RWC Official Travel Agents
Rugby World Cup



This website (“Site”) is operated by Sports Travel & Hospitality Limited (“we”, “us”, “our”).

We are committed to safeguarding your privacy and we ask that you read this privacy policy carefully as it contains important information on:

  1. Who we are

1.1 Sports Travel & Hospitality Limited is a company incorporated under English law (Company No. 07322743) and with its registered office at One Southampton Row, London WC1B 5HA, England.  Our principal place of business is at Avalon House, 72 Lower Mortlake Road, Richmond, TW9 2JY.

1.2 We are the data controller in relation to the personal information that you submit or that we collect from you via the Site.


We will collect and process the following personal information about you:

2.1 Personal information you give us. This is personal information about you which you give us by filling in forms on the Site or by corresponding with us by phone, email or otherwise. For instance, if you submit your information on the Contact Us or Register page of the Site, you will be asked to provide certain personal information about yourself including your name and contact details and we will collect and keep this information.  Also, if you choose to subscribe to our newsletters and updates you may provide your contact information and possibly also some information about your preferences.

2.2 Personal information we collect about you. We use temporary cookies on the Site. Many websites use cookies whenever a user visits their website in order to track online traffic flows. A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer browser from a website’s computer and is temporarily stored on your device’s hard drive.

Information supplied by cookies can help us to analyse the profile of our visitors and help us to provide you with a better user experience.

This Site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the Site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. They also allows you see our ads as you browse other websites or search on Google for terms related to our products or services. For more information on Google Analytics cookies, see the Google Analytics Home Page.

We may from time to time include cookies from other providers. For more information on the current cookies in use on the Site, please refer to our Cookie Notice for the Site.

You have the opportunity to set your devices to accept all cookies, to notify you when a cookie is issued, or to not receive cookies at any time. You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this Site. Therefore it is recommended that you do not disable cookies.

2.3 Personal information we receive from other sources. We may obtain your personal information from other sources.  For instance, if you have submitted personal information to any of our or our group companies’, we may obtain information about you from them and combine it with personal information that you submit via this Site.  We may also work with third parties such as payment service providers, credit reference agencies, list brokers and advertising networks and we may receive your personal information from them and combine it with personal information that you provide to us.

2.4 Where you submit personal information to us about another person, such as personal information about your guests for a product that you have purchased, you must only do so where you have their consent.  We will use that information in accordance with this Privacy and Cookie Policy.


3.1 Personal information you give to us. We will use this information:

3.2 Personal information we collect about you. We may use the personal information that we collect about you for some or all of the following purposes:

3.3 Personal information we receive from other sources. We may combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

3.4 Marketing. When you sign up to receive Rugby World Cup Supporter Tour news and information or use the Site, we will use your personal information to create a profile based on the information we hold about you. This is necessary for the purposes of our legitimate interests in ensuring we have accurate information about you. We create a profile for you based on your preferences in order to provide you with the best experience and to send you personalised marketing communications and newsletters. This is necessary for the purposes of our legitimate interests in ensuring that we provide you a personalised experience and provide you with the most relevant products.

If you have given us your consent to send you marketing communications (including by email, text, SMS, social media, on-screen message/push notification) or if we are permitted by law to send such communications without obtaining your consent, we use the information that you have provided to us for sending you personalised marketing messages about our products or services, events, and promotions.


4.1 We will only process your personal information where we have a legal basis to do so. The legal basis will depend on the purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:



5.1 We may share your information with the sports rights holder and others

Your personal information may be shared with i) Rugby World Cup Limited (RWC), and ii) Rugby World Cup 2019 Organising Committee (JR2019).

Your personal information will be used by us and those third parties for the purposes of:

Your personal data may also be shared with selected IT providers, such as third party cloud platform providers, in order to administer the above purposes.

In carrying out the above purposes, we will take steps which are reasonably necessary to ensure that appropriate safeguards are in place to protect your personal information and to make sure it is treated securely and in accordance with this privacy policy. In these cases, we rely on approved data transfer mechanisms (such as the EU “Standard Contractual Clauses” and the EU-US “Privacy Shield”) to ensure your information is subject to appropriate safeguards in the recipient country. If you are located in the EEA, you may contact us for a copy of the safeguards which we have put in place to protect your personal information and privacy rights in these circumstances..

