Privacy policy

Last updated: 9 September 2026

Travel Marketing Studio website is owned by Nicola Pickup trading as Travel Marketing Studio, which is a data controller of your personal data.

We have adopted this Privacy Policy, which determines how we are processing the information collected by Travel Marketing Studio, which also provides the reasons why we must collect certain personal data about you. Therefore, you must read this Privacy Policy before using the Travel Marketing Studio website or registering for one of our webinars or online events.

We take care of your personal data and undertake to guarantee its confidentiality and security.

Personal information we collect

When you visit Travel Marketing Studio, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the site, we collect information about the individual web pages or products you view, what websites or search terms referred you to the site, and how you interact with the site. We refer to this automatically-collected information as "Device Information."

Moreover, we might collect the personal data you provide to us (including but not limited to name, surname, address, contact details, etc.) during registration to be able to fulfil the agreement.

If you register for or attend one of our webinars, or place an order with us, we collect additional information. That is set out in the sections below.

Webinars and online events

We run live webinars, workshops and other online events. This section explains what we collect and why.

When you register

We collect the details you give us on the registration form. This usually includes your name, email address, business name and any answers you give to optional questions. Registration is handled through GoHighLevel.

When you attend

During a live event we may collect:

• The fact that you joined, the time you joined and left, and how long you stayed

• Anything you type in the chat, the Q&A or a poll

• Your display name as it appears to other attendees

• Your camera and microphone feed if you choose to turn them on

• Whether you clicked any links we shared during the session

We also track engagement after the event, such as whether you watched a replay or opened a follow-up email.

Recordings

We record our webinars. Attendees can be seen and heard on the recording.

If you join with your camera or microphone on, your image, your voice and your name will be captured in that recording. Anything you say out loud or type into the chat may also be captured.

We record using Zoom and Fathom. Fathom is an AI notetaker, which means it also produces a written transcript and an automated summary of the session. Those transcripts and summaries are stored alongside the recording.

We use recordings to:

• Send a replay to people who registered

• Improve future sessions

• Create clips, quotes or training material

We will tell you at the start of a session that recording has begun. If we intend to use a clip that features you in public marketing, we will ask you first.

Your choices during a webinar

We encourage you to turn your camera on. These sessions work better when people can see each other, and you get more out of them.

But it is entirely your choice, and you will not miss out on anything if you would rather not. If you prefer to stay off camera, you can:

• Keep your camera and microphone off for the whole session

• Change your display name before you join

• Send your question to the host privately rather than to everyone

• Turn your camera on for part of the session and off for the rest

• Leave the session at any point

Nobody will ask you to explain why, and your access to the session, the replay or anything you have paid for does not depend on it.

If you would like your contribution removed from a recording after the event, email us and we will remove it where it is technically possible to do so.

Why we process webinar data

• To run the event you signed up for and send you the joining link, reminders and the replay. Our lawful basis is performance of a contract, or our legitimate interests in delivering the event you asked for.

• To record the session and produce transcripts and summaries. Our lawful basis is our legitimate interests in creating a record of our own events and improving them.

• To track attendance and engagement so we know what worked and who is interested. Our lawful basis is our legitimate interests in understanding how our events perform.

• To add you to our mailing list and send you marketing emails about our services. Our lawful basis is consent, or our legitimate interests where you are an existing customer and the emails relate to similar services. Every email has an unsubscribe link and you can opt out at any time.

How long we keep it

• Recordings, transcripts and summaries: 12 months from the date of the event

• Registration and attendance records: 24 months from your last interaction with us

• Mailing list data: for as long as you stay subscribed, and for a short period afterwards so we can honour your unsubscribe

Orders, payment and delivery

If you buy something from us, we need to collect and share more information than we do for a normal visit to the site. This section explains exactly who sees what.

What we collect when you order

• Your name, email address and phone number

• Your billing address and your delivery address

• What you ordered, the amount you paid and the date

• Any delivery instructions you give us

Our online store runs on Hostinger. Your order and contact details are also copied into GoHighLevel, which is where we keep our customer records and send order and service emails.

Payment

Payments are handled by Stripe and PayPal.

We never see or store your full card details. You enter them directly with Stripe or PayPal, who process the payment and confirm to us that it succeeded. We receive confirmation of payment, the amount, and in some cases the last four digits of your card and the card type, so we can match a payment to an order and handle refunds.

Stripe and PayPal use your data for their own fraud prevention and legal obligations as well. Their own privacy policies cover that.

Delivery

We pack and post orders ourselves.

To do that, we use an online postage service to buy postage, print labels and track parcels. We use more than one depending on the parcel and the price, for example Shippo or Parcel Monkey. Whichever we use receives your name and delivery address.

