data processing

This English version is an automated translation provided for convenience only. The Dutch version of these terms is the sole legally binding text. In the event of any discrepancy or dispute over interpretation, the Dutch version shall prevail.

Controller and contact

Controller: Planopli bvba, Eikestraat 82, 9550 Steenhuize, represented by Dominique Pieters, director. For all questions, requests or complaints regarding the processing of your personal data, you can contact planopli@planopli.net. We aim to respond to your request within a reasonable period, and in any event within one month.

Categories of data subjects

We process personal data of: (a) customers and prospective customers who book or consider booking a trip with us; (b) contact persons at suppliers, tour operators, hotels, airlines and other service providers; (c) subscribers to our newsletter; and (d) staff members and freelance travel guides.

Retention period

We do not retain your personal data longer than necessary for the purposes for which it was collected. We keep customer data for a maximum of 10 years after the end of the agreement or from the moment of acquisition, taking into account the limitation period for contractual claims. We keep accounting data for 7 years, in accordance with the statutory retention obligation. We keep data of staff members or freelance collaborators for a maximum of 5 years after termination of the cooperation, or 3 years after final settlement of any dispute. Special categories of data, such as medical information or dietary requirements, are kept only for as long as is strictly necessary for the performance of the travel agreement, unless longer retention is necessary to demonstrate its proper performance. After the applicable period has expired, your data will be deleted or anonymized.

Rights of the data subject

With regard to your personal data, you have the following rights: the right to information about the processing of your data; the right of access and to obtain a copy of your data; the right to rectification of inaccurate or incomplete data; the right to erasure, insofar as legally permitted; the right to restriction of processing; the right to object to processing, in particular for direct marketing; and the right to data portability of data you have provided to us yourself. You can exercise these rights free of charge and electronically via privacy@planopli.net. Only in the case of a manifestly unfounded or excessive request may we charge a reasonable administrative fee or refuse the request.

Consequences of not providing data

Some data are necessary for the performance of your travel agreement, for example name, date of birth and passport details for booking transport and accommodation. Without this data, we cannot execute your booking, or cannot execute it correctly. Other data are not mandatory, but not providing them may delay or complicate the execution of your trip.

Legal basis and purposes

We process your data on the basis of the following legal grounds: (a) the performance of the agreement we conclude with you, or pre-contractual measures at your request; (b) your consent, for example when subscribing to our newsletter — this consent can be withdrawn at any time free of charge and electronically via the unsubscribe link in each newsletter or via planopli@planopli.net; (c) our legitimate interest as a company, limited to informing existing customers and newsletter subscribers who have been subscribed for longer about similar trips or services, always within reasonable limits and with a right to object; and (d) a legal obligation, for example regarding accounting.

Special categories of personal data

For the execution of your trip, it may be necessary for you to provide us with special categories of personal data, such as medical information or dietary, religious or mobility-related requirements. We always ask for your separate, explicit consent for this, separate from the acceptance of our general or special terms and conditions, for example via a specifically provided field upon registration. These data are used only to organize your trip optimally and are disclosed only to the partners for whom this is strictly necessary.

Transfer to countries outside the EEA

For the performance of your travel agreement, it may be necessary to transfer your data to partners outside the European Economic Area, for example hotels, local guides or transport providers at the destination. This transfer takes place only insofar as necessary for the performance of the agreement with you. For transfers that do not fall under this exception, such as the use of [name newsletter provider], based in the United States, we rely on the appropriate safeguards offered by this partner, such as participation in the EU-U.S. Data Privacy Framework or standard contractual clauses approved by the European Commission.

Safeguards for transfers

If we transfer personal data to a recipient in a country without an adequacy decision by the European Commission, we provide appropriate safeguards in accordance with Article 46 GDPR, such as standard contractual clauses, and where required carry out a transfer impact assessment. An overview of these safeguards can be consulted upon request.

Data processing agreements

With each external party that processes personal data on our behalf, we conclude a data processing agreement that complies with the requirements of Article 28 GDPR, including appropriate technical and organizational security measures.

Source of the data

In most cases, we obtain your data directly from you. In certain cases, we may also receive data about you from third parties, such as your travel insurer, a fellow traveler booking on your behalf, or, in emergency situations, medical personnel on site. We use this data solely to assist you better.

Cookies

If our website uses cookies that are not strictly necessary for its operation, we will request your prior consent via a cookie banner, with the option to indicate your preference per category — functional, analytical, marketing. An up-to-date overview of the cookies used, their purpose and retention period is available via [cookie statement/link]. If our website does not use cookies, we state this explicitly and update this statement whenever the website changes.

Supervisory authority

If you do not agree with the way we process your personal data, you can file a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussels, www.gegevensbeschermingsautoriteit.be. You also always retain the right to apply to the competent court.

Updating this policy

This policy is regularly reviewed and updated where necessary, in any event whenever our processing activities change materially, for example due to a new website tool or service provider. Changes are published on our website stating the date of the last change.

Introduced by planopli in 2018 and last amended on 31 August 2026.