How we collect, use and protect your personal data

This Data Protection Policy explains how Business Flight Shop collects, uses, stores and protects personal data when you use our website, contact our team, request a flight quote, message us on WhatsApp, call us, email us or make a booking enquiry.

Business Flight Shop is a trading name of White Magic Travels Ltd, a company registered in England and Wales.

Trading name: Business Flight Shop
Legal company: White Magic Travels Ltd
Company registration number: 11453354
Registered office: Fairbourne Drive, Atterbury, Milton Keynes, MK10 9RG
ATOL number: 11576
TTA membership number: Q7014
Telephone: 020 3475 1298
Email: [email protected]

For data protection purposes, White Magic Travels Ltd is the data controller for personal data collected through Business Flight Shop, unless we tell you otherwise. This means we decide why and how your personal data is used.

1. Purpose of this policy

This policy explains:

  • what personal data we collect
  • how we collect it
  • why we use it
  • the lawful basis for using it
  • who we may share it with
  • when data may be transferred outside the UK
  • how long we keep it
  • how we protect it
  • your data protection rights
  • how to contact us about your data

This policy should be read together with our Terms & Conditions and Cookie Policy.

2. Personal data we may collect

We may collect and use different types of personal data depending on how you interact with us.

Identity details
This may include:

  • Full name
  • Title
  • Date of birth, where needed for a booking
  • Passenger names
  • Passport details, where needed for travel arrangements
  • Nationality, where needed for travel arrangements

Contact details
This may include:

  • Phone number
  • WhatsApp number
  • Email address
  • Postal address
  • Preferred contact method

Travel enquiry details
This may include:

  • Departure airport
  • Destination
  • Travel dates
  • Return date
  • Cabin preference
  • Number of travellers
  • Airline preference
  • Route preference
  • Stopover preference
  • Budget or fare preference
  • Flexibility
  • Corporate travel requirements
  • Special requests

Booking details
This may include:

  • Booking reference
  • Flight details
  • Passenger details
  • Ticket information
  • Supplier details
  • Fare rules
  • Payment status
  • Change or cancellation requests
  • Refund information
  • Complaint or support history

Payment and transaction details
This may include:

  • Payment method
  • Transaction reference
  • Invoice details
  • Billing details
  • Payment status

We do not intentionally store full card details on our website systems. Payments should be processed through secure payment providers or approved payment methods.

Communication details
This may include:

  • Emails
  • Call notes
  • WhatsApp messages
  • Online form submissions
  • Live chat or chat-widget messages
  • Complaint correspondence
  • Service feedback
  • Marketing preferences

Technical and website usage data
This may include:

  • IP address
  • Browser type
  • Device type
  • Pages viewed
  • Time spent on pages
  • Enquiry form activity
  • Referral source
  • Cookie identifiers
  • Advertising tracking data where permitted

Please see our Cookie Policy for more information.
Special category or sensitive data
We do not usually need special category data for standard flight enquiries.
However, in some cases, you may choose to provide information about health, mobility, accessibility, dietary, medical or assistance requirements so that we can pass relevant requests to airlines or suppliers.
We will only use this information where necessary to assist with your travel request, where you have provided it, or where there is another lawful basis and condition for processing.

3. How we collect personal data

We may collect personal data when you:

  • Submit a flight enquiry form
  • Request a quote
  • Call us
  • Send us a WhatsApp message
  • Email us
  • Use a website chat feature
  • Ask us to arrange or support a booking
  • Make a payment
  • Request a refund, change or cancellation
  • Make a complaint
  • Leave a review or feedback
  • Subscribe to marketing updates
  • Interact with our adverts or website

We may also receive information from third parties, such as:

  • Airlines
  • Ticketing partners
  • Travel suppliers
  • Payment providers
  • Fraud prevention services
  • Review platforms
  • Advertising platforms
  • Corporate travel contacts
  • Other passengers where one person books on behalf of others

If you provide personal data about another passenger, you must have their permission to do so and must make sure they understand that their data may be used in line with this policy.

4. How We Use Your Personal Data

We may use personal data for the following purposes.

To Respond to Enquiries
We use your data to understand your travel request, contact you, check suitable options and provide relevant information.

To Prepare Flight Options and Quotes
We use travel details to compare available routes, cabins, fares, airline options, flexibility and supplier conditions.

To Arrange or Manage Bookings
If you decide to proceed, we may use your data to arrange flights or other travel services, issue documentation, communicate with suppliers and support the booking.

To Contact You About Your Enquiry or Booking
We may contact you by phone, WhatsApp, email or other agreed methods about your enquiry, quote, booking, payment, documents, changes, refunds or support needs.

To Process Payments and Invoices
We may use payment-related information to process payments, issue invoices, confirm payment status, prevent fraud and manage accounts.

To Handle Changes, Cancellations and Refunds
We may use booking and passenger details to communicate with airlines, ticketing partners, suppliers and payment providers.

To Provide Customer Support
We may use communication history and booking details to answer questions, resolve issues and assist before or after travel.

To Manage Complaints and Disputes
We may use personal data to investigate complaints, chargebacks, refund requests, supplier issues or legal claims.

To Meet Legal and Regulatory Obligations
We may use personal data to comply with accounting, tax, fraud prevention, legal, regulatory, ATOL, TTA or other obligations.

To Improve Our Website and Services
We may use technical, enquiry and usage information to improve customer experience, website performance, advertising effectiveness and service quality.

To Send Marketing Communications
Where permitted, we may send relevant updates about premium flight offers or services. You can opt out of marketing at any time.

5. Lawful Basis for Using Personal Data

Under UK data protection law, we must have a lawful basis for using personal data.

