Privacy Policy

Last updated: 1st December 2025

1. Introduction

This Privacy Policy explains how Bespoke Slovenia, operated by Valentina Osolnik Gresham, Family Travel Planner, collects, uses, stores, and protects your personal data.

I am committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using my travel-planning services, you agree to the practices described in this Policy.

2. Who I Am

Data Controller:

Bespoke Slovenia

Operated by: Valentina Osolnik Gresham, Family Travel Planner

bespokeslovenia@outlook.com

I determine how and why your personal data is used.

3. What Personal Data I Collect

I only collect information necessary to provide travel-planning services.

This may include:

3.1 Contact information

  • name

  • email address

  • phone number

3.2 Travel information

  • travel dates

  • preferred destinations in Slovenia

  • accommodation and activity preferences

  • group size

  • names of travellers (only where required for bookings)

3.3 Booking-related information

  • information needed to make or assist with bookings (e.g., names, ages for guides or car hire)

  • accessibility requirements

  • preferences for childcare, instructors, or sports activities

3.4 Special category data (rare and only with consent)

Only if voluntarily shared and necessary for travel arrangements:

  • medical needs relevant to accommodation or activity safety

  • dietary needs

  • mobility requirements

I will only process special category data with your explicit consent.

3.5 Website or communication data

  • messages or emails exchanged

  • enquiry forms or questionnaires

  • basic website analytics (non-identifying)

3.6 Payment Information

I do not store full payment card details. Payments are processed via bank transfer or securely through payment request link via Wise that I share with clients.

4. How I Use Your Personal Data

I use your data to:

  • create and deliver your bespoke travel plan

  • recommend accommodation, car hire, guides, and activities

  • assist with booking suppliers in Slovenia

  • communicate with you before and during your trip

  • liaise with suppliers when necessary

  • respond to enquiries

  • maintain my business records (e.g., invoices)

  • improve my services

I do not use your data for marketing unless you explicitly opt in.

I never sell your data.

5. Legal Bases for Processing

I process your data under the following lawful bases:

5.1 Contract

To provide your travel-planning services and fulfil our agreement.

5.2 Legitimate Interests

For reasonable business operations such as service improvement, communication, and record keeping.

5.3 Consent

Where required (e.g., special category data or optional email marketing), I will request your explicit consent.

You may withdraw consent at any time.

6. Sharing Your Personal Data

I only share your information when necessary to arrange your trip.

This may include sharing details with:

  • accommodation providers

  • car hire companies

  • guided activity providers

  • ski instructors, hiking guides, or sports activity providers

  • childcare providers

  • restaurants (where you request assistance)

I will only share the minimum required information.

I do not share your data with:

  • third-party advertisers

  • unrelated companies

  • data brokers

If I use software tools (e.g., email, document storage), these providers will be GDPR-compliant.

7. International Data Transfers

Because suppliers are based in Slovenia (EU), your data may be transferred outside the UK.

Slovenia is covered by the EU GDPR, and the UK recognises the EU as providing adequate data protection.

I ensure:

  • transfers are secure

  • only necessary information is shared

  • suppliers use data responsibly

8. How Long I Keep Your Data

I retain your data only for as long as necessary to:

  • deliver your trip

  • support you during your travels

  • comply with legal accounting requirements

Typical retention periods:

  • Client enquiry and trip details: up to 2 years

  • Invoices and financial records: 6 years (legal requirement)

  • Special category data: deleted immediately after use unless required for safety

You may request earlier deletion unless legally restricted.

9. Your Data Rights

Under UK GDPR, you have the right to:

  • access your data

  • correct inaccurate data

  • request deletion of your data

  • restrict processing

  • object to certain uses

  • withdraw consent (where applicable)

  • data portability (receive a copy in machine-readable form)

To exercise these rights, contact me at:

bespokeslovenia@outlook.com

10. How I Protect Your Data

I take appropriate security measures including:

  • password-protected devices

  • secure iCloud storage

  • limited access to personal data

  • sharing only when necessary

  • deleting data when no longer required

No system is perfectly secure, but I follow reasonable industry standards.

11. Children’s Data

I may collect basic information for minors only when required for travel arrangements (e.g., ages for ski lessons, car seats, or childcare recommendations).

All such data is:

  • provided by a parent or guardian

  • used solely for planning

  • not stored longer than necessary

12. Cookies & Website Tracking

Basic analytics cookies may be used

Cookies will never collect personally identifiable information

Optional cookie banner text can be added if needed.

13. Complaints

If you have any concerns about how your data is handled, please contact me first at:

bespokeslovenia@outlook.com

You may also contact the UK supervisory authority:

Information Commissioner’s Office (ICO)

www.ico.org.uk

14. Updates to This Policy

I may update this Privacy Policy from time to time.

The latest version will always be provided on request or published on my website.

15. Contact

For any data protection queries:

Bespoke Slovenia

Valentina Osolnik Gresham

Family Travel Planner

bespokeslovenia@outlook.com