Last updated: 6/12/25

This Privacy Policy explains how LuxeEra (“we”, “us”, “our”) collects, uses, stores, and protects your personal information.
LuxeEra operates as a sole trader in the United Kingdom and complies with UK GDPR and the Data Protection Act 2018.

By using our website, submitting a request, or becoming a member, you agree to the practices described in this Policy.

1. Information We Collect

We collect personal information necessary to provide concierge and travel-planning services. This may include:

1.1 Personal Details

• Name

• Date of birth

• Contact details (email, phone, address)

• Passport information (only when required for travel bookings)

• Emergency contact details

1.2 Travel & Lifestyle Preferences

• Destination preferences

• Dietary requirements

• Room preferences

• Health or accessibility needs (only if voluntarily provided)

• Personal preferences for experiences, events, or lifestyle services

1.3 Payment Information

Payments are processed securely through Stripe.
We do not store or have access to your full card details.

1.4 Communication Data

• Emails

• Messages

• Voice notes

• WhatsApp communication

• Any correspondence with LuxeEra

1.5 Website Usage Information

This may include:

• IP address

• Browser type

• Device information

• Cookies

• Website analytics

(See Cookie Policy for more details.)

2. How We Use Your Information

We use your information to:

• Provide concierge and lifestyle services

• Book travel, accommodation, restaurants, events, and experiences

• Coordinate with trusted third-party suppliers

• Manage memberships and payments

• Personalise recommendations based on your preferences

• Communicate with you regarding your requests

• Maintain internal records

• Improve our services and client experience

• Ensure legal compliance

We only process the data we need to deliver the services you request.

3. Legal Basis for Processing

We process your data under the following GDPR bases:

• Contractual necessity: To fulfil your requests and provide services.

• Legitimate interest: To operate and improve our business.

• Consent: For marketing communications or when handling sensitive data (e.g., dietary/medical info).

• Legal obligation: For record-keeping and regulatory reasons.

4. Sharing Your Information

We only share your information when necessary to fulfil your requests. This may include:

• Hotels and villa providers

• Airlines and aviation partners

• Chauffeur and transport companies

• Yacht and charter companies

• Event organisers

• Luxury brands or boutiques (when sourcing items)

• Travel insurance providers

• Payment processors (Stripe)

We never sell or share your data for marketing purposes with third parties.

All suppliers receive only the information required to complete your booking and must adhere to their own privacy practices.

5. International Transfers

Because LuxeEra arranges global travel and lifestyle experiences, your data may be transferred outside the UK.

We only send information abroad when:

• It is necessary to fulfil your request (e.g., a hotel booking abroad)

• The supplier has adequate data protections in place

• You have provided the required information voluntarily

We ensure international transfers comply with UK GDPR safeguards.

6. Data Security

We take your privacy extremely seriously.
Measures include:

• Secure encrypted systems

• Restricted access to personal information

• Secure password protection

• Encrypted communication via Stripe

• Secure storage of passport and travel details

• Regular reviews of data-handling practices

Despite precautions, no online transmission is fully secure. You acknowledge this when submitting data.

7. Data Retention

We retain personal data only for as long as necessary to:

• Fulfil your requests

• Maintain membership records

• Comply with legal or financial obligations

• Resolve disputes

Typically:

• Concierge request data: up to 2 years

• Membership data: for the duration of membership + 2 years

• Financial records: 6 years (required by UK law)

After this, data is securely deleted.

8. Your Rights (UK GDPR)

You have the right to:

• Access your data

• Request correction of inaccurate information

• Request deletion (“right to be forgotten”)

• Object to certain processing

• Request restriction of processing

• Withdraw consent at any time (for marketing)

• Request data portability

To exercise your rights, contact:
enquire@luxeera.co.uk

We aim to respond within 30 days.

9. Marketing Communications

We only send marketing emails or messages if you:

• Have opted in, or

• Are an existing client and the communication relates to similar services

You may unsubscribe at any time.

We do not sell or share your data with third-party advertisers.

10. Cookies

Our website uses cookies to improve your browsing experience and analyse site performance.

You may control cookies through your browser settings.

A separate Cookie Policy can be provided upon request.

11. Children’s Privacy

LuxeEra does not knowingly collect data from individuals under 18 years old.
Any information relating to minors (e.g., passports for family travel) must be provided by a parent or guardian.

12. Third-Party Links

Our website may contain links to external sites.
We are not responsible for the privacy practices of those websites.

13. Changes to This Policy

We may update this Policy periodically.
The updated version will always be available on our website.
Continued use of our services constitutes acceptance of the revised Policy.

14. Travel Information & Personal Data for Bookings

To arrange travel services, LuxeEra may collect and process the following information:

• Passport numbers

• Passport expiry dates

• Dates of birth

• Full legal names

• Travel preferences

• Loyalty programme numbers

• Emergency contact details

This information is used exclusively to make bookings on your behalf and is only shared with suppliers when necessary.

15. Sharing Data With Third-Party Travel Suppliers

To fulfil travel arrangements, LuxeEra may share your personal information with:

• Airlines

• Flight consolidators

• Hotels

• DMCs (Destination Management Companies)

• Chauffeur companies

• Experience providers

• Restaurants

• Event operators

These suppliers will only receive the information required to deliver the service you have requested.

16. International Data Transfers

Because LuxeEra arranges travel worldwide, your information may be transferred to suppliers outside the UK and the EEA.

By using our services, you acknowledge that your data may be processed in countries that may not have the same data protection laws as the UK.

We only work with reputable suppliers who follow appropriate security measures.

17. Payment Processing

Payments are processed securely through third-party platforms such as Stripe.
LuxeEra does not store full payment card details.

When payments are collected on behalf of suppliers (e.g., consolidators, hotels), this is done strictly:

✔ as agent for the supplier, and
✔ only to complete the booking you requested.

18. Data Retention Period

Passport and sensitive travel information will only be retained:

• for the duration of the booking, plus

• as long as required for regulatory or accounting purposes

After this period, the data will be securely deleted.

19. Client Rights to Access & Erasure

You may request:

• a copy of the data held about you

• correction of incorrect personal information

• deletion of personal data not required for legal or operational reasons

Requests can be made at any time via email.

20. Security of Personal Data

LuxeEra uses secure systems and encrypted platforms to store and transmit personal data.

Only authorised staff or suppliers with a legitimate travel-related purpose can access personal information.

21. Communications With Suppliers on Your Behalf

By using LuxeEra, you consent to us sharing relevant information with third-party suppliers strictly for the purpose of arranging the services you request.

You also consent to suppliers contacting you directly if necessary (e.g., flight changes, hotel confirmation).

22. Contact Information

For privacy enquiries or data requests, contact:

enquire@luxeera.co.uk
United Kingdom