Privacy Policy

1. Who we are

Clay Next T LLC (“Clay Next T”, “we”, “us” or “our”) is a limited liability company formed in the State of Wyoming, United States, providing travel concierge and lifestyle services: travel arrangements, accommodation, transportation, event ticket sourcing and other personalised booking and coordination services.

For the purposes of the EU and UK General Data Protection Regulation (GDPR), Clay Next T LLC acts as the data controller for the personal information described in this policy, except where we clearly act on behalf of a corporate client, in which case that client is the controller and we act as a processor under our agreement with them.

2. Scope of this policy

This policy explains how we handle personal information when you visit our website, send us a request, become a client, or travel on arrangements we have made for you. It also covers information you give us about other people — for example fellow travellers, guests or family members.

If you provide information about someone else, you confirm that you are entitled to do so and that you have made them aware of this policy. Passenger names, dates of birth and document details are required by airlines, hotels and transport providers, and we cannot complete a booking without them.

3. Information we collect

Information you give us

• Identity and contact details — name, email address, telephone number, postal or billing address, company name and role.
• Travel details — destinations, dates, itineraries, traveller names, dates of birth, nationality, passport or identity document numbers and expiry dates, visa status, frequent-flyer or loyalty programme numbers.
• Preferences — seat, cabin and room preferences, dietary requirements, accessibility needs, occasion notes and other instructions you choose to share.
• Payment information — billing details and bank transfer references. We invoice and are paid by bank transfer; we do not operate a card payment page and do not store full payment card numbers.
• Correspondence — the content of emails, messages and calls relating to your request, including approvals of quotations.

Special category information

Dietary requirements, accessibility needs or medical notes relevant to a trip may reveal information about health or beliefs. We only collect this where you volunteer it, we use it solely to fulfil the booking, and we share it only with the supplier who needs it. Where required, we rely on your explicit consent, which you can withdraw at any time by contacting us.

Information we collect automatically

• Technical data — IP address, browser type and version, device type, operating system, referring page and the pages you view on our site, collected through standard web server logs.

Information from other sources

• Suppliers — booking confirmations, reference numbers, change and cancellation notices from airlines, hotels, transport companies and ticketing partners.
• Your employer or travel organiser — where a company books on your behalf.

4. How and why we use it

Where the GDPR applies, the legal basis for each purpose is shown in brackets.

• To answer your request and prepare a proposal — reviewing your brief, checking availability and sending you options and prices. (Steps taken at your request prior to entering a contract.)
• To make and manage bookings — passing traveller details to airlines, hotels, transport providers and ticketing partners, issuing confirmations, handling changes, delays and cancellations. (Performance of our contract with you.)
• To invoice and take payment — issuing invoices, reconciling bank transfers and chasing unpaid amounts. (Performance of a contract; legitimate interests in being paid.)
• To support you while travelling — rebooking, rearranging transfers and coordinating with suppliers during a trip. (Performance of a contract; in an emergency, protection of vital interests.)
• To keep records and meet legal obligations — accounting, tax, anti-fraud and sanctions compliance, and responding to lawful requests from authorities. (Legal obligation.)
• To improve our service and secure our systems — reviewing supplier performance, diagnosing faults and preventing abuse of the website. (Legitimate interests.)
• To send occasional service updates to existing clients about their bookings or our services. (Legitimate interests; consent where required.) You can opt out at any time.

We do not sell personal information, we do not share it with data brokers, and we do not use it for automated decision-making or profiling that produces legal or similarly significant effects.

5. Who we share it with

We disclose personal information only where it is needed, and only to:

• Travel suppliers — airlines, rail operators, hotels, villa owners, chauffeur and car hire companies, charter operators, restaurants, event organisers and ticketing partners, in order to make and honour the booking you approved.
• Other travel intermediaries — global distribution systems, consolidators and destination partners used to source and confirm your arrangements.
• Professional advisers and service providers — accountants, auditors, legal advisers, banks, payment providers, email and IT hosting providers, bound by confidentiality obligations.
• Authorities — border, customs, immigration, tax and law-enforcement agencies where disclosure is required by law or by the rules of the destination country.
• A successor entity — if our business or its assets are reorganised, merged or transferred, under confidentiality terms.