Depending on the situation, we may rely on one or more of the following lawful bases.

Contract

We use personal data where it is necessary to take steps before entering into a contract or to perform a contract with you.

For example:

  • Preparing a quote
  • Arranging a booking
  • Issuing travel documents
  • Managing changes or cancellations
Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests and your rights do not override those interests.

For example:

  • Responding to enquiries
  • Improving customer service
  • Preventing fraud
  • Keeping records of communications
  • Handling disputes
  • Measuring advertising performance
  • Improving website functionality
Legal Obligation

We may use personal data where required to comply with legal, tax, accounting, regulatory or travel-related obligations.

Consent

We may rely on consent in some situations, such as certain marketing communications, cookies or use of health/accessibility information where appropriate.

Where we rely on consent, you can withdraw consent at any time.

The ICO expects organisations to identify and explain their lawful basis and purposes clearly in their privacy information.

6. Who We May Share Personal Data With

We may share personal data where necessary with trusted third parties, including:

  • Airlines
  • Ticketing partners
  • Consolidators
  • Travel suppliers
  • Hotels or transfer providers where applicable
  • Payment providers
  • Fraud prevention providers
  • Banks or card processors
  • Technology providers
  • CRM and enquiry-management systems
  • Call, email, WhatsApp or communication providers
  • Accountants, auditors, legal advisers or insurers
  • ATOL, TTA or regulatory bodies where applicable
  • Law enforcement, regulators or authorities where required by law
  • Review platforms, where you choose to leave a review
  • Advertising and analytics providers, where permitted

We only share information where there is a reason to do so, such as responding to your enquiry, managing a booking, processing payment, meeting legal obligations, preventing fraud or providing customer support.

7. International transfers

Travel is international by nature. Your personal data may need to be shared with airlines, suppliers, systems or partners outside the United Kingdom where necessary to manage your enquiry or booking.

This may include countries that do not have the same data protection laws as the UK.

Where required, we take steps to protect personal data when it is transferred internationally, such as using appropriate contractual safeguards, relying on supplier arrangements or transferring data where necessary to perform a contract with you.

8. How We Protect Personal Data

We take reasonable steps to protect personal data from unauthorised access, loss, misuse, alteration or disclosure.

This may include:

  • Access controls
  • Secure systems
  • Staff training
  • Password protection
  • Approved payment methods
  • Limited access to booking information
  • Supplier and technology controls
  • Record-keeping procedures

No website, email, WhatsApp message or online communication can be guaranteed to be completely secure. You should not send full payment card details or unnecessary sensitive information through unsecured channels.

9. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary.

Retention periods may depend on:

  • Enquiry follow-up
  • Booking management
  • Customer service
  • Legal obligations
  • Accounting and tax requirements
  • ATOL/TTA or regulatory requirements
  • Complaint handling
  • Chargebacks or disputes
  • Fraud prevention
  • Marketing preferences

Where you make an enquiry but do not book, we may retain enquiry records for a reasonable period so that we can follow up, manage customer service and maintain business records.

Where you make a booking, we may retain booking records for longer because we may need them for legal, accounting, supplier, regulatory or dispute-resolution purposes.

Marketing preference records may be retained to ensure we respect opt-out requests.

10. Marketing Communications

We may contact you with relevant marketing communications where permitted by law.

This may include:

  • Premium flight offers
  • Business Class or First Class travel updates
  • Route-specific fare opportunities
  • Corporate travel information
  • Service updates

You can opt out of marketing at any time by using an unsubscribe link or contacting us directly.

Even if you opt out of marketing, we may still send service messages about an active enquiry, booking, payment, refund, change or complaint.

11. Cookies and Tracking

Our website may use cookies and similar technologies to:

  • Make the website work
  • Remember preferences
  • Measure website performance
  • Understand visitor behaviour
  • Track enquiry conversions
  • Improve advertising
  • Support remarketing where permitted

Non-essential cookies should only be used where permitted and, where required, with consent.

Please read our Cookie Policy for more information.

12. Calls, WhatsApp and Chat

If you contact us by phone, WhatsApp or website chat, we may keep records of the communication.

We may use these records to:

  • Respond to your enquiry
  • Manage a booking
  • Check instructions
  • Provide customer support
  • Train staff
  • Improve service quality
  • Investigate complaints
  • Manage disputes
  • Prevent fraud

If calls are recorded, customers should be informed where required.

Please avoid sending unnecessary sensitive information by WhatsApp, chat or email.

13. Corporate Travel and Business Enquiries

If you contact us on behalf of a company, employer or corporate traveller, we may process business contact details and traveller information for the purpose of responding to the enquiry or managing travel arrangements.

Where one person provides details for multiple travellers, that person must have authority to share those details and must ensure the travellers are aware of this policy.

14. Keeping Your Information Accurate

Please tell us if your personal data changes or if you believe the information we hold is inaccurate.

This is especially important for:

  • Passenger names
  • Passport details
  • Contact details
  • Email address
  • Phone number
  • WhatsApp number
  • Travel dates
  • Booking information

Incorrect information may affect our ability to respond to your enquiry, manage your booking or contact you about important travel updates.

15. Third-Party Websites

Our website may include links to third-party websites, such as airlines, review platforms, payment providers, official travel advice or suppliers.

We are not responsible for the privacy policies, data practices, security or content of third-party websites.

You should read the privacy policy of any third-party website you visit.

16. Contact Us

For questions about this Data Protection Policy or how we handle personal data, please contact:

Business Flight Shop
Trading name of White Magic Travels Ltd
Fairbourne Drive, Atterbury, Milton Keynes, MK10 9RG
Phone: 020 3475 1298
Email: [email protected]