Who are we?
We are Kool Places Pty Ltd (ABN: 59 137 288 183) trading at ICON Adventures, ‘ICON’, ‘we’, ‘our’ and ‘us’ means Kool Places Pty Ltd trading as ICON Adventures.
What Information do we collect about you?
Making an Enquiry or Booking a Trip
We will collect certain information from you when you make an enquiry or book a trip with us. Depending on your interaction with us and what products and services you use, we may collect the following personal information:
We may also keep records of the products and services you have enquired about or purchased from us, as well as collect information relevant to your booking such as flights and accommodation details you have not booked through us.
If ICON Adventures is offering visa support or assisting you with applying for a visa in Countries such as Iran, Russia, China, etc. you may be asked to provide additional information, including for example, your occupation, your fathers personal information, marital status, your spouse’s personal information, your children’s personal information, employment and education history and social media tags.
To make a payment via credit card you can use the secure online booking engine or call us direct. Your payment card details are not recorded, stored or retained by ICON in any way and therefore we ask that you do not email your payment card details. We use a third-party vendor named Travelpay to process these payments on our behalf. If ICON needs to provide you with a refund, your bank details may be collected, which are recorded and stored.
Photo and Video
When you are travelling with us a photo or video may be taken by the ICON group leader or an employee, a professional photographer or another passenger. We ask that any photos or video was taken, by ICON Adventures personnel or otherwise, are done so with permission and respect to the individual. If you do not want to be included in photos or video, please let your group leader or the photographer know.
Marketing and Other Interactions
We may contact you to seek your interest in taking part in research projects, surveys and interviews. This may include contacting you with a post-booking or post-trip feedback survey and asking to provide a score and comment on your experience.
As part of this contract, we may collect your full name, email address, booking number and departure code. You will be asked to provide a score and comment on your trip experience. This information will be linked to any comments you make about your trip
Where you have provided the relevant details, we may also contact you in response to your feedback to discuss your comments
Why do we collect your information?
Under data protection laws, for ICON to collect, hold, use and share your information we must have a purpose and lawful basis to do so. The legal basis may differ depending on your interaction with us and what information we collect, and will fall under:
Legitimate Interest – Legitimate interest means your information has a purpose and is necessary in order to provide a product or service and does not override your rights and freedoms as an individual. For example; we collect your email address for the purpose of communicating with you. It’s necessary to communicate about the product or service you’re requesting or booking, and for Intrepid to provide you with relevant information.
Legal Obligations – in certain circumstances we will need to use your information to comply with our legal obligations, for example, to comply with local laws in the country you are visiting, etc.
Vital Interest – we will collect your travel insurance information under the legal basis of vital interest, as it could be essential to you and your health that we contact your insurance provider in case of an emergency.
Contract – fulfilling a contract you may have entered into with us, such as completing a travel reservation as part of your planned itinerary.
Consent – we will obtain your explicit consent when collecting sensitive information (for example, medical information) and when required by spam laws before sending you marketing materials. You can revoke your consent or object to our marketing at any time; please see ‘WHAT ARE YOUR RIGHTS’ for further information on revoking your consent or objecting to marketing.
Making an Enquiry or Booking a Trip
We use your information to arrange and provide you with the products and services you have requested and booked. This includes booking any flights, transportation, accommodation and activities. The following will provide more insight into these purposes:
Other than where it is in your vital interests or required by relevant laws, medical information can only be used by ICON with your consent. This is because medical information is considered sensitive and by consenting, you are showing us that you understand and agree to us processing this information. Providing medical information and consenting to its use by ICON is optional, however, it is highly recommended that information be provided for your safety and wellbeing.
Photo and Video
Taking a photo or video is something many people love to do, especially as a way to capture special moments. This is likely to be the reason why you may be included in visual media taken on your trip. On occasion, visual media captured by ICON leaders and employees are so good our Studio team may wish to use them in our brochures or on our website for promotional purposes. There may also be a professional photographer scheduled on your trip for the purpose of taking promotional images. In these cases, a consent and waiver form will be provided to you.