Your name and delivery address are then passed to the carrier who actually delivers the parcel. Depending on the order, that will usually be Royal Mail, Evri, DPD or Yodel. We may also pass your email address or phone number so the carrier can send you delivery notifications and tracking updates.

Some items are sent to you directly by the supplier rather than by us. Where that happens, we pass your name, delivery address and the details of what you ordered to that supplier so they can send it. They may also pass those details on to their own carrier.

Carriers and suppliers use your details to deliver your order and to contact you about that delivery. They are responsible for their own handling of your data once it reaches them, and their own privacy policies apply.

Why we process order data

• To take your payment, send your order and deal with any problem, return or refund. Our lawful basis is performance of a contract.

• To keep accounting and tax records. Our lawful basis is compliance with a legal obligation.

• To prevent and investigate fraudulent orders. Our lawful basis is our legitimate interests in protecting the business.

How long we keep order data

We keep order and payment records for six years from the end of the financial year they relate to, because HMRC requires us to keep business records for that long. Delivery address details held by our shipping service and by carriers are kept according to their own retention periods.

Why do we process your data?

Our top priority is customer data security, and, as such, we may process only minimal user data, only as much as it is absolutely necessary to maintain the website. Information collected automatically is used only to identify potential cases of abuse and establish statistical information regarding website usage. This statistical information is not otherwise aggregated in such a way that it would identify any particular user of the system.

You can visit the website without telling us who you are or revealing any information, by which someone could identify you as a specific, identifiable individual. If, however, you wish to use some of the website's features, or you wish to receive our newsletter, register for a webinar, or provide other details by filling in a form, you may provide personal data to us, such as your email, first name, last name, city of residence, organisation, telephone number.

You can choose not to provide us with your personal data, but then you may not be able to take advantage of some of the website's features. For example, you won't be able to receive our newsletter, attend a webinar, or contact us directly from the website. Users who are uncertain about what information is mandatory are welcome to contact us via nicola@travelmarketingstudio.com.

Who we share your data with

We use third party services to run the website, our events, our orders and our email. We share your data with them only so far as they need it to do that job for us.

These are the categories of provider we share data with, and who we are using at the moment:

• Website and store hosting. Currently Hostinger.

• Customer records and email marketing. Currently GoHighLevel.

• Payment processing. Currently Stripe and PayPal.

• Webinar hosting, recording and transcription. Currently Zoom and Fathom.

• Shipping, postage and parcel tracking services. Used to buy postage, print labels and track parcels. We use whichever suits the parcel, for example Shippo or Parcel Monkey.

• Delivery carriers. Usually Royal Mail, DPD Evri or Yodel.

• Suppliers who dispatch orders directly to you on our behalf.

• Professional advisers, such as our accountant, where they need order or payment records.

We change providers from time to time as the business changes. When we do, the replacement will do the same job and will fall into one of the categories listed above. If you want to know exactly which providers we are using on any given day, email us and we will tell you.

We do not sell your personal data, and we do not share it with anyone for their own marketing.

Some of these providers are based outside the UK and the European Economic Area, including in the United States. Where your data is transferred outside the UK or EEA, we rely on the safeguards those providers have in place, such as standard contractual clauses or an adequacy decision.

Your rights

If you are a UK or European resident, you have the following rights related to your personal data:

• The right to be informed.

• The right of access.

• The right to rectification.

• The right to erasure.

• The right to restrict processing.

• The right to data portability.

• The right to object.

• Rights in relation to automated decision-making and profiling.

If you would like to exercise any of these rights, please contact us using the details below.

Additionally, we note that we are processing your information in order to fulfil contracts we might have with you (for example, if you make an order through the site or register for an event), or otherwise to pursue our legitimate business interests listed above. Please note that your information might be transferred outside of the UK and Europe, including to Canada and the United States.

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner's Office at ico.org.uk.

Links to other websites

Our website may contain links to other websites that are not owned or controlled by us. Please be aware that we are not responsible for such other websites or third parties' privacy practices. We encourage you to be aware when you leave our website and read the privacy statements of each website that may collect personal information.

Information security

We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use, or disclosure. We keep reasonable administrative, technical, and physical safeguards to protect against unauthorised access, use, modification, and personal data disclosure in its control and custody. However, no data transmission over the Internet or wireless network can be guaranteed.

Legal disclosure

We will disclose any information we collect, use or receive if we are required or permitted to by law. That includes complying with a court order, a witness summons, or a lawful request from a regulator, the police or another public authority. We will also disclose information where we believe in good faith that doing so is necessary to protect our rights, protect your safety or the safety of others, or investigate fraud.

Contact information

If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your personal information, you may send an email to nicola@travelmarketingstudio.com.