last updated: May 2020

1. Introduction

Glenaki Tourism Consultancy BVBA is a PR and marketing agency bases in Bruges, Belgium. At Glenaki Tourism Consultancy the privacy and security of our customers, respondents and visitors are of paramount importance. Glenaki Tourism Consultancy is committed to protecting the data you share with us. This privacy policy explains how Glenaki Tourism Consultancy we treat the information (Personal Data) in our database that we collect via personal contacts, fairs, trade databases, competitions and/or register for our emails and information requests.

For the purposes of this policy, Glenaki Tourism Consultancy defines the term “User” as an entity with which Glenaki Tourism Consultancy has an established relationship, this can be clients, journalists, bloggers, presidents of association, travel and MICE agents, ….

Any information stored on the Glenaki Tourism Consultancy servers is treated as confidential and is not shared with 3th parties. All information is stored securely and is accessed by authorized personnel only. Glenaki Tourism Consultancy implements and maintains appropriate technical, security and organisational measures to protect Personal Data against unauthorized or unlawful processing and use, and against accidental loss, destruction, damage, theft or disclosure.

2. Collection and use

2.1. In order to provide services to its Users, Glenaki Tourism Consultancy collects certain types of data from them. Data transferred to Glenaki Tourism Consultancy by Users such as texts, questions, contacts, media files, etc., remains the property of the User and may not be shared with a third party by Glenaki Tourism Consultancy without express consent from the User.

Occasionally, with your permission, Glenaki Tourism Consultancy will send information from you to 3th party if necessary to fulfill activities for your own purpose like the organisation of personalized press trips.

During a User’s registration or by contacting Glenaki Tourism Consultancy or responding to requests of Glenaki Tourism Consultancy , they provide information such as name, company name, email, address, telephone, and other relevant data. This information is used by Glenaki Tourism Consultancy to identify the User and provide them with support, services, mailings, sales and marketing actions if applicable, billing and to meet contractual obligations.

2.2. Glenaki Tourism Consultancy Users can at any time access and edit, update or delete their contact details by contacting the Glenaki Tourism Consultancy team or by using the form here below. (Glenaki.com)

Glenaki Tourism Consultancy will not retain User data longer than is necessary to fulfill the purposes for which it was collected or as required by applicable laws or regulations.

2.3. The purpose of collecting Personal Data will vary depending on the activities it is used for.

2.4.Processing in the European Economic Area (EEA)

For Users located in the European Data Region, all processing of Personal Data is performed in accordance with privacy rights and Regulations (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data, known as the General Data Protection Regulation (GDPR). Glenaki Tourism Consultancy processing is in accordance with the GDPR.

2.5. User’s data.

All data collected by Glenaki Tourism Consultancy will be stored exclusively on the secure server and in secure hosting facilities if applicable. Glenaki Tourism Consultancy contract with its hosting provider ensures that all hosting is performed in accordance with the highest security regulations.

3.Specific activities

3.1. Email Newsletter

Glenaki Tourism Consultancy uses an email newsletter program used to inform subscribers about our clients and news itemswork or to send out press releases. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user. Subscriptions are taken in compliance with the European GDPR legislation 2018. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act. No personal details are passed on to third parties nor shared with companies / people outside of the company. At any time you may request a copy of personal information held about you by Glenaki Tourism Consultancy . This information can be changed and deleted at single request of the User. Herefore he has to send a mail to Glenaki Tourism Consultancy or unsubscribe directly through the automated system.

This link is detailed at the footer of each email campaign.

Our email marketing campaigns may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].

This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

3.2. Social Media Platforms

Communication, engagement and actions taken through external social media platforms that Glenaki Tourism Consultancy participates on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details.

4.Retention and deletion
Glenaki Tourism Consultancy will not retain data longer than is necessary to fulfill the purposes for which it was collected or as required by applicable laws or regulations.
At any time the User may request a copy of personal information held about you by Glenaki Tourism Consultancy .
This information can be changed and deleted at single request of the User. Herefore he has to send a mail to Glenaki Tourism Consultancy or unsubscribe directly through the automated system.

5. Acceptance of these Conditions

We assume that all Users in contact with Glenaki Tourism Consultancy have carefully read this document and agree to its contents. If someone does not agree with this privacy policy, they can contact Glenaki through underneath contact person. Glenaki Tourism Consultancy reserves the right to change this privacy policy as necessity dictates.

6. Server security

The data is stored on a NAS (Network Attached Storage) server. This server is on site and connected to the local network. The server is only accessible from that local network and can’t be reached from the internet. The data is password protected and only the employees of Glenaki can access this data. There is an antivirus and a firewall installed on the server. There is a logging on the server that keeps track of logon attempts. If there is an unauthorized attempt to logon an email notification is send. If there is an attempt to breach the firewall also an email notification is send.

There is a backup of the data on another server in another location. The configuration of that server is like the main server of Glenaki and this server has also no access to the internet.

The local network has a connection with the internet by means of a router. On that router there is also a firewall installed and in case of unauthorized access of an attempt to breach the firewall an email notification will be send.

All computers connected to the local network have antivirus software installed and are password protected.

The Glenaki email server and web server are outsourced and are not physically connected to the Glenaki local network.

7. Glenaki Tourism Consultancy’s Data Protection Responsable

For any matters relating to privacy and data protection, the general manager of Glenaki Tourism Consultancy can be reached at the following address:

• Glenaki Tourism Consultancy
• Attn: Birgit Defoort
• Geerwijnstraat 12
• 8000 Brugge
• Belgium
• birgit@glenaki.com