Privacy policy

Travel Collective ApS is the controller for the details you enter here. Your school and the hotel are separate controllers for their own processing.

If you have questions, write to mail@travelcollective.dk or talk to your teacher.

Given name and surname, date of birth, sex, nationality, and the type, number, issue date, expiry date, city of issue and country of issue of your travel document. If you choose to give it: a note about anything the agency should know.

We do not ask for your email address, and the system sends you no email.

We never ask for a photo or a copy of your passport. The hotel needs the details written in the document, not the document itself — and in several countries the hotel is not allowed to keep a photocopy at all.

We never ask for your CPR number. The hotel does not need it, and it is specially protected under Danish law.

Under the law of the country you are travelling to, the hotel must register every guest and report the details to the authorities. Most European countries have rules like this, and each sets its own deadline — in some, the hotel must report within the first 24 hours after you arrive.

Without the details you cannot check in.

The processing is carried out under Article 6(1)(b) of the GDPR (performance of the travel contract) and Article 6(1)(c) (legal obligation).

It is not based on consent. That is deliberate: consent must be freely given, and if you cannot go on the trip without providing the details, consent would not be free.

You do have to tick a box before you can send the form. It is not consent to the processing and it does not change your rights. It confirms two things: that you have read how the details are used, and that they are exactly as written in your travel document. The second is there because a typo in a document number only shows up at the hotel reception desk.

The agency passes them to the hotel you are staying at. The hotel reports them onward to the authorities in the country you are travelling to, as the law there requires.

They are also processed by the supplier that runs the system: Hetzner Online GmbH (servers in the EU). They process the details on our behalf and may not use them for anything else.

The details are not sold, not used for marketing and not shared with anyone else.

If the trip goes to a country in the EU or the EEA, passing the details to the hotel is not a transfer to a third country. If a trip goes to a country outside the EU and EEA, the agency puts the agreements the rules require in place before the details are sent.

• Details from the travel document: deleted automatically 30 days after you return.
• Given name, surname and date of birth: until the end of the financial year the trip belongs to.
• The IP address the details were sent from: 30 days.

Backups follow the same schedule, with a delay of up to 30 days.

All traffic is encrypted. Your document number is stored encrypted in the database, with the key held separately from it. Access requires a login, and every look at a document number is logged. Your teacher can see who has not filled the form in yet, but not the details from anyone's document.

You have the right to:

• see what details we hold about you
• have incorrect details corrected
• have details erased once they are no longer needed
• object to the processing and ask for it to be restricted
• receive your details in a common format

Contact your teacher or the travel agency if you want to see, correct or erase your details. The system sends you no email and does not have your email address.

You can complain to Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, datatilsynet.dk.

This site uses no cookies for statistics or marketing, and there is no third-party tracking. What you type into the form is kept temporarily in your own browser so you do not lose it if the connection drops. It stays on your phone and is cleared once you have sent it.