Privacy Policy

Last updated: 22 August 2026

The protection of your personal data is particularly important to us. This Privacy Policy explains which personal data KidsOnTrip – Association for Families and Children Travelling processes when you visit our website, submit a childcare enquiry, or book our services.

The processing of personal data is carried out in accordance with the General Data Protection Regulation (GDPR), the Austrian Data Protection Act (DSG), and other applicable legal provisions.

1. Data Controller

The controller responsible for data processing is:

KidsOnTrip – Association for Families and Children Travelling
Registered office: Edi-Finger-Strasse 2/2/30, 1210 Vienna, Austria
ZVR number:
Email: kindershuttlewien @ gmail.com

2. What data do we process?

Depending on how you use our website and services, we may process the following data in particular:

Data relating to parents or legal guardians

• First name and surname
• Email address and telephone number
• Billing and contact details
• Requested date and childcare hours
• Name and address of the hotel or event venue
• Information relating to the booking and communication with KidsOnTrip
• Payment status and invoice information

Data relating to the child

• First name and age
• Preferred childcare language
• Habits and individual childcare needs
• Emergency contacts
• Information required to provide safe and age-appropriate childcare

Health-related data

Where necessary to ensure the child’s safety and expressly provided by the parents or legal guardians, we may process the following information in particular:

• Allergies and intolerances
• Medical conditions or other health-related circumstances
• Required medication and emergency measures
• Other health information relevant to childcare

Health data belongs to the special categories of personal data and is generally processed only with the explicit consent of the parents or legal guardians.

Technical data collected when visiting the website

• IP address
• Date and time of access
• Browser and operating system used
• Pages visited
• Technical log and security data
• Where applicable, anonymised or pseudonymised usage statistics

3. Purposes and legal bases of processing

We process personal data for the following purposes in particular:

• Processing enquiries and checking the availability of a childcare provider
• Preparing, concluding, and performing a booking
• Selecting and arranging a suitable childcare provider
• Adapting childcare to the child’s age and individual needs
• Providing childcare safely
• Communicating with parents, legal guardians, hotels, and childcare providers
• Processing payments, issuing invoices, and maintaining accounting records
• Handling changes, cancellations, complaints, or legal claims
• Ensuring the technical security and functionality of the website
• Analysing statistics and improving our website, provided that the required consent has been given

Depending on the respective purpose, processing is carried out on the following legal bases in particular:

• Article 6(1)(b) GDPR: taking steps prior to entering into a contract and performing a contract
• Article 6(1)(c) GDPR: compliance with legal obligations
• Article 6(1)(f) GDPR: legitimate interests in the safe, reliable, and economically efficient organisation of our services and in establishing, exercising, or defending legal claims
• Article 6(1)(a) GDPR: consent, particularly in relation to optional cookies or analytics functions
• Article 9(2)(a) GDPR: explicit consent to the processing of health data
• Article 9(2)(c) GDPR: protection of vital interests in a medical emergency where the data subject is physically or legally incapable of giving consent

Consent that has been granted may be withdrawn at any time with effect for the future. The lawfulness of processing carried out before consent was withdrawn remains unaffected.

4. Children’s data

Bookings and childcare enquiries may be submitted only by parents, legal guardians, or appropriately authorised adults.

The child’s data is processed only to the extent necessary to organise and safely provide childcare.

Parents and legal guardians must ensure that they are authorised to provide the relevant data and that the information submitted is complete and accurate.

5. Disclosure of data

We disclose personal data only where this is necessary to organise and provide childcare, where we are legally required to do so, or where appropriate consent has been given.

Recipients may include:

• The childcare provider selected for the assignment
• Hotels or event venues, where necessary for organisational coordination
• Payment service providers
• Providers of website operation, hosting, email communication, and technical support services
• Tax advisers, accounting service providers, insurers, or legal advisers
• Public authorities or courts, where disclosure is required by law

The childcare provider receives only the information required to prepare for and safely perform the specific childcare assignment.

We do not disclose personal data for advertising purposes or sell personal data.

6. Payment processing

We may use Stripe to process online payments.

When a payment is made, the data required to process the payment is handled directly by Stripe. This may include the payer’s name, email address, payment amount, payment method, and technical transaction data.

As a rule, KidsOnTrip does not receive complete credit card details. We receive only the information required to determine the status of the payment and assign it to the relevant booking.

Stripe’s own privacy policy also applies to data processed by the payment service provider.

7. Website operation and technical service providers

Our website is operated using the Webador website and online shop system. Technically necessary data may be processed to provide the website, enable orders, and ensure system security.

Google or Gmail services may be used for email communication.

Where external service providers process personal data on our behalf, this is carried out on the basis of appropriate data protection agreements.

Where personal data is transferred outside the European Economic Area, we ensure that the transfer is based on a mechanism permitted under the GDPR, such as an adequacy decision or appropriate Standard Contractual Clauses.

8. Cookies and analytics

Our website uses technically necessary cookies required for the basic operation of the website and online shop.

Optional analytics or preference cookies are used only where the relevant functions have been technically activated and the required consent has been given.

Further information is available in our Cookie Policy. You can manage your cookie preferences through the cookie banner provided on the website or through your browser settings.

9. Data retention

We retain personal data only for as long as necessary for the respective processing purpose or for as long as statutory retention obligations apply.

The following principles apply in particular:

• Data from non-binding enquiries is deleted if no further communication or booking takes place and there are no legal grounds for its continued retention.
• Booking, contractual, payment, and invoice data is retained in accordance with statutory commercial and tax-related retention periods.
• Health data and other special information relating to the child is retained only for as long as necessary to prepare for and provide childcare and, where applicable, to handle any resulting claims.
• Technical log data is deleted as soon as it is no longer required for security and operational purposes.
• Data processed on the basis of consent is generally retained until consent is withdrawn or the purpose of processing no longer applies.

10. Data security

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure, or destruction.

Access to children’s data and health information is restricted to those persons who require the information to organise or provide childcare.

Please note that completely risk-free transmission of data over the internet cannot be guaranteed.

11. Provision of data

Certain information is required for us to process a childcare enquiry and provide childcare safely.

If necessary information—such as contact details, the child’s age, or safety-related information—is not provided, we may be unable to process the enquiry or accept the childcare assignment.

Providing optional information is voluntary.

12. Automated decision-making

We do not carry out decisions based solely on automated processing, including profiling, that produce legal effects concerning data subjects or similarly significantly affect them.

13. Your rights

Subject to the applicable legal requirements, you have the following rights in particular:

• The right to obtain information about the personal data we process
• The right to have inaccurate or incomplete data corrected
• The right to have personal data deleted
• The right to restrict processing
• The right to data portability
• The right to object to processing based on legitimate interests
• The right to withdraw consent with effect for the future
• The right to lodge a complaint with a data protection supervisory authority

Requests to exercise your rights may be sent to kindershuttlewien@gmail.com.

Where there are reasonable doubts regarding your identity, we may request suitable proof of identity in order to protect the data subjects concerned.

14. Right to lodge a complaint

If you believe that the processing of your personal data violates data protection law, you may contact the competent supervisory authority:

Austrian Data Protection Authority
Barichgasse 40–42
1030 Vienna
Austria
Email: dsb@dsb.gv.at
Telephone: +43 1 52 152-0

15. Amendments to this Privacy Policy

We may amend this Privacy Policy if our services, the technical systems we use, or the applicable legal requirements change.

The current version will be published on this website. The “Last updated” date shown above indicates when the Privacy Policy was most recently updated.

16. Contact

If you have any questions regarding the processing of your personal data, please contact us:

Email: kindershuttlewien @ gmail.com