Educational Travel Services
Effective Date: 17 May 2026 | Registered in Qatar
1. Introduction
Welcome to our website. We are an educational travel company registered in the State of Qatar, specialising in organising school trips from anywhere in the world to Europe. We are committed to protecting the personal information of our clients, students, parents, guardians, and school partners.
This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you interact with our website or use our services. By using our website, you consent to the practices described in this policy.
2. Who We Are (Data Controller)
The data controller responsible for your personal information is our travel company, registered and operating under the laws of the State of Qatar. Our operations span multiple jurisdictions worldwide, and we process personal data in compliance with applicable laws in all relevant territories.
For any privacy-related enquiries, please contact us at:
Email: Contact@voyageslutecia.com
Postal Address: West Bay Lagoon, Zone 66, Street 2, Doha, Qatar
Phone: +974 33380844
3. Personal Data We Collect
Depending on the nature of your interaction with us, we may collect the following categories of personal data:
3.1 Contact and Identity Information
Full name, date of birth, nationality
Email address, phone number, postal address
Passport or national ID details (for travel bookings)
Emergency contact information
3.2 Student and Minor Information
Student name, age, school year, and school name
Medical conditions, allergies, and dietary requirements
Parental or guardian consent forms
Behavioural or special educational needs (where relevant for trip planning)
3.3 Financial Information
Payment details for trip fees (processed securely through third-party payment providers)
Billing address and invoice records
3.4 Website Usage Data
IP address, browser type, and device information
Pages visited, time spent on site, and referral sources
Cookies and similar tracking technologies (see Section 9)
4. How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To plan, organise, and deliver school trip services
To communicate with schools, parents, and guardians regarding trip details
To make travel arrangements including flights, accommodation, transport, and guided tours
To comply with entry requirements in destination countries
To manage health, safety, and emergency procedures during trips
To process payments and maintain financial records
To respond to enquiries submitted through our website
To improve our website and services
To fulfil our legal and regulatory obligations
5. Legal Basis for Processing
We process your personal data on the following legal grounds:
Contractual Necessity: to fulfil trip bookings and service agreements.
Legitimate Interests: to operate our business, improve our services, and communicate relevant information.
Consent: for sending marketing communications and for processing sensitive data relating to minors.
Legal Obligation: to comply with Qatari law, European regulations (including GDPR where applicable), and other applicable legislation.
6. Special Categories of Personal Data
Because we organise trips for school-aged minors, we may process special category data including health information, dietary needs, and emergency medical details. We treat this information with the highest level of care and process it only with explicit consent from parents or guardians, or where necessary for the safety of the student.
We never sell or share this data with third parties except as required to deliver the trip (e.g., sharing allergy information with accommodation providers or local guides).
7. How We Share Your Data
We may share your personal data with the following categories of recipients:
Airlines, hotels, coaches, and transport providers necessary for the trip
Local tour guides and destination service providers in Europe
Insurance companies for travel cover
Government authorities for border control or safety purposes
Schools and teachers as co-organisers of the trip
Payment processors and banking partners
IT service providers who help us operate our website and systems
All third parties are contractually required to protect your data and may only use it for the specific purpose for which it was shared.
8. International Data Transfers
As an international travel company operating globally, your personal data will necessarily be transferred across borders. These transfers may include:
Transfer of data from any country of origin to European destinations for school trips
Where data is transferred to or from the European Economic Area (EEA), we ensure appropriate safeguards are in place in accordance with GDPR requirements, including standard contractual clauses or adequacy decisions where applicable.
9. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience. These include:
Essential Cookies: required for the website to function properly.
Analytics Cookies: to understand how visitors use our site (e.g., Google Analytics).
Preference Cookies: to remember your settings and preferences.
You may manage or disable cookies through your browser settings. Disabling essential cookies may affect website functionality.
10. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specifically:
Trip-related records are retained for a minimum of 7 years for accounting and legal purposes
Parental consent forms and student health records are retained for 5 years following the trip date
Website enquiry data is retained for 2 years
Marketing consent records are retained until consent is withdrawn
11. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Right to access the personal data we hold about you
Right to correct inaccurate or incomplete data
Right to request deletion of your data (subject to legal obligations)
Right to object to or restrict certain types of processing
Right to data portability
Right to withdraw consent at any time, where processing is based on consent
To exercise any of these rights, please contact us using the details in Section 2. We will respond within 30 days. If you are located in the EEA, you also have the right to lodge a complaint with your local data protection authority.
12. Protection of Children and Minors
The protection of minors is of paramount importance to our business. We do not knowingly collect personal data directly from children. All data relating to students is collected from schools, parents, or legal guardians who provide consent on behalf of the minor. Parents and guardians may request access to, or deletion of, their child’s data at any time.
13. Photographic and Video Content — Marketing Use
During school trips organised by Voyages Lutécia, photographs and videos may be taken for the purpose of documenting the trip experience. Before making any marketing use of such content, Voyages Lutécia will request prior written permission from the school. No photographs or videos will be used for marketing or promotional purposes without this authorisation.
Marketing and promotional use may include our website, social media channels, brochures, and other communication materials. We will never identify students by their full name in any published content.
Additionally, our contract with each school includes a specific clause inviting the school to notify us if they do not wish photographs or videos from the trip to be used for marketing purposes. Schools are encouraged to consult with parents and guardians before providing or withholding this authorisation.
If a school or parent wishes to withdraw authorisation or request the removal of specific content after publication, they may contact us at:
Email: Contact@voyageslutecia.com
Phone: +974 33380844
Upon receipt of such a request, we will promptly remove or refrain from publishing the relevant content.
We recommend that schools inform parents of this policy prior to departure and communicate any restrictions to us in writing before the trip begins.
14. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or disclosure. These measures include encrypted data storage, access controls, and regular security reviews. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
15. Third-Party Websites
Our website may contain links to third-party websites, including travel platforms or destination guides. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before submitting any personal data.
16. Applicable Law and Jurisdiction
This Privacy Policy is governed by the laws of the State of Qatar. Where our services involve European residents or the processing of data within the European Economic Area, we additionally comply with the General Data Protection Regulation (GDPR) and applicable national implementing legislation, including French and Italian data protection law.
Any disputes arising from this policy shall be subject to the exclusive jurisdiction of the courts of Qatar, unless applicable European law provides otherwise.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. We will notify users of significant changes by posting a prominent notice on our website or, where appropriate, by direct communication. The date at the top of this policy indicates when it was last revised.
18. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us at:
Voyages Lutécia
Registered Address: West Bay Lagoon, Zone 66, Street 2, Doha, Qatar
Email: Contact@voyageslutecia.com
Phone: +974 33380844
Website: www.voyageslutecia.com
This document was prepared for informational purposes. We recommend seeking legal advice to ensure full compliance with all applicable laws.