Privacy Policy
Last updated: 29 September 2026
Red Leaf Routes (“Red Leaf Routes”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it, and the rights you have in relation to your information.
Red Leaf Routes is a UK-based sole trader providing working-holiday support and related administrative services to individuals travelling to Canada. We are not a legal or immigration advisory service.
By using our website, submitting an enquiry or registration form, booking our services, or otherwise providing information to us, you acknowledge the practices described in this Privacy Policy.
1. Who We Are
Red Leaf Routes is the organisation responsible for deciding how and why your personal information is processed.
For data protection purposes, Red Leaf Routes acts as the data controller for the personal information we collect and use in connection with our business.
If you have any questions about this Privacy Policy or how we handle your information, please contact us using the contact details provided on our website.
2. What Personal Information We Collect
Depending on how you interact with Red Leaf Routes and the services you request, we may collect the following types of information:
Contact information
This may include:
Full name
Email address
Telephone or mobile number
Postal address
Country of residence
Emergency contact details where relevant
Working-holiday and application information
This may include information relevant to helping you prepare for your Canadian working-holiday plans, such as:
Date of birth
Nationality
Passport information where required
Visa or work-permit status
International Experience Canada (IEC) application status
Planned travel dates
Intended arrival and departure dates
Previous Canadian travel or work experience
Relevant employment information
CV/resume information
Education and qualifications
Employment preferences
Skills, experience and availability
We only request information that is reasonably necessary for the services we provide.
Employment and accommodation information
Where relevant, we may collect information relating to:
Job preferences
Interview availability
Employment applications
Employer communications
Accommodation preferences
Accommodation requirements
Arrival and departure arrangements
Information necessary to coordinate with accommodation providers
Payment and transaction information
We may collect information relating to payments and transactions, including:
Payment amounts
Payment dates
Invoice information
Transaction references
Payment status
Where payments are processed through a third-party payment provider, payment card or banking information may be collected and processed directly by that provider rather than by Red Leaf Routes.
Communications
We may retain information contained in communications between you and Red Leaf Routes, including:
Emails
Telephone or mobile conversations and relevant notes
SMS messages
WhatsApp messages
Zoom or other video-call communications
Social media messages
Online booking or enquiry submissions
Website and technical information
When you use our website, certain technical information may be collected automatically, depending on the cookies and analytics technologies in use. This may include:
IP address
Browser type
Device information
Operating system
Website pages visited
Approximate location derived from IP address
Referring website
Website usage information
3. How We Collect Your Information
We may collect personal information:
Directly from you when you contact us
When you submit a registration, enquiry or contact form
When you book or purchase our services
During consultations or calls
Through email, telephone, SMS, WhatsApp or other messaging services
Through Zoom, Microsoft Teams or other video-call services
When you provide information for employment or accommodation arrangements
From employers or accommodation providers where relevant to your booking
Through our website and associated booking systems
Through payment and transaction providers
Through cookies and analytics technologies
From publicly available sources where reasonably necessary for the provision or administration of our services
4. How We Use Your Information
We may use your personal information for the following purposes:
Providing our services
We may use your information to:
Provide the services you have requested
Assist with administrative aspects of your Canadian working-holiday plans
Provide information and guidance relating to the services included in your package
Assist with job-readiness and interview preparation
Facilitate employment interviews with relevant employers
Coordinate accommodation where this forms part of your service
Communicate with you regarding your booking and arrangements
Provide relevant updates and reminders
Managing your booking
We may use your information to:
Process and manage bookings
Issue invoices and payment information
Process or reconcile payments
Maintain records of your booking
Respond to questions and requests
Deal with complaints or disputes
Provide customer support
Working with third parties
Where necessary to provide the services you have requested, we may use your information to communicate with or provide relevant information to:
Employers
Resorts
Accommodation providers
Property or housing partners
Booking providers
Payment providers
Other service providers involved in delivering your booking
We only share information that is reasonably necessary for the relevant purpose.
