Privacy Policy

Roomsandmore.co.uk (Imdadh Limited)

Roomsandmore.co.uk, operated by Imdadh Limited, is committed to protecting your privacy and handling your personal data responsibly. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Imdadh Limited is the data controller.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website or services. Please read it carefully to understand how your information is handled.

By accessing or using our website, you confirm that you have read, understood, and agreed to the practices described in this policy.

Cookies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help us recognise you, understand how our site is used, and improve functionality and performance.

You can manage or disable cookies at any time through your browser settings. Please note that disabling cookies may affect how certain parts of our website function.

Information We Collect

We collect and process personal data to provide our services, manage bookings, and meet our contractual and legal obligations.

Information You Provide to Us

This includes information you submit directly, such as when you:

make a booking or enquiry
contact us by phone, email, or online forms
request information or quotations

You are responsible for ensuring that any personal data you provide about other individuals included in your booking is accurate and that they are aware of this Privacy Policy.

Booking-Related Personal Information

When you book accommodation, travel services, or other related products through us, we collect and use personal data to manage and fulfil your booking.

Types of Personal Data We May Collect

This may include:

full name and title
date of birth
postal address
email address and telephone number
gender
passport or travel document details
emergency contact and next-of-kin information
booking references
payment card details
meal or accessibility requirements
destination address where required by law (e.g. for travel to the USA)

How We Use Your Personal Information

We use your personal data to:

process and manage your bookings
send confirmations, itineraries, and service updates
notify you of changes, delays, or cancellations
coordinate travel services with airlines, hotels, transfer providers, and other suppliers
handle payments, refunds, and accounting processes
provide customer support before, during, and after your trip
personalise services, offers, and communications
improve our website, services, and customer experience
conduct surveys and gather feedback
comply with legal and regulatory requirements
manage our internal operations, systems, and security

We will only use your personal data where we have a lawful basis to do so.

Special Category Personal Data

Certain information, such as health details, religious requirements, or dietary needs, is classified as special category data under GDPR.

We only collect this information:

where it is necessary to meet your specific needs
with your explicit consent

By making a booking with us, you also consent to relevant insurers, medical professionals, or service providers sharing necessary information with us where required to act in your interests or in an emergency.

Sharing Your Information

We may share your personal data with:

companies within the Imdadh Limited group
airlines, hotels, tour operators, and other travel service providers involved in fulfilling your booking
trusted third-party suppliers and contractors
payment processors and IT service providers
legal or regulatory authorities where required by law

We only share information that is necessary and ensure appropriate safeguards are in place.

International Data Transfers

Your personal data may be transferred outside the UK, including to countries where travel services are provided. Some of these countries may have different data protection standards.

Where international transfers occur, we take reasonable steps to ensure that your data is protected in line with applicable data protection laws.

Data Security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration.

This includes secure systems, restricted access, and procedures designed to safeguard data throughout its lifecycle, from collection to deletion.

While we take every reasonable precaution, no system is completely secure, and data transmission over the internet is at your own risk.

External Links

Our website may contain links to third-party websites or social media platforms. We are not responsible for the content, privacy practices, or data handling of these external sites. We recommend reviewing their privacy policies before providing any personal data.

Data Retention

We only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements.

When data is no longer required, it is securely deleted or anonymised.

Your Rights

Under the UK GDPR, you have the right to:

access your personal data
request correction of inaccurate data
request deletion of your data
object to or restrict processing
request data portability