1. Introduction

Main Characters is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with and the rights available to you.

Throughout this Privacy Policy, “Main Characters”, “we”, “our” and “us” refer to Main Characters.

2. Information We Collect

The personal information we collect depends on how you interact with Main Characters.

This may include:

• Your name.
• Your email address.
• Your telephone number.
• Your billing or residential address.
• Your preferred destination and travel dates.
• Your group size and booking preferences.
• Information about other members of your group.
• Information submitted through our enquiry, booking or contact forms.
• Records of enquiries, bookings, payments and communications.
• Newsletter and marketing preferences.
• Technical information such as your IP address, browser type, device type and website activity.

Please only provide personal information about another person where you have their permission to do so.

3. How We Collect Information

We may collect personal information directly from you when you:

• Submit an enquiry.
• Make or participate in a booking.
• Join our mailing list.
• Contact us by email, social media or another communication channel.
• Complete a form or survey.
• Use or browse our website.

We may also receive information from the lead booker, our travel partners, payment providers, booking systems and other service providers where this is necessary to manage your enquiry or booking.

4. How We Use Your Information

We may use your personal information to:

• Respond to enquiries and requests.
• Prepare quotes and travel proposals.
• Create, administer and fulfil bookings.
• Communicate important booking information.
• Process or facilitate payments and refunds.
• Share necessary details with relevant suppliers.
• Provide customer support.
• Manage complaints, cancellations and amendments.
• Send marketing communications where permitted.
• Understand how visitors use our website.
• Improve our website, services and customer experience.
• Prevent fraud, misuse and security threats.
• Meet our legal, financial and regulatory obligations.

5. Our Lawful Bases

We only process personal information where we have a lawful basis to do so.

Depending on the circumstances, we may rely on:

• Contract: where processing is necessary to respond to a booking request or provide services under a contract.
• Consent: where you have actively agreed to receive marketing or allowed optional cookies.
• Legitimate interests: where processing is reasonably necessary to operate, protect and improve our business, provided those interests do not override your rights.
• Legal obligation: where we are required to keep or use information to comply with the law.

6. Sharing Your Information

We only share personal information where it is necessary, lawful and appropriate.

We may share information with:

• Accommodation providers.
• Activity operators and other travel suppliers.
• Protected Trust Services and associated booking or trust-account providers.
• Payment processors and financial service providers.
• Email, website, analytics and customer-management providers.
• Professional advisers such as accountants, insurers or solicitors.
• Government bodies, regulators or law-enforcement authorities where legally required.

We do not sell your personal information.

7. Marketing

Where you have chosen to receive marketing, we may send you travel inspiration, destination guides, offers, new launches and updates from Main Characters.

You can unsubscribe at any time by using the unsubscribe link included in our emails or by contacting us directly.

Unsubscribing from marketing will not prevent us from sending essential messages relating to an enquiry or booking.

8. Cookies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand how visitors use the website and measure the performance of our marketing.

Where required, we will ask for your consent before placing cookies that are not strictly necessary.

You can manage your cookie choices through our cookie banner or your browser settings.

More information about the cookies we use will be available in our Cookie Policy.

9. International Transfers

Some of our technology providers or suppliers may process personal information outside the United Kingdom.

Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place, as required by applicable data protection law.

10. Data Security

We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to those who reasonably require it for legitimate business purposes.

However, no website, email or internet transmission can be guaranteed to be completely secure.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

The length of time information is kept may depend on:

• The nature of your enquiry or booking.
• Our contractual obligations.
• Financial, insurance and accounting requirements.
• Legal limitation periods.
• Whether you continue to receive marketing from us.

When personal information is no longer required, we will delete it securely or anonymise it where appropriate.

12. Your Rights

Depending on the circumstances, UK data protection law may give you the right to:

• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information.
• Ask us to restrict how your information is used.
• Object to certain types of processing.
• Withdraw consent where processing is based on consent.
• Request the transfer of certain information to you or another organisation.
• Complain to the Information Commissioner’s Office.

These rights are not absolute and may not apply in every situation.

To exercise a right, please contact us using the details below.

13. Third-Party Websites

Our website may contain links to third-party websites, booking systems or supplier pages.

We are not responsible for the privacy practices, security or content of external websites. You should review the privacy policy of any third-party website you visit.

14. Children’s Privacy

Our website and services are not directed at children.

Where information relating to a child is required for a booking, it should be provided by a parent, guardian or authorised lead booker.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our services, suppliers, technology or legal obligations.

The latest version will always be published on this page.

16. Contact

If you have any questions about this Privacy Policy, wish to exercise your rights or have concerns about how your information is handled, please contact:

Main Characters
hello@maincharacters.co.uk
www.maincharacters.co.uk

You also have the right to raise a concern with the Information Commissioner’s Office.