Business administration
We may also process information to:
Maintain business and financial records
Meet legal and regulatory obligations
Prevent fraud or misuse
Protect our legal rights
Establish, exercise or defend legal claims
Improve our services
Maintain the security of our website and systems
Understand how our website is used
Manage our business operations
5. Our Lawful Bases for Processing
Under UK data protection law, we need a lawful basis for processing personal information.
Depending on the circumstances, we may rely on one or more of the following lawful bases:
Contract
We may process information where it is necessary to provide services you have requested, manage your booking, or take steps at your request before entering into a contract.
Legal obligation
We may process information where necessary to comply with a legal or regulatory obligation.
Legitimate interests
We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
Examples may include managing our business, maintaining records, communicating with clients, preventing fraud, protecting our legal rights and improving our services.
Consent
In circumstances where consent is required, we may ask for your consent before processing your information for a particular purpose.
Where we rely on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect processing that took place before consent was withdrawn.
6. Information Shared With Employers
Where your chosen service includes employment or interview facilitation, we may need to provide relevant information to prospective employers or partner organisations.
This may include:
Name
Contact details
CV/resume
Employment history
Education and qualifications
Skills and experience
Availability
Relevant working-holiday or work-permit information
Information you have provided about your employment preferences
We will only share information that is reasonably necessary for the relevant employment or interview process.
Once information has been provided to an employer, that employer may process it under its own privacy policy and data protection responsibilities.
Red Leaf Routes does not control how an independent employer subsequently processes your personal information.
7. Information Shared With Accommodation Providers
Where accommodation forms part of your booking or we are assisting you with accommodation arrangements, we may provide relevant information to accommodation providers or property partners.
This may include:
Name
Contact details
Arrival and departure dates
Accommodation requirements
Relevant booking information
Other information reasonably necessary to arrange or administer accommodation
Accommodation providers may process your information under their own privacy policies and terms.
8. Other Third Parties
We may use third-party service providers to help operate our business and provide our services.
Depending on the services we use, these may include providers of:
Website hosting
Website management
Online booking and scheduling
Payment processing
Email
Cloud storage
Customer relationship management
Accounting
Analytics
Video conferencing
Communications and messaging
Document management
IT and security services
These providers may process personal information on our behalf where necessary to provide their services.
We may also disclose information where required by law, legal process, court order, regulatory authority or where reasonably necessary to protect our rights, property or safety.
9. International Transfers
Some of the employers, accommodation providers, service providers or technology platforms we work with may be located outside the United Kingdom.
Where personal information is transferred outside the UK, we will take reasonable steps to ensure that the transfer is carried out in accordance with applicable UK data protection law.
Depending on the circumstances, this may involve relying on an adequacy decision, appropriate safeguards or another lawful transfer mechanism.
Where relevant, further information about international transfers can be obtained by contacting us.
10. How Long We Keep Your Information
We will not keep your personal information for longer than reasonably necessary for the purposes for which it was collected.
The appropriate retention period will depend on factors including:
The nature of the information
The reason we collected it
Whether you are an existing or former client
Our ongoing relationship with you
Legal, accounting or regulatory requirements
Whether the information may be required to establish, exercise or defend legal claims
Some information may therefore be retained for a period after your booking or relationship with Red Leaf Routes has ended.
When information is no longer required, we will take reasonable steps to securely delete or anonymise it.
11. Data Security
We take reasonable technical and organisational measures to protect personal information against:
Unauthorised access
Loss
Misuse
Alteration
Disclosure
Destruction
However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
You should avoid sending unnecessary sensitive personal information through ordinary email, social media or unsecured messaging services.
Where appropriate, we may ask you to provide information through a specific form, booking system or other method.
12. Your Data Protection Rights
Subject to certain legal conditions and exemptions, you may have the following rights under UK data protection law:
Right to access: You can request a copy of the personal information we hold about you.
