Privacy Policy

This privacy policy notice is for this website; and served by Hadrian's Wall Holidays is a trading name of Qool Ventures Limited and governs the privacy of those who use it. The purpose of this policy is to explain to you how we control, process, handle and protect your personal information while browsing or using this website, including your rights under current laws and regulations. If you do not agree to the following policy you may wish to cease viewing / using this website.

Policy key definitions:

  • "I", "our", "us", or "we" refer to the business, Hadrian's Wall Holidays is a trading name of Qool Ventures Limited
    "you", "the user" refer to the person(s) using this website.
  • GDPR means General Data Protection Act.
  • PECR means Privacy & Electronic Communications Regulation.
  • ICO means Information Commissioner's Office.
  • Cookies mean small files stored on a users computer or device.

Processing of your personal data

Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.

We are exempt from registration in the ICO Data Protection Register because we are only processing personal data for the core business purposes.

Lawful basis: Consent

The reason we use this basis: It is used for processing orders, sending the tickets out as well as being able to email or telephone yourselves if needed on the order.

When you place an order with Qool Ventures, your name, e-mail address, delivery address and your contact telephone number are collected in order to process and fulfil your orders and to notify you of your order status. The payment details are not stored at all by Qool Ventures and it is sent to the payment processor, which may include credit or debit card number, expiry date & security code to authorise and process your payment.

Consent will be asked for at the point of order and should you decide to order over the phone our operators will also ask you for consent at the appropriate time and refer you to this privacy policy.

We process your information in the following ways: The address is used as a mailing address and contact details (email/telephone) are used if we need to contact the client.
Data retention period: We will continue to process your information under you withdraw consent or it is determined your consent no longer exists.
Sharing your information: We do not share your information with third parties.

To find out how to block the use of cookies, please refer to the Internet cookies. Please be aware however that blocking the use of cookies may prevent certain functions of our website from working.

If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Other Information Pertaining to you - Qool Ventures may collect other information from you such as any email messages you send to us, transcripts of any live chats you take part in and Qool Ventures may also record any telephone conversations you may have for training, legal obligations, warranty and improvement purposes.

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • the right not to be subject to automated decision-making including profiling.
  • You also have the right to complain to the ICO if you feel there is a problem with the way we are handling your data.

We handle subject access requests in accordance with the GDPR.

Internet cookies

We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, referred you to a third party website.

Some cookies are required to enjoy and use the full functionality of this website.

We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.

Cookies that we use are;

  • To check if Javascript is enabled
  • To maintain sessions
  • Enable storing JavaScript settings
  • Google Analytics
  • Data security and protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

We use Google Analytics for analytics, who provide their own privacy policies and cookie opt-out.

Transparent Privacy Explanations

We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology. Advert conversion tracking scripts for Facebook and Bing are also loaded on each page, which are used for their advertising platforms. They are used only to track clicks from adverts and not to track users around the site at all. For instance, if a person clicks on an advert on Facebook or Bing the script used for conversion of the advert clicking is triggered and the advert conversion is recorded. Neither scripts track any further data than that. The social media tracking is only triggered when the social button is hovered over to activate them. The activation is shown when the widget from the social network is loaded replacing the initial display. If these scripts are blocked the site will site function as required.

Email marketing messages & subscription

Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the "Processing of your personal date" above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.

Email marketing messages that we send may contain tracking beacons / tracked click-able links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.

Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (un-subscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to un-subscribe or manage your preferences, you can also un-subscribe from the newsletter via the subscription form on the site as well as on your account page.

Changes to our Privacy Policy

Qool Ventures may make changes every now and then to its Privacy Policy and Terms & Conditions, it is your responsibility to familiarise yourself with the latest versions prior to using our website and our services.

General Security issues

Access Control & Authentication - Qool Ventures uses access control systems to ensure only authorised employees and business partners have access to your information that is limited to what is needed for carrying out their job. Each individual with access has to provide access credentials in order to gain access to the systems which are monitored.

Just as Qool Ventures employees and business partners can gain access to your personal information, Qool Ventures site may also provide you with account facilities where you can customise and improve your user experience and manage any customizable settings as well as view your own account information.

In order to provide this service Qool Ventures invite you in the first instance to create an account using your email and password, which you can do or on your order the account will be created for you with the details sent to the email used on the order. If you have an account and attempt to create a new order when you are not logged in it will be linked to your account for you. Qool Ventures would ask that you maintain the confidentiality of these credentials just as we do ours to help prevent unauthorised access.

Qool Ventures offer the following tips to keep your log in details secure:

  • Enable TFA (Two Factor Authorisation) for your account
  • Make your password strong - the longer and more complicated it is the harder it is for others to guess or crack, use a passphrase with non-alphanumeric characters or why not use a password manager.
  • Don't share passwords with anyone.
  • Don't re-use passwords on multiple online accounts as once a password is compromised if the details are used on another account. It can be used to gain unauthorised access allowing them learn more about you which can then be used for fraud/identity theft.
  • Encryption - Qool Ventures uses data encryption to ensure safe and secure transactions. The Qool Ventures site is secured using industry standard Transport Layer Security (TLS, versions 1.2 and 1.3 currently) technology which creates an encrypted link between the web server and your browser ensuring that all data passed between us remains private and secure.
  • In order to be able to generate this encrypted link (signified by a padlock in the address bar), a web server requires an TLS Certificate.

TLS certificates confirm two essential factors:

  • That you have a secure SSL/TLS (encrypted) link with our website.
  • That the website owner is a valid and legitimate organisation.
  • The site makes use of HSTS (HTTP Strict Transport Security) so you should always be connected to the site with the padlock in view.