This Privacy Policy explains how we collect, use and protect personal data in connection with our website and our school travel services. It applies whether you interact with us online, by phone, or through a school booking a trip with us.
Who we are
We are The City Break Company Limited, company number 05404342 trading as TCBC School Tours, registered office Level 5a, Maple House, 149 Tottenham Court Road, London, W1T 7NF, England. We are registered with the ICO as a Data Controller.
For the purposes of UK data protection law, TCBC School Tours acts as an independent Data Controller when processing personal data in connection with school trips and related services.
If you are a school looking for further detail about how personal data is shared between your organisation and TCBC, please see our Data Sharing Agreement.
Personal Information
(1) In order for you to travel to some of the countries we sell holidays to, it may be mandatory depending upon the circumstances of your booking, as required by government authorities at the point(s) of departure and/or destination, for us to disclose and process information for immigration, border control, security and anti-terrorism purposes, or any other purposes as required by law. These requirements may differ depending on your destination.
This processing is necessary to comply with legal obligations and to perform our contract relating to the provision of travel services.
(2) Some information we process, such as medical conditions, dietary requirements or accessibility needs, is classed as special category data under UK data protection law.
We process this information only where it is genuinely necessary to deliver trips safely, meet safeguarding and health obligations, respond to emergencies, or comply with legal requirements.
Our lawful basis for processing this information is not usually consent, but the protection of individuals’ vital interests, compliance with legal obligations, and the safe delivery of contracted services. Where consent is used, it will be clearly requested for a specific and optional purpose.
Additional safeguards are applied to this information at all times.
(3) To provide your holiday and ensure that it runs smoothly, we need to use information such as your name and address, special needs, and any dietary requirements. Please be aware that we will pass it to suppliers of your travel arrangements, including hotels and transport companies and to public authorities such as customs and immigration. We will tell you who we are passing your data to and if you are travelling outside the U.K. this will include suppliers in your destination country(ies).
Only the minimum personal data required is shared, and only for the duration necessary. Where suppliers are located outside the UK, appropriate safeguards are applied in accordance with UK data protection law.
(4) We will also use your personal data to provide any of our online tours. We need your name, school and email address in order to provide such tours and will only use these details in connection with the provision of these services.
This data will not be used for marketing unless you have been given a clear choice and have opted in where required by law.
Sources of personal data
We sometimes obtain contact details for teachers and school staff from information that is publicly available on school websites. We do this so we can tell you about educational tours that may be relevant to your subject area or curriculum. Under the UK GDPR, when personal data has not been collected directly from you we must tell you where we obtained it. If we have contacted you using details from your school’s website, it is because the information was publicly accessible and your role suggests you may have an interest in educational travel. Our lawful basis for this processing is legitimate interest; you may opt out of our communications at any time.
You have the right to object to this processing at any time. If you do so, we will stop using your details for this purpose.
Call Recording
Incoming and outgoing telephone calls to and from us may be recorded and/or monitored. Call recordings are used for legitimate business purposes, including quality assurance and training, verifying instructions and transactions, maintaining accurate records of communications, investigating complaints and disputes, and detecting and preventing fraud and other unlawful activity. Call recordings will be stored securely, access will be restricted to authorised personnel, and recordings will be retained only for as long as necessary for the purposes set out above (and in accordance with applicable legal and regulatory requirements), after which they will be securely deleted or anonymised.
Your Data Protection Rights
You have certain rights in relation to personal data that we hold about you under UK data protection law. These include the right to:
- access your personal data
- request correction of inaccurate or incomplete data
- request restriction or erasure of personal data where applicable
- object to certain types of processing
- request data portability where applicable
- raise concerns with the Information Commissioner’s Office (ICO), the UK data protection regulator
Some of these rights apply only in certain circumstances. Where we process personal data because it is necessary to perform a contract, comply with legal obligations, or protect individuals’ vital interests, we may not be able to erase or stop processing that data. Exercising your rights will not affect the lawfulness of any processing already carried out. This is particularly relevant where personal data is required to deliver a booked school trip safely and lawfully.
We will only use data collected from you if you are travelling with us for the purposes of providing the tour in question or for the purposes of providing an online tour.
If you are the Group Leader, we will ask you at the time of booking, whether you consent to us holding your contact details for marketing purposes, which would allow us to contact you with information we consider may be of interest to you. We will only use data collected from you via this website for marketing purposes. You can opt out of marketing communications at any time without affecting the services we provide.
You will see an unsubscribe option clearly displayed at the bottom of our marketing emails or you can contact us directly on info@tcbcschooltours.co.uk
International Transfers
Some suppliers involved in delivering trips may be located outside the UK. Where personal data is transferred internationally, we ensure appropriate safeguards are in place in accordance with UK data protection law.
How Long We Keep Your Data
We retain personal data relating to school trips for 7 years after the completion of the trip to meet legal, insurance and regulatory requirements. Data is then securely deleted or anonymised unless a longer retention period is required by law.
Accessing Your Personal Information
If you wish to exercise your data protection rights (for example to access or correct your personal data) or have any queries, please email us (including full details of your request) at info@tcbcschooltours.co.uk or write to us at:
TCBC School Tours, The Colony, Altrincham Rd, Wilmslow, Cheshire, SK9 4LY
Tel: 0161 491 0264
How to Complain
If you are concerned about anything we do or wish to complain you should contact the Information Commissioner at www.ico.org.uk/concerns; helpline number 0303 123 1113; Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.
Safeguards and Security
No data transmission over the internet can be entirely secure, so we do not guarantee the security of your personal information and/or use of the Website. However, we use reasonable endeavours to protect the security of your personal information from unauthorised access. In addition to these safeguards, your personal information is protected in the UK by the Data Protection Act 2018. This provides that the information which we hold about you should be processed fairly and lawfully, should be accurate, relevant and not excessive, not be retained for longer than is necessary and, if applicable, be kept up to date. For more information on the Data Protection Act 2018 and your related rights please see www.ico.gov.uk
Cookies
We use cookies and similar technologies on our website to ensure it functions properly and to help us understand how it is used.
We use a cookie consent management platform (CookieYes) to manage non-essential cookies. Where required by law, non-essential cookies (including analytics and advertising cookies) are only placed with your consent.
You can manage your cookie preferences at any time through the cookie banner or cookie settings available on our website.
Strictly necessary cookies are used to make the website work and cannot be switched off through the cookie banner.
Last updated: February 2026