Right to rectification: You can ask us to correct inaccurate or incomplete information.
Right to erasure: You can ask us to delete your personal information in certain circumstances.
Right to restriction: You can ask us to restrict the processing of your information in certain circumstances.
Right to object: You may object to certain types of processing, including processing based on legitimate interests and direct marketing.
Right to data portability: In certain circumstances, you may request that information you provided to us is provided to you or transferred to another organisation in a structured, commonly used and machine-readable format.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time.
These rights are not absolute and may be subject to legal conditions or exemptions.
13. How to Exercise Your Rights
If you wish to exercise any of your data protection rights, please contact Red Leaf Routes using the contact details provided on our website.
We may need to request additional information to verify your identity before responding to your request.
We will normally respond to a valid request within one month, although this may be extended where permitted by law for particularly complex or numerous requests.
We will not normally charge a fee for exercising your rights. However, applicable data protection law allows charges to be made, or requests to be refused, in certain circumstances where requests are manifestly unfounded or excessive.
14. Marketing Communications
We may contact you about Red Leaf Routes services, updates, offers or other relevant information where we have a lawful basis to do so.
Where consent is required for marketing communications, we will obtain that consent before sending them.
You can opt out of marketing communications at any time by:
Using the unsubscribe option included in a marketing email; or
Contacting us directly.
Opting out of marketing communications will not prevent us from sending necessary service-related communications, such as booking information, payment information, important updates or other communications relating to an existing service.
15. Cookies
Our website may use cookies and similar technologies.
Cookies are small files stored on your device that can be used for purposes such as:
Making the website function correctly
Remembering preferences
Understanding website usage
Measuring website performance
Improving our website and services
Supporting marketing or analytics activities where applicable
Some cookies may be strictly necessary for the operation of the website, while others may require your consent.
Where required by law, we will ask for your consent before placing non-essential cookies on your device.
You can manage certain cookie preferences through your browser settings and, where applicable, through our website's cookie-management tools.
16. Website Analytics
We may use analytics services to understand how visitors use our website.
Analytics information may include information such as:
Pages visited
Time spent on pages
General website navigation
Device and browser information
Approximate location
How visitors arrived at our website
Analytics helps us understand website performance and improve the experience we provide.
Where applicable, analytics technologies that require consent will only be used in accordance with applicable cookie and data protection requirements.
17. Children's Information
Red Leaf Routes' services are generally intended for individuals aged 18 or over.
We do not knowingly collect personal information from children for the purpose of providing our services.
If you believe that a child has provided personal information to us without appropriate consent, please contact us so that we can review the information and take appropriate action.
18. Automated Decision-Making
Red Leaf Routes does not generally use personal information to make decisions about clients solely through automated decision-making that produces legal or similarly significant effects.
If this changes in the future, we will update this Privacy Policy and provide any information required by applicable data protection law.
19. Links to Other Websites
Our website may contain links to websites operated by third parties, including employers, accommodation providers, government organisations and other service providers.
This Privacy Policy only applies to information processed by Red Leaf Routes.
We are not responsible for the privacy practices, content or security of third-party websites.
You should review the privacy policy of any third-party website before providing personal information to it.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
Our services
The way we process personal information
Technology we use
Legal or regulatory requirements
Our business practices
The latest version will be published on our website and will include the date it was last updated.
21. Complaints
If you have concerns about how Red Leaf Routes has handled your personal information, we encourage you to contact us first so that we can investigate and try to resolve the issue.
You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent supervisory authority for data protection.
The ICO's website provides information about data protection rights and how to make a complaint.
Information Commissioner's Office (ICO)
22. Contact Details
If you have any questions about this Privacy Policy, how we process your personal information, or wish to exercise your data protection rights, please contact Red Leaf Routes using the contact details provided on our website.
Red Leaf Routes
UK-based sole trader
Website: redleafroutes.com
Last updated: September 2026