5.2 We may also, in the usual course of our business and for the purposes of the processing, share your personal information with personnel of:

  1. suppliers and sub-contractors whom disclosure is necessary for the performance of any contract we enter into with them or you (this may include payment service providers, service contractors, and marketing fulfilment partners) or any other data processor who undertakes any data processing on our behalf;
  2. analytics and search engine providers that assist us in the improvement and optimisation of our site;


5.3 We may also disclose your personal information:

5.4 Other than as expressly set out in this Privacy and Cookie Policy or as otherwise required or permitted by law, we will not share, sell or distribute any of the personal information you provide to us without your consent.


6.1 We collect personal information from wherever users are situated, but our Site servers are situated in the UK. The personal information that we collect will therefore be transferred to the UK from any other country in which you may be located and will be subject to UK data protection laws rather than the laws of the country in which you are resident.

6.2 We implement appropriate technological and operational security measures to protect your information which is in our control against any unauthorised access or unlawful use.  Unfortunately, information transmitted via the internet cannot be completely secure and so we cannot guarantee the security of your data transmitted to our site.  Any transmission of data to us via the internet is at your own risk.

6.3 Our Site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.

Please check these policies before you submit any personal information to these websites.

6.4 We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. If we have not been in contact with you for 3 years then your account may be classed as dormant or your personal information may be deleted in line with our data retention policy.  We will email to remind you before deletion so please check your inbox regularly to see if we have sent you any emails about this.



We are committed to ensuring protection of your rights under applicable laws. You will find below a table summarizing your different rights:


Right of access You can request access to your personal information. You may also request rectification of inaccurate personal information, or to have incomplete personal information completed.

You can request any available information as to the source of the personal information, and you may also request a copy of your personal information being processed by us.

Right to be forgotten Your right to be forgotten entitles you to request the erasure of your personal information in cases where:

(i)  the data is no longer necessary in relation for the purposes of its collection or processing;

(ii) you choose to withdraw your consent;

(iii)  you object to the processing by automated means using technical specifications;

(iv)  your personal information has been unlawfully processed;

(v)  there is a legal obligation to erase your personal information; or

(vi)  erasure is required to ensure compliance with applicable laws.

Right to restriction of processing You may request the restriction of processing in the cases where:

(i) you contest the accuracy of the personal information;

(ii)  we no longer need the personal information, for the purposes of the processing; or

(iii)  you have objected to processing for legitimate reasons.

Right to data portability You can request, where applicable, the portability of your personal information that you have provided to us, in a structured, commonly used, and machine-readable format you have the right to transmit this data to another controller without hindrance from us where:

(a)  the processing of your personal information is based on consent or on a contract; and

(b) the processing is carried out by automated means.


You can also request to transmit directly your personal information to a third party of your choice (where technically feasible).

Right to object to processing for the purposes of direct marketing You may object (right to “opt-out”) to the processing of your personal information (notably to profiling or to marketing communications). When we process your personal information on the basis of your consent, you can withdraw your consent at any time.
Right not to be subject to automated decisions You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
Right to lodge a complaint to the competent Supervisory Authority If you have a privacy-related complaint against us, you may make your complaint by email to If you are unsatisfied with our response, you may then seek further recourse by contacting the competent supervisory authority or the competent court. You can notably contact our lead supervisory authority, the Information Commissioner’s Office (the “ICO”,

We will handle any request to exercise your rights in accordance with applicable law and any relevant legal exemptions. If you wish to exercise any of these rights please conduct us using the contact details below.

We may need to request specific information from you to help us confirm your identity and to enable you to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.


We reserve the right to make changes to the Privacy and Cookie Policy from time to time. Any such changes to our Privacy and Cookie Policy will be posted to the Site and, where appropriate, through e-mail notification.


If you have any requests concerning personal information or any other queries about this Privacy and Cookie Policy please contact us by sending an email to


Version: July 2018