Privacy Policy

Last updated: 15 September 2026

This policy explains what personal data RepTrip (“RepTrip”, “we”, “us”) handles when you visit reptrip.io or contact us about arranging meetings with education agents, why we handle it, and what rights you have. It is short because we collect very little.

1. Who is responsible for your data

RepTrip is responsible for the personal data described in this policy (in data-protection terms, we are the “controller”). You can contact us about anything in this policy at hello@reptrip.io.

2. When you visit the website

The website does not use cookies or similar technologies, analytics, advertising, social media plugins or third-party scripts. Fonts and images are served from our own server, so loading a page does not send your data to other companies.

Server access logs

Like almost every website, our web server automatically records each request it receives. A log entry contains your IP address, the date and time, the page or file requested, the response status, the referring page (if your browser sends it) and your browser’s user agent, which describes the browser and operating system.

We use these logs only to keep the website secure and working: to detect and block abuse, and to investigate errors and attacks. Where the GDPR or UK GDPR applies, our legal basis is our legitimate interest in running a secure website. Logs are kept for a limited period and are then deleted or overwritten automatically. We keep particular entries longer only when they are needed to investigate a specific security incident. We do not use logs to build profiles of visitors.

3. When you email us

If you write to us, we receive your email address and whatever you choose to include. Typically that is your name, job title, institution, travel dates and cities, the programmes you recruit for, and agents you already work with.

We use this information to answer your enquiry, prepare a quote, arrange and manage meetings, and keep a record of our correspondence. Our legal bases are taking steps at your request before entering into a contract, performing the contract with you or your institution, and our legitimate interest in running our business and replying to enquiries.

Please do not send us personal data about individual students or applicants. The service does not need it.

4. Information about education agents

To arrange meetings, we handle the business contact details of education agents and agency staff: names, job titles, agency names, business email addresses and phone numbers, office addresses, and information about what they recruit for. We obtain these from the agents themselves, from public sources such as agency websites and professional directories, and from institutions that tell us about agents they know.

We use these details to contact agents about possible meetings and to schedule them. Our legal basis is our legitimate interest in introducing agents to institutions that recruit international students, which relates to their professional role. Agents can ask us at any time to stop contacting them.

5. Who we share data with

• Education agents and institutions. To arrange a meeting, we tell the agent about the institution and the person travelling (name, role, institution and meeting time), and we tell the institution who the agent is. We share only what is needed to set up and hold the meeting.
• Service providers. Our email and web hosting providers process data on our behalf and on our instructions, and may not use it for their own purposes.
• Authorities. We disclose data where the law requires it, or where it is necessary to establish or defend legal claims.

We do not sell personal data or share it for advertising.

6. International transfers

The service is international by nature. Arranging a meeting in another country means sharing contact details with people in that country, which may not have data-protection laws equivalent to those where you are. We share only what the meeting requires. Where our service providers process data in other countries and the law requires safeguards for that transfer, we rely on appropriate mechanisms such as adequacy decisions or standard contractual clauses.

7. How long we keep data

• Server logs: for a limited period, as described in section 2.
• Emails and trip details: while we are in contact with you or your institution about a trip, and afterwards for as long as reasonably needed to deal with follow-up questions and to meet legal, accounting or tax obligations.
• Agent contact details: while they remain relevant for arranging meetings, or until the agent asks us to stop using them.

When we no longer need personal data, we delete it.

8. Security

The website is served over HTTPS. We limit access to personal data to people who need it to provide the service and protect our email accounts with strong authentication. No method of transmission or storage is completely secure, but we take reasonable steps to protect the data we hold.

9. Your rights

Depending on where you live (for example, in the EU, the EEA or the UK), you may have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data deleted;
• restrict how we use your data;
• object to our use of your data where we rely on legitimate interests, including being contacted by us;
• receive the data you gave us in a portable format;
• withdraw your consent at any time, where we rely on consent.

To use any of these rights, email hello@reptrip.io. We may need to confirm your identity before acting on a request. We aim to reply within one month.

You also have the right to complain to a data-protection supervisory authority, in particular in the country where you live or work or where you believe an infringement took place. We would appreciate the chance to deal with your concern first.

10. Children

The website and the service are intended for professionals at educational institutions and agencies. They are not directed at children, and we do not knowingly collect personal data from children.

11. Changes to this policy

If we change how we handle personal data, we will update this page and the “Last updated” date at the top. If a change is significant, we will explain it on this page.

12. Contact

Questions about this policy or your personal data: hello@reptrip.io.