Encore Tours is a trading name of the American Institute for Foreign Study, Inc (“AIFS US”). European travel and accommodation and other European elements of our tours are booked and managed through American Institute for Foreign Studies (UK) Limited (“AIFS UK”). AIFS UK also gives assistance to tour participants while they are in Europe. Contact details for AIFS UK (including details of its registration with the UK Information Commissioner’s Office) are at the end of this Policy (see HOW TO CONTACT ENCORE TOURS below).
Where we refer to the “Encore Tours Website” in this Policy, we mean the website which can be accessed at https://www.encoretours.com/ and any other “Encore Tours” website operated by us (including any updates or supplements to them).
“Visitors” to the Encore Tours Website who are in the EEA.
The “Terms and Conditions” that you accept when booking your tour.
3.	Information provided by third parties.
The Tour Manager, Group Leader or others taking part in the tour may provide feedback or may give us other information concerning you (for example if you wish to end your tour early and return home).
We collect personal information so that we can operate effectively and provide you with the best possible service. The information we process depends on the context of your interactions with us, with our Tour Managers and with the Encore Tours Website, and your involvement in a tour. It also depends on the choices you make, for example the consents you provide, the functions you use and the privacy settings you select. You may choose not to provide or allow us to collect certain information, but we may then not be able to consider you for a tour or enable you to participate in a tour (where that information is necessary for us to do so).
To allow us to book your tour/itinerary, to provide you with information and services that you request from us, and to ensure that you are insured while on your tour. AIFS US may share information with AIFS UK to enable it to book elements of your tour.
AIFS US may share information with AIFS UK to enable it to provide assistance during your tour.
To verify your visa eligibility and/or comply with visa regulations. To allow us to perform our obligations under our agreement with you, and/or to take steps at your request prior to entering into our agreement with you.
To enable us to keep in touch with you after you have participated in a tour.
improve and/or promote our tours.
To enable us to send you information about other tours we offer, and/or other opportunities or services of ours and other companies in our group which may be of interest to you. Your consent.
To enable us or your Tour Managers to provide information to the emergency services if an emergency arises.
To enable us or your Tour Managers to provide information to organisations associated with your tour who reasonably need this information. Your consent.
To enable us or your Tour Managers to get in touch with your emergency contact(s) if an emergency arises. Your consent.
To ensure that content on the Encore Tours Website is presented in the most effective manner for you and for your device.
To analyse traffic to the Encore Tours Website.
As part of our efforts to keep the Encore Tours Website secure and to prevent fraud.
Where we have a legal basis to use your personal information without consent (as we have described above), this Policy fulfils our duty to process personal information transparently and helps us to do so fairly and lawfully and in a manner that you would expect given the nature of our relationship with you, by giving you appropriate notice and explanation of the way in which your personal information will be used.
If you have any questions or require any further information regarding our use of personal information, please contact our data protection officer (see HOW TO CONTACT ENCORE TOURS).
We expect all our third party service providers and all other companies within our group to take appropriate security measures to protect your personal information in line with our policies.
we use Google to track your usage of the Encore Tours Website. We do so to improve our users’ experience of the Encore Tours Website.
we will ask you to share your financial and/or payment details with our third party payment processors, PayPal and CyberSource, (although we ourselves will never access that information). We do so to collect payment for initial program fees and any upgrades you may later select.
We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including to satisfy any legal, accounting, or reporting requirements. To decide the appropriate retention period, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of it, the purposes for which we process your information, and the applicable law.
if you are a Participant, we may retain some of your information for a period of 7 years from the end of your tour, for example, to keep in touch with you and/or for legal reasons.
if you are a Visitor and you do not use the Encore Tours Website for one year, then we will erase your information.
Please contact our data protection officer if you would like further details on how long we retain your information (see HOW TO CONTACT ENCORE TOURS).
If you are a Participant, AIFS UK may transfer, process and store the information it collects from or about you to AIFS US and other relevant third parties based in the U.S. (i.e. outside of the EEA). AIFS UK does so as it is necessary for it to communicate with AIFS US in relation to your tour, and so that you can take part in your tour (i.e. necessary for the performance of our obligations under our agreement with you).
If you are a Visitor based in the EEA, we will transfer the information we collect from you to AIFS US and other relevant third parties based in the U.S. We do so because the Encore Tours Website is operated out of, and accessed in, the U.S. and it is necessary for us to understand how it is used, so that we can improve it.
We do not knowingly collect information from anyone under the age of 13 and you should not register your interest in or apply to take part in a tour if you are under the age of 13. If you are under 21 and wish to register your interest in a tour, then you must obtain the consent of your parent or legal guardian. If you become aware that your child or any child under your care has provided us with information without your consent, please contact our data protection officer (see HOW TO CONTACT ENCORE TOURS).
All personal information that you provide to us is stored on secure servers. We have put in place (and require anyone who processes data on our before to put in place) appropriate measures to protect the security of your information.
You should be aware that the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of the information transmitted to the Encore Tours Website or by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access or inadvertent disclosure.
If you would like to access or amend the personal information which we hold about you or if you would like us to stop using your personal information, please contact our data protection officer (see HOW TO CONTACT ENCORE TOURS).
Change your information processing preferences at any time .
You should be aware that if you ask us to stop processing your personal information in a certain way or to erase your personal information, and this type of processing is necessary in order for you to participate in a tour, then we may not be able to continue to provide our tour services to you and you may need to leave the tour. This does not include your right to object to direct marketing, which can be exercised at any time without restriction.
If you want to exercise any of the rights listed above, please contact our data protection officer (see HOW TO CONTACT ENCORE TOURS).
Where you have consented to the collection, use or transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our data protection officer (see HOW TO CONTACT ENCORE TOURS). Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
The Encore Tours Website contains links to other websites, including Facebook, Twitter and Instagram. This Policy only applies to the Encore Tours Website so when you link to other websites you should read their own privacy policies.