Privacy Policy
ROMANIA SOUL TOURS
PRIVACY POLICY
Last updated: 3 October 2026
This Privacy Policy explains how Hubert Holidays Ltd, trading as Romania Soul Tours (“we”, “us” or “our”), collects, uses, stores and shares personal information when you visit https://www.romaniasoultours.com, contact us, request a quotation, make a booking, subscribe to updates or otherwise interact with us.
1. Who we are
Romania Soul Tours is a trading name of Hubert Holidays Ltd, a company registered in England and Wales (company number 15146229). Hubert Holidays Ltd is responsible for deciding how and why personal information is processed for the purposes described in this policy.
Registered office: 38 Ashpole Furlong, Loughton, Milton Keynes, MK5 8EF, United Kingdom
Email: info@romaniasoultours.com
Telephone: +44 7795 577045
Website: https://www.romaniasoultours.com
2. Personal information we may collect
Depending on how you interact with us, we may collect:
Identity and contact details, such as your name, email address, telephone number and country of residence.
Enquiry and trip details, such as preferred dates, destinations, group size, interests, accommodation preferences and messages you send us.
Booking and transaction information, such as booking references, services purchased, payment status and records needed for accounting. Payment card details are generally handled by the relevant payment provider.
Information needed to arrange travel services, where relevant, such as traveller names, dates of birth, travel document details, dietary requirements, accessibility requests or emergency contact details.
Communications and preferences, including correspondence with us and whether you have chosen to receive marketing messages.
Technical and usage information, such as IP address, device/browser information, pages visited and cookie identifiers, where collected through the website or enabled technologies.
Please provide only information that is relevant to your enquiry or booking. If you provide information about health, accessibility, dietary needs or other details that may be sensitive, we will use it only where necessary for your requested travel arrangements and where the law permits us to do so.
3. How we collect information
Directly from you when you complete a contact, enquiry, trip-planning, booking or newsletter form, email or telephone us, or message us.
When you make or manage a booking through us or through a booking or payment provider.
From travel suppliers or other parties involved in arranging services you request, where necessary for your booking.
Automatically through essential website technologies and, where enabled and permitted, analytics or similar technologies.
4. How and why we use your information
To respond to questions, prepare quotations and discuss travel options.
To create, manage and administer bookings and provide the travel services you request.
To communicate with you about itineraries, changes, payments, safety matters or customer service.
To share necessary information with relevant accommodation providers, transport operators, guides, activity providers, booking platforms, payment providers or other suppliers involved in your arrangements.
To maintain business, accounting and tax records and deal with disputes or legal claims.
To protect our website and business, prevent fraud or misuse, and maintain our systems.
To understand website use and improve our website and services, where analytics or similar technologies are used lawfully.
To send news, tour updates and special offers where permitted by law and, where required, with your consent.
5. Legal bases for processing
Where the UK GDPR or EU GDPR applies, we rely on one or more of these legal bases, depending on the circumstances:
Contract: processing needed to respond to a request you make before entering a contract or to perform a contract with you.
Legal obligation: processing needed to comply with applicable accounting, tax, consumer or other legal requirements.
Legitimate interests: processing needed for legitimate business purposes, such as responding to general enquiries, managing our business, improving services, protecting systems and handling legal claims, where those interests are not overridden by your rights.
Consent: where we ask for your permission, for example for certain non-essential cookies or marketing communications where consent is required. You can withdraw consent at any time.
If information is necessary to prepare or perform your booking and you do not provide it, we may be unable to provide a quotation or arrange the requested services. We will explain this where relevant.
6. Sensitive information
Some travel requests may involve information about health, accessibility, dietary needs or other details that may be treated as special-category data. We will only use such information where it is relevant to the arrangements you ask us to make and where an appropriate legal basis and any additional required condition apply. Access will be limited to people who need the information to handle your request or booking.
7. Who we share information with
We do not sell your personal information. Where necessary, we may share relevant information with:
Travel suppliers and service providers, including accommodation providers, transport operators, local guides and activity providers.
