Information relevant to planning your trip.
Optional preferences and community participation.
info@railtripplanner.com
01Who handles your information
This notice covers enquiries, orders and the delivery of Rail Trip Planner’s PDF itineraries and trip maps. Contact us about privacy at info@railtripplanner.com.
02The information needed for your trip
We use the name and email you provide, your order and payment status, the trip brief, and messages needed to clarify or revise your plan. Your brief may include dates, destinations, budget, travellers, interests and existing bookings.
Provide only information relevant to planning. Do not send passport scans, payment-card numbers, medical records or information about other travellers that is unnecessary for the route. Age bands and practical access preferences are usually more useful than identity documents or diagnoses.
If a practical request reveals health or other particularly sensitive information, tell us only what is necessary. Additional safeguards and a valid basis for that sensitive processing must be arranged before it is used.
Essential trip and contact details are needed to fulfil the order; without them we may need clarification or be unable to prepare it. Optional preferences can be left blank.
03Why the information is used
| Purpose | Legal basis |
|---|---|
| Answer a service enquiry, prepare the itinerary, deliver it and handle included revisions. | Steps you request before a contract and performance of the contract. |
| Keep records required for accounting, taxation or other mandatory obligations. | Compliance with an applicable legal obligation. |
| Address a dispute or defend a legal claim using necessary records. | Legitimate interests in establishing or defending the claim, subject to your rights. |
| Optional marketing, publication of an identifiable review or use of your travel photographs. | Your separate permission where required. Ordering does not itself grant it. |
Any future use for a materially different purpose must be explained before the information is used for it.
04Tools used to prepare and deliver plans
ChatGPT (OpenAI) or Claude (Anthropic) may assist with drafting and researching a plan. Relevant parts of the trip brief may be provided to these tools. Their use does not transfer our responsibility for the planning service to them.
The drafting brief should contain only what is needed for the route. Contact details, payment information, identity documents and unnecessary sensitive information are excluded from that brief.
The website, order form, email service, payment processing and map delivery also involve service providers. Payment is handled through Stripe; a matching map is prepared using Google My Maps. Providers may process information under their own terms as well as, where applicable, on our behalf.
05Processing outside your country
Some providers may process information in countries outside the European Economic Area. The applicable location and safeguards depend on the provider and service used. You may contact us for information about the safeguards relevant to your order.
06How long information is kept
Working drafts and drafting chats are kept for up to 30 days after delivery and closure of the included revisions. The delivered PDF and necessary trip details are kept until 90 days after the trip’s planned end date, or until a relevant open issue is resolved, whichever is later. These retention periods are managed by Rail Trip Planner; deleting a working file does not automatically delete provider backups.
Necessary evidence of the order is retained separately where required for legal obligations or claims. These records do not justify retaining every travel detail indefinitely. Map access and retention are managed separately so that deleting working files does not remove the map before your trip.
When information is no longer needed for these purposes, it should be deleted or made genuinely anonymous, subject to any legal retention requirements. You can ask us about deletion or access to your order files.
08Your choices and rights
You may request access, correction, erasure, restriction, portability or objection where applicable. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. Some records may still need to be kept under a legal obligation.
Email info@railtripplanner.com with your request. We may ask for proportionate information to confirm your identity; do not send an identity document unless it is specifically necessary. Requests are normally answered within one month, subject to the lawful rules on extension.
You may complain to the Spanish Data Protection Authority (AEPD) or your competent supervisory authority.
Need a clarification?
Contact info@railtripplanner.com. For an order enquiry, include your order reference or the email used to order.