Privacy Policy
How we use and protect your personal information.
Last updated: October 2026
At The Canopy Collection, we respect your privacy and take care with the personal information you entrust to us. This Privacy Policy explains what information we collect, why we use it, who we may share it with, how long we keep it and the choices you have.
Who we are
The Canopy Collection is operated by The Canopy Collection Travel Company Ltd, a company registered in England and Wales (company number 16506677).
We are a UK-based business and our website and services are directed primarily at customers in the United Kingdom.
Where we act as controller of your personal information, we process that information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at travel@thecanopycollection.co.uk.
Information we collect
The information we collect depends on how you interact with us and the travel services you ask us to arrange. It may include:
your name and contact details;
your travel preferences, enquiries and correspondence with us;
dates of birth, passport details, nationality and other information required to arrange travel;
details of other people travelling as part of your booking, including children;
your travel arrangements and booking history;
frequent-flyer, loyalty programme or membership details;
dietary, accessibility, medical or other special requirements relevant to your travel; and
transaction and payment information.
We do not store your payment-card details. Payments are made through secure payment systems provided as part of our travel booking arrangements.
If you provide personal information about another traveller, please make sure they are aware that their information will be used to plan, arrange and administer their travel.
How we use your information
We use your personal information where necessary to:
respond to enquiries and create travel proposals;
arrange, manage and administer your bookings;
communicate with you before, during and after your trip;
provide relevant information to the suppliers involved in your travel;
remember appropriate travel preferences and requirements for future bookings;
maintain appropriate business and financial records;
meet our legal, regulatory and accounting obligations; and
send you travel inspiration, news and offers where you have chosen to receive them.
Our lawful basis for using your information depends on what we are using it for. This may include taking steps at your request before entering into a contract, performing a contract, complying with a legal obligation, pursuing our legitimate interests where appropriate, or your consent.
Health, accessibility and other sensitive information
Sometimes we need information about a traveller's health, accessibility, dietary or other special requirements so that we can arrange suitable travel or request appropriate assistance from a travel provider.
We only collect this type of information where it is relevant to the travel services you have asked us to arrange and apply the additional protections required by data protection law.
Where required, we will ask for your explicit consent to process relevant health or other special-category information.
For regular clients, relevant information may be retained between trips so that you do not have to provide the same information every time you travel with us. We will confirm important requirements with you before relying on them for a new booking.
Who we share your information with
Arranging travel often requires us to provide relevant personal information to other organisations.
Depending on your trip, these may include our host travel agency and booking providers, airlines, hotels, cruise lines, tour operators, destination management companies, transfer providers and other suppliers involved in providing your travel arrangements.
We may also share information with trusted technology, professional and administrative service providers that help us operate our business.
We only share information that is reasonably necessary for the relevant purpose.
International travel
Travel is international by nature. When arranging your trip, we may need to provide your personal information to airlines, hotels and other travel suppliers located outside the United Kingdom.
This is different from The Canopy Collection marketing its services internationally. The Canopy Collection is a UK-based business and does not actively direct or market its services to consumers in overseas jurisdictions.
However, providing international travel services will naturally require information to be shared with suppliers in the countries you choose to visit.
Data protection standards vary between countries. Where UK data protection law requires particular safeguards for an international transfer of personal information, we will use an appropriate lawful mechanism or applicable exception.
Marketing
You can choose to receive travel inspiration, news and offers from The Canopy Collection by email.
Where we ask you to opt in, this choice is optional and is separate from making an enquiry or booking travel with us.
You can change your mind at any time by using the unsubscribe option in our marketing emails or by contacting us at travel@thecanopycollection.co.uk.
Unsubscribing from marketing will not affect essential communications about an enquiry or booking.
How long we keep your information
We don't keep personal information for longer than we reasonably need it. We regularly review the information we hold and delete or anonymise information that is no longer required.
Because many of our clients travel with us regularly, we may retain relevant traveller information between bookings. This allows us to provide a more personal service without asking you to repeatedly provide information such as passport details and travel requirements.
As a general rule:
Enquiries that do not become bookings will normally be deleted after 12 months without meaningful contact.
Passport and traveller identification information will normally be deleted after 12 months without travel or an active booking with us.
Health, accessibility and other relevant special-requirement information will normally be deleted after 12 months without travel or an active booking with us.
Booking, transaction, accounting and other business records may be retained for longer where necessary to meet legal, regulatory, tax, accounting or contractual requirements.
Marketing information may be retained while you remain subscribed or while we otherwise have a lawful reason to retain it.
These periods may vary where there is a legal requirement or another documented and lawful reason to retain information for longer.
You may also ask us to delete personal information we hold about you. We will comply where applicable, although in some circumstances we may be required or permitted by law to retain certain information.
Cookies
Our website only uses cookies that are needed for it to work. If we add analytics or other optional cookies, we will ask for your consent first and update this policy.
Keeping your information secure
We take appropriate organisational and technical measures to protect the personal information we hold against loss, misuse, unauthorised access or disclosure.
Access to personal information is limited to those who reasonably need it for the operation of our business and the provision of your travel arrangements.
Where we use third-party systems and service providers to store or process personal information, we take reasonable steps to ensure that appropriate data-protection and security arrangements are in place.
Your rights
UK data protection law gives you a number of rights in relation to your personal information, although the particular rights that apply can depend on the circumstances.
These may include the right to:
ask for a copy of the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete your information in certain circumstances;
ask us to restrict how we use your information;
object to certain uses of your information; and
receive certain information in a portable format.
Where we rely on your consent, you can withdraw that consent at any time.
To exercise any of these rights, contact us at travel@thecanopycollection.co.uk.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Governing law
The Canopy Collection is established in England and Wales and our processing of personal information is governed by applicable UK data protection law.
Nothing in this Privacy Policy is intended to exclude or restrict any rights or protections that cannot lawfully be excluded under applicable law.
Changes to this policy
We may update this Privacy Policy from time to time as our business, systems or legal obligations change.
The latest version will always be published on this page, with the date of the most recent update shown at the top.