Booking, website, email, customer-management and payment service providers that help us operate our business.
Professional advisers, insurers, banks and accounting providers, where necessary.
Public authorities, regulators, law enforcement bodies or courts where required by law or necessary to protect legal rights.
The suppliers involved depend on the trip or service you request. Some suppliers may process information under their own privacy notices and act as separate data controllers.
8. International transfers
Travel arrangements may require us to share relevant booking information with suppliers in Romania or other countries. Where personal information is transferred outside the UK or the European Economic Area and a transfer safeguard is required, we will use a legally recognised safeguard or another lawful transfer mechanism. Contact us if you would like further information about relevant safeguards.
9. How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including to provide services, maintain business and accounting records, meet legal obligations, resolve disputes and establish or defend legal claims. The period depends on the type of information and why it was collected. When it is no longer required, we will securely delete it or anonymise it where appropriate.
10. Marketing communications
We may send news about tours, departures and special offers where legally permitted. Where consent is required, we will ask for it. You can opt out at any time by using the unsubscribe link in a message, if available, or by emailing info@romaniasoultours.com. Opting out of marketing will not affect service messages relating to an existing enquiry or booking.
11. Cookies and analytics
Our website uses essential cookies needed for website functions and to remember your cookie choice. These may include a cookie that stores your consent choice and a session cookie used when you submit a form or an authorised team member signs in.
If you choose “Accept all”, the website may load analytics tools, including Google Analytics and Metricool and, where enabled, Hotjar, to help us understand how visitors use the website. If you choose “Essential only”, non-essential analytics tools should not be loaded. The tools actually active on the website may change over time.
You can change your choice using the “Cookie settings” link on the website, where available. Please also read our separate Cookie Policy for further information. Non-essential cookies and similar technologies should only be used in accordance with applicable consent requirements.
12. Security
We use appropriate technical and organisational measures designed to protect personal information against accidental loss, unauthorised access, alteration or disclosure. No website, email system or electronic transmission can be guaranteed to be completely secure. Please contact us promptly if you believe your information has been misused.
13. Your data protection rights
Depending on the applicable law and circumstances, you may have the right to request access to your personal information, correct inaccurate information, request deletion, restrict or object to certain processing, receive certain information in a portable format, and withdraw consent where processing is based on consent. These rights are subject to legal conditions and exceptions. To exercise your rights, email info@romaniasoultours.com. We may need to verify your identity before responding.
14. Complaints
Please contact us first if you have a concern about how we use your personal information, so we can try to resolve it.
If UK data protection law applies, you can complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/. If EU GDPR applies to the processing, you may also have the right to complain to the data protection supervisory authority in the EU country where you live, work or where you believe an infringement occurred.
15. Children
Our website and services are intended for adults arranging travel. We may process information about children where needed to arrange a family or group booking, normally provided by a parent, guardian or responsible adult. Please contact us if you believe a child has provided personal information to us inappropriately.
16. Third-party websites
Our website may contain links to third-party websites or services. We are not responsible for their privacy practices. Please read their privacy notices before submitting personal information to them.
17. Changes to this policy
We may update this Privacy Policy to reflect changes in our services, the way we use personal information or applicable legal requirements. The latest version will be published on our website with the date of the update.
18. Contact us
Hubert Holidays Ltd trading as Romania Soul Tours
Company number: 15146229 (registered in England and Wales)
Registered office: 38 Ashpole Furlong, Loughton, Milton Keynes, MK5 8EF, United Kingdom
Email: info@romaniasoultours.com
Telephone: +44 7795 577045
Website: https://www.romaniasoultours.com
Important implementation note
This document is prepared using the company details and website cookie information available for Romania Soul Tours. Before publishing, confirm that the live website and all forms, booking tools, email/newsletter services and analytics match this policy. In particular, check the active cookie list and consent settings, the suppliers that receive booking data, and the actual retention practices. This draft is not a legal certification; consider professional legal review for your package-travel operations and any processing of sensitive traveller information.