (e.g., GDS, airlines, hotels), this data may be retained by these recipients even if the offer is canceled.

Alt Rejser may also disclose or transfer your personal data to other suppliers and/or service providers in connection with the normal operation of our business (e.g., external management of our IT systems, analysis tasks, marketing, debt collection, credit assessments, auditing, legal assistance, etc.).

Alt Rejser strives to minimize the disclosure of personal data in identifiable formats to the extent possible, thereby reducing instances where information can be directly linked to you. Alt Rejser does not disclose your personal data unless it is necessary to perform our business operations or meet your needs.

8. International Transfers of Your Personal Data

Due to the nature of Alt Rejser’s business, your personal data may be transferred to countries outside the EU/EEA when booking a trip with us. In order to provide our services to you, we may need to use partners and suppliers outside the EU/EEA in certain cases.

Without the ability to transfer your data to recipients outside the EU/EEA, Alt Rejser will not be able to deliver the requested trip to you. This applies if booking your trip requires transferring data to recipients outside the EU/EEA, such as to book flights, hotels, etc., at your travel destination.

The data protection laws in these countries may be less stringent than those in Denmark and the EU/EEA, as in most cases, these are countries where the European Commission has determined that the level of data protection does not match that within the EU/EEA.

Where feasible, the transfer of your personal data will be based on the standard contractual clauses developed by the European Commission specifically for this purpose. For transfers to the USA, these will, where possible, rely on the Privacy Shield framework. The Privacy Shield is an agreement between the EU and the USA that sets out strong data protection rules and safeguards that American companies adhering to the framework are required to follow when processing personal data.

In some cases, it may not be practical for Alt Rejser to enter into a standard contractual clause or use the Privacy Shield as a legal transfer basis. In such cases, the transfer of data will take place under Article 49(1)(b) of the GDPR, as the transfer of your personal data to the relevant country is necessary for the performance of the contract between you and Alt Rejser (the booking of your trip) or for implementing pre-contractual measures taken at your request (e.g., providing a qualified offer as described above in section 7).

It is therefore important to be aware that transferring your personal data to countries outside the EU/EEA in connection with booking a trip with Alt Rejser means your data will not be protected to the same extent as under Danish or EU regulations.

There is a significant risk that, in the destination country, there are no clear, precise, or accessible rules regarding access to your personal data by authorities; that authorities’ access to your data may not be necessary and proportionate; that the country does not have an independent and effective supervisory authority; and that there are no accessible and effective remedies for data subjects.

If you do not wish Alt Rejser to transfer your personal data to recipients outside the EU/EEA in connection with booking your trip(s), please inform us no later than at the time of booking your trip.

Alt Rejser will not, under any circumstances, transfer your personal data to recipients outside the EU/EEA unless it is necessary to carry out our business operations and meet your needs, such as providing the requested trip.

9. Data Integrity and Security

Personal data is not stored longer than necessary to fulfill the purpose for which it was collected, unless storage is required to meet national legal obligations, including mandatory retention periods for bookkeeping, etc.

Alt Rejser’s policy is to protect personal data by implementing adequate technical and organizational security measures. When your personal data is no longer needed, we will ensure that it is securely deleted.

10. Your Rights

You have the right to exercise your rights under the applicable data protection legislation at any time. This includes the right to request access to the personal data Alt Rejser holds about you, object to the processing of your data (including automated decision-making and profiling or the use of your data for direct marketing), request rectification or deletion of any incorrect information about yourself, withdraw your consent to the processing of your data, and exercise your right to data portability.

If you wish to exercise one or more of your rights, please contact us at info@altrejser.dk. Your request will be processed in accordance with applicable data protection laws. Complaints regarding Alt Rejser’s processing of your personal data can be submitted to:

The Danish Data Protection Agency

Borgergade 28, 5th floor

1300 Copenhagen K

Email: dt@datatilsynet.dk

11. Updates

Alt Rejser continuously evaluates and updates this Privacy Policy. You should regularly review this Privacy Policy for any changes that may affect our processing of your personal data.