How we collect, use and protect personal information, and your rights under UK GDPR.
In short: we are a UK company. We collect only the personal information we need to run our business and our software, we never sell it, and we never share it for other organisations’ marketing. SoftCloud does not own, transfer, modify or touch your customers’ PNRs. You can ask us to access, correct or delete your data at any time by emailing hello@softcloudtec.com.
SoftCloud Ltd (“SoftCloud”, “we”, “us”) is a company registered in England and Wales (company number 08997807) and based in Rickmansworth, Hertfordshire, United Kingdom. We provide software for travel agencies, namely SoftCloud TripHub (our agency management platform) and SoftCloud IBE (our internet booking engine for agencies’ own customers).
For any privacy question, or to exercise your rights, email hello@softcloudtec.com. We have not appointed a Data Protection Officer, as we are not required to; this address is monitored by our management team.
This policy applies to softcloudtec.com, trip-hub.com, the TripHub platform and SoftCloud IBE, demo environments, and our sales and support communications by email, telephone and WhatsApp. It is written to meet the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR). Where you are in the European Economic Area, we apply equivalent standards under the EU GDPR.
If you are a customer of one of our travel agency clients (for example, you booked a holiday through an agency’s website powered by SoftCloud IBE), that agency is responsible for your data. Please read the agency’s own privacy notice; see section 5.
We do not ask for, and you should never send us, card numbers, bank log-in details or passwords by email or WhatsApp. We do not knowingly collect special category data (such as health or religion).
Under UK GDPR we must have a lawful basis for each use of personal data. Ours are:
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
As controller, we decide why and how we use personal data about our website visitors, enquirers, prospects and our own customers’ staff (the people at agencies who use our software).
As processor, we host and process data that agencies enter into TripHub and IBE about their own customers, on the agency’s instructions and under our customer agreement. The agency is the controller of that data, and is responsible for its own privacy notice and lawful basis. We use that data only to provide and support the platform, and we do not use it for our own marketing.
SoftCloud does not own, transfer, modify or touch customer PNRs under any circumstances. Responsibility for PNRs sits between the end customer and the consolidator or supplier. Our software provides the tools through which an agency and its own suppliers work; it does not give SoftCloud ownership of, or any right to alter, that booking data.
We do not sell, rent or trade personal information to anyone, and we do not share it with third parties for their own marketing. This applies to everyone whose data we hold, including website visitors, prospects, agency users and, where we act as a processor, the customers of our agency clients.
We share personal information only where necessary, and only with:
Some of our providers (and our agency clients, who are located in many countries) may process data outside the United Kingdom and the EEA. Where personal data is transferred to a country without an adequacy decision, we put appropriate safeguards in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details of the safeguards at hello@softcloudtec.com.
Our public website does not use advertising or tracking cookies, and does not run analytics scripts. To display our pages we load fonts from Google Fonts, which means your IP address and browser details are sent to Google when the page loads. If you click a link to WhatsApp, LinkedIn, Facebook or Instagram, those services have their own privacy policies and may set their own cookies. If we introduce analytics or other non-essential cookies in future, we will ask for your consent first and update this section. Strictly necessary cookies used to deliver the TripHub and IBE platforms (for example to keep you logged in) do not need consent under PECR.
We may contact business contacts who have submitted a SoftCloud form or lead ad, or who have a corporate role at a travel agency, about TripHub and IBE by email, telephone or WhatsApp. We stop immediately if you ask. Reply “stop”, use any unsubscribe link, or email hello@softcloudtec.com. We keep a short suppression record so that we do not contact you again.
We use appropriate technical and organisational measures to protect personal data, including encrypted connections (HTTPS), access controls, and the use of reputable hosting and payment providers. No online service can be completely secure. If a personal data breach is likely to put your rights at risk, we will notify the relevant authority and you where the law requires it.
Under UK GDPR (and EU GDPR where it applies) you have the right to:
To make a request, email hello@softcloudtec.com with the subject “Data access request” or “Data deletion request”, and tell us the email address or phone number we should look up. We may ask you to verify your identity. We will respond within one month, and there is normally no charge. If you are a customer of one of our agency clients, please contact the agency first, as it controls that data; we will help them to respond.
If you remove a SoftCloud app from your Facebook, Instagram or Meta settings and request deletion there, we will treat that as a deletion request for data we hold in connection with that app, subject to any legal retention obligation.
Our products and communications are for businesses and are not directed at children. We do not knowingly collect personal data from anyone under 16 for our own purposes.
We may update this policy from time to time. The latest version will always be on this page with a new “last updated” date, and we will tell you directly if we make a material change that affects how we use your data. See also our Terms of Service.