GDPR Policy

Personal Data Protection law

Henkilötietolaki (523/99) 10 §

Applied since 20.04.2018

1. Database holder/Registrant

Aikamatkat Oy – Timetravels Ltd.

Hatanpään valtatie 24, 33100 Tampere

p. 010 421 8990

[email protected]

[email protected]

2. Person responsible of the database

Nicola Vähätalo

Mechelininkatu 10 A 4, 00100 Helsinki

[email protected]

3. Name of the Database

Customer database of Timetravels Ltd.

4. Purpose of the Database

The database consists of customer information gathered through Timetravels Ltd.'s online reservation system for purchasing and arranging travel services. Customer information can be used in marketing purposes of Timetravels Ltd., but only with the customer´s permission.

Customer information will be deleted from Timetravels' customer database within a reasonable period of time.

Information is collected also through Timetravels web pages and social media from people attending competitions or lotteries for conducting over mentioned events. Information collected will be deleted after the event is conducted (if not announced otherwise).

With the customer´s permission, the use of Timetravels' online reservation system, web pages and social media pages can be monitored from time to time to survey and improve their functionality.

5. Information collected to the database and updating information

Timetravels customer database collects the following information from customers: name, date of birth, passport number, address, phone number and email address. Also purchase information will be collected (reservation date, travel date, payment information).

For surveying and improving Timetravels customer service, all customer service phone calls are recorded and customer messages/conversations are documented. Information given by the customer, such as name, address, phone number, e-mail or other personal information may come up in these recordings and documentation, but they cannot be searched or identified from there.

Furthermore, Timetravels Ltd. holds seasonal photograph contests where customers are encouraged to take photographs at Timetravels' destination areas. These photographs, if submitted to Timetravels, are used in online promotional material on Timetravels' website and social media, and also in physical marketing material such as leaflets.

6. Source of information

Information is collected directly from the customer when they register to Timetravels' reservation system, web pages or social media pages.

7. Information Submission

Information from the customer database is submitted to service providers, such as airlines, ferry or other transport companies and border officials, when necessary.  

8. Information submission outside EU

Information from the customer database is submitted outside the EU only to service providers or border officials, when necessary.

9. Database security

a) Manual material: Timetravels Ltd. handles customers´ passports and visa application forms for arranging Russian visas. Passports and visa application forms are stored in the Timetravels office in a locked cabinet and are submitted from there only to reliable visa partners or to the customer himself/herself by mail or in person. All documents sent by mail are sent by delivery, which can be traced.

b) Information processed by computer: The customer database of Timetravels Ltd. is protected by standard technical means of protection. Database servers are secured by firewalls, anti-virus programs are used and the database is protected by logins and passwords. Access to the database is given only to workers, whose positions and work assignments require it. The database registers all actions conducted.

10. Right of access

Person registered in the online reservation system, web pages or social media pages of Timetravels Ltd. has a right to check what information is collected from him/her to Timetravels customer database. Customers should be prepared to prove their identity before receiving the information from Timetravels Ltd.

11. Right of correction

Persons registered in the online reservation system, web pages or social media pages of Timetravels Ltd. have a right to ask Timetravels to correct information collected from them in the Timetravels customer database.

12. Right to be forgotten

Persons registered in the online reservation system, web pages or social media pages of Timetravels Ltd. have a right to ask for their information to be removed from the Timetravels customer database. We will attempt to accommodate your request unless we are legally obligated to retain your information. Customers should be prepared to prove their identity before the request can be fulfilled.

13. How long do we retain your personal data?

We retain personal data only for as long as necessary for the purposes for which it was collected or as required by applicable law.
Booking, contractual and accounting records are generally retained for the periods required by Finnish accounting legislation. Operational travel information, such as passenger lists, emergency contact details, passport information and special assistance information, is deleted when it is no longer required for the trip or related arrangements.
Passport copies, visa documentation and health-related information are retained only for as long as necessary for the relevant travel arrangement and are deleted thereafter in accordance with our internal retention policy.
Customer service, complaint and incident information may be retained for longer where necessary for the establishment, exercise or defence of legal claims.
Marketing information is retained for as long as there is a valid legal basis for marketing or until the individual objects to such processing.