Privacy Policy

TripMax UK Ltd ("TripMax", "we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you visit tripmax.co.uk, use our services, or contact us.

We comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully. By using our website or services, you acknowledge that you have read and understood this policy.

The data controller responsible for your personal data is:

We collect the following categories of personal data depending on how you interact with us:

We use your personal data for the following purposes:

• Visa Application Processing: Preparing, reviewing, and submitting your visa application documents to the relevant consulate or VFS Global
• Holiday Package Booking: Arranging flights, hotels, transfers, and guided tours on your behalf
• Customer Communication: Responding to your enquiries, sending updates about your application or booking, and providing consultation advice
• Identity Verification: Verifying your identity as required by travel service providers and consulates
• Legal Compliance: Complying with UK law, consulate requirements, and anti-fraud obligations
• Service Improvement: Analysing how our website and services are used to improve the client experience
• Marketing (with consent only): Sending newsletters, travel deals, and visa tips — only if you have opted in
• Finance & Accounting: Processing payments and maintaining financial records as required by HMRC

Under UK GDPR, we must have a valid legal basis for processing your personal data. We rely on the following:

We share your personal data only where strictly necessary to deliver our services or comply with legal obligations. Recipients include:

• Embassies & Consulates: Your visa application data is submitted to the relevant Schengen or national consulate as part of the visa process
• VFS Global / TLScontact: Visa application centre operators who process biometric appointments on behalf of consulates
• Airlines & Airports: Flight booking details shared with airlines for reservation purposes
• Hotels & Accommodation Providers: Booking details shared to confirm reservations
• Insurance Providers: Details shared to issue your Schengen travel insurance policy
• Web3Forms: Our website contact forms use Web3Forms (web3forms.com) to transmit enquiry data securely to our inbox
• Payment Processors: Payment data processed securely by FCA-regulated payment providers; we do not store card numbers
• Legal & Regulatory Authorities: HMRC, ICO, or law enforcement where legally required

Visa applications by their nature require transferring your personal data to countries outside the UK — specifically to embassies, consulates, and VFS Global centres in Europe and elsewhere. These transfers are necessary to fulfil your service contract with us.

Where we transfer data to countries outside the UK that do not have an adequacy decision from the ICO, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the ICO
• Adequacy regulations where the destination country has been deemed adequate
• Your explicit consent, where transfers are necessary for your visa application

After the applicable retention period, your data is securely deleted or anonymised. You may request early deletion subject to our legal obligations — see Your Rights below.

Our website uses cookies — small text files stored on your device — to improve your experience and analyse site usage. We use the following types:

You can manage or disable cookies via your browser settings at any time. Disabling essential cookies may affect site functionality. For full details, see our Cookie Policy.

Under UK GDPR, you have the following rights regarding your personal data:

• Right of Access — Request a copy of all personal data we hold about you (Subject Access Request)
• Right to Rectification — Request correction of inaccurate or incomplete data
• Right to Erasure ("Right to be Forgotten") — Request deletion of your data where there is no legal reason to retain it
• Right to Restrict Processing — Ask us to limit how we use your data
• Right to Data Portability — Receive your data in a structured, machine-readable format
• Right to Object — Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent — Where processing is based on consent, withdraw it at any time without affecting prior processing
• Right to Lodge a Complaint — Complain to the Information Commissioner's Office (ICO) at ico.org.uk or call 0303 123 1113

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, or destruction, including:

• SSL/TLS encryption on our website (HTTPS)
• Encrypted email for transmitting sensitive documents
• Access controls — only authorised staff can access client data
• Secure cloud storage with access logging
• Regular staff training on data protection
• Data breach response procedures in line with ICO requirements

In the event of a data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay.

Our services are not directed at children under 16. We do not knowingly collect personal data from children. Where a child is included in a family visa application, the data of the minor is processed solely for the purpose of the visa application and under the consent and direction of the parent or guardian.

If you believe we have inadvertently collected data from a child without appropriate consent, please contact us immediately at privacy@tripmax.co.uk.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The "Last Updated" date at the top of this page will always reflect the most recent version.

We encourage you to review this policy periodically. For significant changes, we will notify you by email (if we hold your contact details) or by a prominent notice on our website.