Marketing and Other Interactions
ICON may use your information for marketing purposes including:
We conduct research and analyse your information, including feedback and comments, to help us improve our products and services and to enhance your customer experience, including customising online content, and to improve your booking and website experience. We also look for trends and future destinations and itinerary opportunities.
Sharing your information
Making an Enquiry or Booking a Trip
In order to handle your enquiry, fulfil your product or service request or manage your booking, we may share your personal information with the following:
If you book flights through ICON, or your trip includes a flight, the relevant personal information will be provided to the applicable airline. Similarly, if your trip is operated by a non-ICON affiliated tour company, your personal information will be provided to that company for them to confirm you on the trip and provide the relevant services. We also share your personal information with any travel providers or third-party local operators for the purpose of improving services and experiences, and to investigate where necessary.
Please be assured only the relevant people will be provided with access to this information.
Any information shared with travel providers is done so via secure methods and the travel provider is responsible for any information they hold in their system.
We share your personal information with third parties that help us operate, provide, improve, integrate, customise, support and market our products and services. This includes the following:
With your consent
We share information about you with third parties when you give us consent to do so. For example, we often display personal reviews of satisfied customers on our public websites. With your consent, we may post your name alongside the review.
We may share your information with an enforcement body (i.e. police) where disclosure is authorised or required by law, or with insurance providers or medical personnel. This may be for identification of fraud or error, for regulatory reporting and compliance, or if we believe the disclosure is necessary to lessen or prevent a threat to life, health or safety.
We will not sell your personal information.
What are your rights
We want you to feel reassured that you have control of the information you provide to us. Depending on relevant data protection laws, there are certain rights you have over your personal information including:
Where possible we will comply with your request, however, there may be instances where we cannot fulfil your request, or there will be consequences if we were to fulfil your request. We will always communicate with you about any consequences before going forward, or give you written reasons for any refusal.
If you are subscribed to any promotional marketing newsletters, you have the choice to unsubscribe from these communications by scrolling to the bottom of the e-mail and clicking the ‘unsubscribe’ link.
You may also wish to make a complaint about the way we have handled your personal information or other interference with your privacy rights.
You can exercise any of these rights at any time by contacting us or your relevant privacy or data protection authority.
Complaint to the Data Protection Authority
If you have any concerns or complaints about how we are collecting or processing your personal information, you can complain to your local data protection authority.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
How we keep your information secure
ICON Adventures is dedicated to keeping your personal information secure. We have implemented various physical and electronic security procedures in order to protect your information from loss and misuse, and from unauthorized access, modification, disclosure and interference.
We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Links to Third Party Sites
Cookies & Website Usage
What Are Cookies?
Cookies are unique to the web browser you’re using – so if you’re using a desktop computer as well as a mobile, different data will be collected for each.
Cookies can be set by the owner of the website you’re on. These are known as 1st Party Cookies. There are also 3rd Party Cookies that can be set by partner websites. Only the owner of the cookie can see the anonymous information it collects.
You can choose to accept all cookies, reject 3rd Party Cookies or reject all cookies either by changing your internet browser settings or when provided with the option to do so by us. If you don’t accept cookies, some features of our website won’t work. For example, you won’t be able to make a booking.
What Information Do We Collect?
We may collect information about your visits to, browsing of, and use of our website, unless your web browser blocks this. The range of data we collect will depend on how you interact with our website.
This information may include:
Buying our products online
Your recent searches and shortlisted holidays are recorded using cookies. If you’ve made a shortlist but you haven’t saved it by entering your email address, we’ll store your shortlisted holidays using a cookie, so you’ll be able to see it when you visit us again using the same computer or device.
Improving your experience
We can find out how you move around our website, so we can investigate any errors stopping you from being able to do what you want. The data we collect from cookies is important for us to improve your experience.
Tailoring and making our marketing relevant
Cookies allow us to provide you with information, products and services that we think you’ll find interesting. We can personalize and show you relevant offers and promotions on our own websites and through our advertising networks by matching you with any existing profiles.
Types of cookies we use
You can change your browser settings to accept or refuse all cookies, choose which cookies you want or don’t want, or ask to be notified when a cookie is set. Use the help feature in your browser to see how.
Changing your mind after you’ve accepted our cookies