Once a booking is passed to a supplier, that supplier handles your information under its own privacy policy and is responsible for its own processing.

6. International transfers

Travel is international by nature. Your information will be transferred to, and stored or processed in, countries outside your own — including the United States, where Clay Next T LLC is established, and the destination country of your trip. Those countries may not provide the same level of data protection as your home jurisdiction.

Where we transfer personal information out of the European Economic Area, the United Kingdom or Switzerland, we rely on an appropriate safeguard — normally the European Commission’s Standard Contractual Clauses with our service providers, or the derogation for transfers necessary for the performance of a contract concluded in your interest, which applies to the airlines, hotels and transport providers you have asked us to book.

7. How long we keep it

• Enquiries that do not become bookings — up to 12 months after the last contact.
• Booking and itinerary records — for the duration of our relationship and up to 6 years afterwards, to handle complaints, disputes and chargebacks.
• Invoices and accounting records — at least 7 years, as required by US tax law.
• Passport and identity document details — deleted once the relevant trip is complete, unless you ask us to retain them on file for future bookings.
• Website server logs — typically 30 to 90 days.

When a retention period ends, we delete the information or irreversibly anonymise it.

8. Security

We use access-controlled accounts, encrypted transport (TLS) for our website and email, encrypted storage on company devices, multi-factor authentication on business-critical accounts, and a need-to-know rule for who sees client files. Travel documents are shared with suppliers through their own secure booking channels wherever possible.

No method of transmission or storage is completely secure. Please do not send full payment card numbers or photographs of identity documents by unencrypted email; ask us for a secure alternative. If a breach affects your rights and freedoms, we will notify you and the competent supervisory authority as required by law.

9. Your rights

If you are in the EEA, the UK or Switzerland

Subject to conditions and exemptions, you have the right to:

• access the personal information we hold about you and receive a copy;
• have inaccurate information corrected;
• have information erased where we no longer need it;
• restrict or object to our processing, including processing based on legitimate interests;
• receive certain information in a portable, machine-readable format;
• withdraw consent at any time, without affecting processing already carried out;
• lodge a complaint with your local data protection authority.

If you are a California resident

Under the CCPA/CPRA you may request disclosure of the categories and specific pieces of personal information we have collected, the purposes of collection and the categories of recipients; request deletion or correction; and you will not be discriminated against for exercising those rights. We do not sell or share personal information for cross-context behavioural advertising, and we have not done so in the preceding 12 months.

How to exercise them

Write to concierge@claynextt.com. We will respond within 30 days (or as otherwise required by law), and may ask for information to verify your identity before acting. Requests are free unless manifestly unfounded or excessive.

10. Cookies & the website

This website does not set advertising, analytics or tracking cookies, and does not use any advertising network or cross-site tracking technology. No cookie banner is displayed because none is required for the cookies we do not set.

The site loads typefaces from Google Fonts. When a page loads, your browser requests those font files from Google’s servers, which means your IP address and basic request data are visible to Google, governed by the Google Privacy Policy. Photographs are loaded from Unsplash in the same manner. Our own web server keeps standard access logs as described above.

Contact form submissions are delivered to our inbox and used only to answer your request.

11. Children

Our services are directed at adults. We do not knowingly collect personal information from children under 16 other than the traveller details an adult provides when booking travel for a family. If you believe a child has provided us with information directly, contact us and we will delete it.

12. Third-party services

Our site and our confirmations may link to airline, hotel, ticketing and other supplier websites. We do not control those sites and are not responsible for their content or privacy practices. Review their policies before submitting information to them.

13. Changes to this policy

We may update this policy to reflect changes in our services or in the law. The version in force is the one published on this page, with the date shown at the top. Where a change materially affects how we use your information, we will notify active clients by email.

14. Contact us

For any privacy question, request or complaint:

See also our Terms of Use, which govern the use of this website and our services.