1. About this Privacy Policy
This Privacy Policy explains how Zuvani Collective Ltd (“Zuvani”, “we”, “us” or “our”) collects, uses, stores and shares personal information.
Zuvani Collective Ltd is a company registered in England and Wales under company number 17291631.
Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.
Email: hello@zuvanicollective.com
For the purposes of applicable UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, Zuvani Collective Ltd is responsible for the personal information it collects and uses as an independent data controller.
Zuvani Collective Ltd is registered with the Information Commissioner’s Office under registration reference ZC246486.
2. Information we may collect
We aim to collect only the personal information reasonably necessary to provide our services and operate our business.
Depending on how you interact with Zuvani, we may collect:
- your name;
- email address;
- telephone number, where you choose to provide it;
- information contained in enquiries or correspondence with us;
- travel preferences and interests;
- intended travel dates;
- destinations of interest;
- approximate budget;
- information about the type of journey you are considering;
- information about other members of your travelling party that you choose to provide;
- information about events, hosted journeys or Zuvani activities in which you express an interest;
- your marketing and communication preferences;
- information about how you interact with our website and emails; and
- technical information such as IP address, browser type, device information and cookie identifiers where applicable.
Zuvani does not intend to collect or store full payment-card details, passport details or other highly sensitive booking information through its general website forms, email-marketing forms or ordinary email correspondence.
Where such information is required for a travel booking, you will normally be directed to a secure system operated by Fora Travel or the relevant hotel, accommodation provider or other travel supplier.
3. Special category and sensitive information
Certain information, including information relating to health, medical conditions, accessibility requirements, allergies, religious requirements or similar matters, may be sensitive personal information.
Please avoid sending sensitive personal information through ordinary website forms or email unless it is necessary.
Where such information is required to arrange your travel, we will wherever practicable direct you to provide it securely to Fora Travel or the relevant travel provider.
If Zuvani itself needs to process sensitive information, we will only do so where there is an appropriate lawful basis and an applicable condition under UK data protection law, which may include your explicit consent.
If sensitive information is sent to Zuvani when it is not necessary for us to retain it, we may transfer it securely to the appropriate booking provider and/or delete it from our systems where appropriate.
4. Information about other travellers
If you provide personal information about another person, such as a partner, family member or other member of your travelling party, you should ensure that you are authorised to provide that information and that they understand how their information may be used in connection with the proposed journey.
Where appropriate, we may ask that traveller to provide information directly through a secure booking system.
5. Children
Zuvani’s website and marketing services are not directed at children.
Where children form part of a family or group booking, limited information about them may be required to arrange travel. Such information should normally be provided by a parent, guardian or authorised adult and, where sensitive information is required, may be collected through Fora Travel or the relevant travel provider.
6. How we collect information
We may collect personal information when you:
- submit an enquiry through our website;
- complete a Flodesk or other Zuvani sign-up form;
- join the Zuvani mailing list;
- register interest in the Collective, Journal, Impact Fund, hosted journeys or events;
- communicate with us by email or other communication channels;
- take part in a consultation;
- instruct us to provide travel-design services;
- attend or register for a Zuvani event; or
- otherwise choose to provide information to us.
Where information is not provided directly by you, we may receive it from another member of your travelling party, Fora Travel or a relevant travel provider in connection with an enquiry or booking.
7. How we use your information
We may use personal information to:
- respond to enquiries;
- arrange and conduct consultations;
- understand your travel interests and preferences;
- provide bespoke travel-design and advisory services;
- prepare proposals and itineraries;
- communicate with you about proposed or existing travel;
- facilitate travel bookings;
- liaise with Fora Travel and relevant travel providers;
- administer Zuvani events, hosted journeys and community activities;
- provide customer support;
- maintain appropriate business, accounting and administrative records;
- protect our business and prevent fraud or misuse;
- improve our services and website;
- comply with legal, regulatory and contractual obligations; and
- send marketing communications where permitted.
8. Our lawful bases
We process personal information only where we have an appropriate legal basis. Depending on the circumstances, this may include:
Steps before entering into a contract. For example, responding to your enquiry, conducting a consultation or preparing to provide a travel-design service.
Performance of a contract. For example, providing an agreed travel-design service.
Legitimate interests. Where reasonably necessary to operate, administer, protect and improve Zuvani, respond to customers and maintain appropriate records, provided those interests do not override your rights and interests.
Consent. In particular, where we ask you to consent to email marketing or where explicit consent is required for particular sensitive information.
Legal obligation. Where processing is required to comply with applicable law, regulation or legal process.
9. Marketing communications
Where required, we will ask for your consent before sending marketing emails.
Marketing consent is separate from your ability to make a travel enquiry or purchase Zuvani services. You are not required to agree to marketing in order to make an enquiry.
You can withdraw your consent or unsubscribe at any time by using the unsubscribe link in our emails or contacting us directly.
We may retain sufficient information to ensure that an unsubscribe request continues to be respected.
10. Flodesk
We use Flodesk to manage certain mailing lists, forms and marketing communications.
Information submitted through a Flodesk form is processed and stored using Flodesk’s systems in the United States. Zuvani remains the data controller for that information and Flodesk acts only as our processor, handling it on our instructions under its Data Processing Addendum, which forms part of our agreement with Flodesk. Flodesk’s own privacy policy governs visitors to Flodesk’s website rather than the information you send us through a form on this site.
