Privacy Policy (Website + Booking)
Last updated: March 2026
1) Who this policy applies to
This Privacy Policy explains how StudySafe (“we”, “us”, “our”) collects and uses personal data when you visit our website, contact us, request information, submit forms, upload documents, or use any quotation, booking, onboarding, or payment journey made available through our website.
Important: When you request, arrange, purchase, manage, or claim under an insurance product, your personal data may also be processed by the relevant insurance intermediary, administrator, insurer, underwriter, claims handler, emergency assistance provider, telemedicine provider, payment provider, or other service providers involved in the relevant product or route. Their processing is governed by the applicable insurance documentation, contractual documents, service notices, and/or their own privacy notice.
Related information:
2) Personal data we collect
Depending on how you use the site, we may collect:
A) Information you provide
- Contact details (such as name, email address, phone number, and other contact information if provided)
- Booking, quotation, eligibility, or onboarding information (such as date of birth, nationality, destination, travel dates, programme details, address details, school or institution details, visa-related information, and other details requested for the relevant route)
- Identity or supporting documents uploaded by you where required for eligibility, verification, booking, fraud prevention, AML/KYC, policy administration, or compliance purposes
- Support communications (messages you send us, forms you submit, and attachments or documents you upload)
- In limited cases, special category or sensitive information where you choose to provide it, where it is required for an insurance-related purpose, or where it is necessary for claims, assistance, verification, or compliance handling by the appropriate party
B) Payment information
- Payments are processed by our payment provider(s). We do not store your full card number. We may receive limited payment-related details such as payment status, transaction reference, payer name, amount, or other confirmation data necessary to manage the booking and maintain records.
C) Technical data
- Device and browser information, IP address, pages viewed, form interactions, approximate location data, referral data, and usage information collected via cookies or similar technologies (see Cookie Policy).
3) How we use your data (purposes)
We use personal data to:
- Provide, operate, and improve the website and any quotation, booking, onboarding, or payment journey
- Respond to enquiries sent to support@studysafe.travel
- Assess eligibility, route suitability, and operational requirements for the relevant product or journey
- Process bookings, coordinate document issuance, and support policy administration through the relevant insurance or partner systems
- Verify identity, detect or prevent fraud, abuse, unauthorised activity, or financial crime, and protect site and transaction security
- Meet legal, regulatory, tax, accounting, compliance, AML/KYC, record-keeping, or reporting obligations where applicable
- Maintain internal records, handle complaints, manage disputes, and support legal claims or defence
- Improve website performance and user experience through analytics, cookies, and technical optimisation where permitted
4) Legal bases for processing (GDPR)
We rely on one or more of the following legal bases, as appropriate:
- Contract: to provide the website services, booking journey, customer support, and pre-contractual steps you request
- Legitimate interests: to operate, secure, maintain, monitor, and improve the website and services, prevent fraud, and manage business operations responsibly
- Legal obligation: to comply with legal, regulatory, tax, AML/KYC, consumer protection, accounting, or record-keeping duties
- Consent: where required, including for optional cookies or other optional processing where consent is the appropriate legal basis
- Establishment, exercise, or defence of legal claims and, where relevant, other lawful bases that may apply under data protection law
Where special category or sensitive data is involved, processing will only take place where a valid lawful condition exists under applicable data protection law.
5) Who we share data with
We may share personal data with:
- Insurance ecosystem parties needed to quote, arrange, administer, verify, support, or handle the relevant product or policy, including insurers, underwriters, intermediaries, administrators, claims handlers, assistance providers, telemedicine providers, medical networks, and other authorised partners where applicable
- Payment providers to process transactions and confirm payment status
- IT, hosting, form, storage, email, and website service providers used to operate the website and related systems
- Analytics and security providers used to monitor performance, prevent abuse, and protect the website and users
- Professional advisers such as lawyers, accountants, auditors, or compliance advisers where necessary
- Authorities, regulators, law enforcement, courts, or official bodies where required by law, regulation, or lawful request
We only share personal data where it is reasonably necessary for the relevant purpose and subject to appropriate contractual, legal, or operational safeguards where applicable.
6) International transfers
Some service providers or insurance-related parties may process personal data outside the EEA or UK. Where international transfers occur, we aim to ensure that appropriate safeguards are used where required, such as Standard Contractual Clauses, adequacy decisions, or other lawful transfer mechanisms recognised under applicable data protection law.
7) How long we keep your data
We retain personal data only for as long as reasonably necessary for the relevant purpose, including to:
- Provide website services, bookings, onboarding support, and customer communications
- Maintain records required for insurance administration, compliance, audit, tax, accounting, or business operations
- Handle disputes, complaints, claims-related queries, chargebacks, suspected fraud issues, or legal matters
- Comply with applicable legal or regulatory retention obligations
Retention periods may vary depending on the context, such as a simple enquiry, an incomplete booking, a completed booking, a cancelled booking, a complaint, or a matter connected to claims or legal obligations.
8) Security
We implement reasonable technical and organisational measures designed to protect personal data, including access controls, restricted access, secure hosting, system monitoring, and other appropriate safeguards. No system is completely secure, but we work to reduce the risk of unauthorised access, loss, misuse, disclosure, or alteration.
9) Your rights
Subject to applicable law, you may have rights to:
- Access your personal data
- Correct inaccurate or incomplete data
- Request deletion of data in certain circumstances
- Restrict or object to certain processing in certain circumstances
- Request data portability where applicable
- Withdraw consent where processing is based on consent
- Lodge a complaint with a competent data protection authority
To exercise your rights, contact support@studysafe.travel. If your request relates to data controlled directly by an insurer, intermediary, administrator, claims handler, or another third party involved in your insurance product, we may direct you to the appropriate party so your request can be handled correctly and efficiently.
10) Cookies
We use cookies and similar technologies to operate the website, understand usage, improve performance, and manage preferences. Please read our Cookie Policy for more information and to manage your preferences where available.
Read:
- Cookie Policy: View policy
11) Children’s privacy
This website and its booking journeys are intended for users who can lawfully request, purchase, or manage the relevant services, or who are acting with proper authority on behalf of another person where applicable. If you believe that a child or minor has provided personal data without appropriate authority, please contact us so we can review the matter.
12) Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to the website, booking journeys, products, partners, service providers, operational processes, or legal and regulatory requirements. The latest version will be posted on this page with the updated date.
13) Contact
Questions or requests: support@studysafe.travel