Privacy

What this notice covers

Odyssey is committed to protecting the privacy and security of your personal information. This notice describes how we collect and use personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

It applies to:

• visitors to this website
• people who contact us, and our clients, suppliers and other business contacts
• people who apply to work for us
• members of the public whose details we collect when we act as Travel Plan Coordinator for a residential or commercial development.

Who we are

Odyssey Consult LLP is the data controller. This means we are responsible for deciding how we hold and use personal information about you. Registered in England and Wales, No. OC385254. Registered office: Tuscany House, White Hart Lane, Basingstoke RG21 4AF.

For anything to do with this notice or your personal information, contact Zoe Blake, Office Manager, at our Basingstoke office on 01256 331144 or info@odysseyconsult.co.uk.

We are registered with the Information Commissioner's Office. Our registration number is [ICO number to be confirmed].

We may update this notice at any time. Please read it together with any other privacy notice we give you when we collect your personal information.

This website

This website has no user accounts and no advertising. It does not set cookies and we do not use analytics to track visitors. The fonts and images are served from this site, so your browser is not sent to any third party when you view a page.

The website has a contact form. When you send it, the details you enter (your name, email address, and any telephone number, company, site location and message you give) are emailed to us through SMTP2GO, an email delivery company that acts on our instructions. The website itself does not keep a copy. We use these details only to reply to your enquiry, as described under "People who contact us" below.

Like every website, ours is held on servers run by a hosting company. Its servers automatically record technical details of each visit, such as your IP address and browser type, to keep the site secure and working. Our hosting company is cloudabove (SWBROADBAND Ltd), which is based in the UK.

People who contact us, clients and business contacts

If you email, telephone or write to us, or you work for one of our clients, suppliers or project partners, we hold your name, job title, employer, contact details and our correspondence with you.

We use this information to reply to you, to provide our services, to manage our contracts and to keep our business records. Our lawful bases are that it is necessary for a contract with you or your employer, and our legitimate interest in running our business and maintaining professional relationships.

We keep project and contract records for 12 years after a project ends, because of our professional and insurance obligations. We keep general enquiries that do not lead to work for two years.

Job applicants

If you send us a CV or apply for a role, we hold the information you give us, such as your contact details, qualifications, employment history and anything else in your application, together with our notes from any interview.

We use this only to consider you for work at Odyssey. Our lawful bases are our legitimate interest in recruiting staff, and taking steps at your request before entering into a contract.

If you are not appointed, we keep your application for 12 months in case a suitable role comes up, and then delete it. You can ask us to delete it sooner.

Travel Plan Coordinator work

Where we are instructed to act as Travel Plan Coordinator, we may collect personal data from members of the public, for example through email correspondence, travel surveys and prize draw entries. This applies to anyone who has given us personal data such as a name, address or email address, in particular for:

• contacting us, or being contacted, about travel-related questions
• being told the outcome of a prize draw
• receiving incentives provided by our clients, such as travel vouchers.

The reason for collecting your personal information may vary, but we will always state it clearly at the point of collection.

The personal data we process

• Personal contact details such as name, gender, title, addresses, telephone numbers and personal email addresses.
• Data you give us in a travel survey, such as your interest in walking groups, bicycle user groups or steering groups, or the make-up of your household.
• Correspondence to and from you as part of our role as Travel Plan Coordinator.

Where we get it

We collect personal information through surveys, application forms (for example for travel vouchers) and newsletter subscriptions. We may also obtain your personal data if you contact us first.

We will only obtain your data from third parties, such as a housing developer, if you have given your prior consent under that third party's own data protection policies.

Our lawful bases

• It is necessary for our legitimate interests, or those of a third party, and your interests and fundamental rights do not override those interests.
• You have given consent for us to contact you, for example to form or join interest groups, or in connection with a prize draw. You can withdraw your consent at any time by contacting us.

Why we process it

• To communicate with you about travel-related queries or information, such as journey planning enquiries, travel vouchers or newsletters.
• To communicate with you about subjects you have shown an interest in, for example in a survey.
• To contact you if you win a prize draw you have entered.

Who we share it with

We may share your data with the organisation on whose behalf we are collecting it. In most cases this is a housing developer or social landlord. We will always state clearly on whose behalf we are collecting the data and why.

We share only the minimum personal data needed for the purpose. For example, to administer a travel voucher scheme this could be your name, email address and postal address, because these are needed to confirm that you are eligible.

How long we keep it

We keep travel plan data for the period of our appointment as Travel Plan Coordinator for the development and for 12 months afterwards. We delete prize draw entries once the draw has been made and the prize delivered.

If you do not provide personal data

Providing your personal data to us is entirely voluntary. If you choose not to, we will not be able to give you travel advice or information, and you will not be able to receive travel vouchers or enter our prize draws.

Who else has access to your data

We do not sell personal information. Apart from the sharing described above, we share it only with companies that provide services to us, who may use it only on our instructions, and where we are required to by law. These companies include our IT, email and online survey providers, and SMTP2GO, which delivers messages sent through our website contact form.

Some of these providers store data outside the United Kingdom. For example, online surveys run on SurveyMonkey are stored in the United States, and SMTP2GO may process contact form messages outside the United Kingdom. Where personal data is transferred outside the UK, we make sure it is protected by safeguards recognised under UK data protection law.

Security of your data

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal information to those employees who have a business need to know.

We have procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long we keep your data

We keep your personal information only for as long as necessary to fulfil the purposes we collected it for, including any legal, accounting or reporting requirements. The periods for each type of information are given in the sections above.

Your rights

You have the right to:

• request access to, and a copy of, your personal information
• request correction of the personal information we hold about you
• request erasure of your personal information
• ask us to restrict how we use your personal information
• object to processing where we are relying on a legitimate interest (ours or a third party's), and to processing for direct marketing
• receive the personal information you gave us in a portable format, where we hold it by consent or under a contract
• withdraw your consent at any time, where we are relying on consent.

To exercise any of these rights, contact us using the details under "Who we are". We will reply within one month and there is normally no charge.

If you believe we have not complied with your rights, you can complain to the Information Commissioner's Office.

[Draft, October 2026. Not yet approved. Replace this line with the date of approval.]