Section 15 explains the safeguards that apply to the transfer of that information to the United States.
You can unsubscribe from Flodesk-delivered marketing communications at any time.
11. Fora Travel
Zuvani Collective is an independent affiliate of Fora Travel.
If you choose to proceed with a travel booking, personal information reasonably necessary to arrange or administer that booking may be provided to Fora Travel.
Zuvani and Fora Travel act as separate and independent data controllers in relation to personal information that each processes. Fora Travel is responsible for the personal information it processes within its own systems.
You can review Fora Travel’s Privacy Policy at:
https://www.foratravel.com/legal/privacy-policy
Where a travel booking is made through Fora Travel, that booking will also be subject to Fora Travel’s applicable booking conditions and any applicable terms of the relevant travel provider. These contractual terms are separate from this Privacy Policy and will be provided or made available to you before a booking is confirmed.
Fora Travel also publishes general Terms of Use at:
https://www.foratravel.com/legal/terms-of-use
12. Travel providers
To arrange or administer requested travel services, it may be necessary for personal information to be shared with organisations such as:
- hotels and lodges;
- airlines;
- tour operators;
- destination management companies;
- ground handlers;
- guides;
- transfer providers;
- activity providers; and
- other suppliers involved in your journey.
We aim to share only the information reasonably necessary to deliver the relevant service.
Those organisations may process personal information under their own privacy policies and legal obligations.
13. Payments
Zuvani Collective does not collect, process or store full payment-card details for travel bookings.
Where payment is required for a travel arrangement, payment may be processed directly by Fora Travel or by the relevant hotel, accommodation provider or other travel supplier using its own secure payment system or payment link.
Zuvani does not receive or retain your full card details.
The organisation processing your payment is responsible for the personal and payment information submitted through its systems in accordance with its own privacy and security terms.
Where Zuvani uses a third-party payment processor for a separate Zuvani service, such as a design fee, event or other non-travel service, the payment will normally be processed through that provider’s secure payment environment.
14. Other service providers
We may also use third-party providers to support our business, including providers of:
- email;
- website hosting;
- cloud storage;
- analytics;
- customer communications;
- payment processing;
- professional accounting;
- legal services; and
- IT and cybersecurity support.
Those providers may process personal information only to the extent reasonably necessary to provide their services or where otherwise permitted by law.
15. International transfers
Zuvani arranges international travel and uses service providers that may operate outside the United Kingdom. As a result, personal information may sometimes be transferred to or accessed from another country.
Where UK data protection law requires safeguards for an international transfer, we rely on UK adequacy regulations where the destination country is covered by them, and otherwise on an approved contractual safeguard.
Our email and forms provider, Flodesk, Inc., stores and processes information in the United States, which is not covered by UK adequacy regulations. For those transfers we rely on the European Commission’s Standard Contractual Clauses (Module Two, controller to processor) together with the Information Commissioner’s Office International Data Transfer Addendum, both of which are incorporated into Flodesk’s Data Processing Addendum. For transfers from the United Kingdom, those clauses are governed by the law of England and Wales.
Where a travel booking involves suppliers outside the United Kingdom, the personal information reasonably necessary to arrange that booking is shared with them so that the services you have asked for can be provided.
16. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, regulatory or dispute-resolution requirements.
As a general guide:
Enquiries that do not become clients. Normally retained for up to 24 months following the last meaningful interaction.
Marketing subscribers. Retained while you remain subscribed. Limited information may continue to be held afterwards to record your unsubscribe preference.
Client and contractual records. Normally retained for up to six years after the end of the relevant client relationship where reasonably necessary for legal, accounting, tax or dispute-resolution purposes.
Some information may be retained for longer where required by law or where necessary in connection with an actual or anticipated legal claim.
17. Security
We take reasonable technical and organisational steps to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction.
We aim to minimise the sensitive personal information held directly by Zuvani and, where appropriate, rely on established booking and payment systems for higher-risk information.
No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.
18. Automated decision-making
Zuvani does not currently use personal information to make decisions about individuals solely by automated means where those decisions produce legal or similarly significant effects.
If this changes, we will update this Privacy Policy as required.
19. Your rights
Depending on the circumstances, you may have rights including the right to:
- access personal information we hold about you;
- ask us to correct inaccurate information;
- request deletion of your information;
- request restriction of processing;
- object to certain processing;
- object to direct marketing;
- request portability of certain information;
- withdraw consent where processing relies on consent; and
- complain to the Information Commissioner’s Office.
Data protection rights are subject to legal conditions and exemptions.
We will normally respond to a valid rights request within one month, subject to any lawful extension or exemption.
20. Data breaches
We maintain procedures for assessing and responding to personal-data incidents. Where a personal-data breach is required by law to be reported to the Information Commissioner’s Office, we will do so without undue delay and, where feasible, within 72 hours of becoming aware of it.
21. Complaints
If you have concerns about how Zuvani handles your personal information, please contact us first at:
hello@zuvanicollective.com
We log every data-protection complaint we receive, whatever the channel it arrives by. We will acknowledge your complaint within 30 days of receiving it, look into it, and let you know the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office:
https://ico.org.uk
23. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, technology, suppliers or legal obligations.
The latest version will be published on our website and identified by its revision date.