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Privacy policy

Information pursuant to and for the purposes of Article 13 of EU Regulation 2016/679 relating to the protection of personal data

Holiday System S.r.l., with registered office in via Giacomo Matteotti 1/E 38065 Mori (TN), Tax Code and VAT number 01554560225, as Data Controller, informs you, pursuant to Article 13 of EU Regulation 2016/679 (Regulation on the protection of personal data, hereinafter “GDPR”), about the essential elements of the processing carried out and illustrated below.

We would like to point out that our company operates in full compliance with the applicable Italian legislation on personal data protection and with the GDPR, recognizing its utmost importance.

Before proceeding with browsing, we therefore invite you to carefully read this information notice (hereinafter “Notice”), as it contains important information on the protection of personal data and on the security measures adopted to ensure their confidentiality.

This Notice, moreover:

is intended only for the website holidaysystem.it (“Site”) and does not apply to other websites that may be consulted via external links;
is to be understood as information provided pursuant to Article 13 of the GDPR to those who interact with the Site.

Below are the essential elements of the processing carried out.

Personal data subject to processing

Personal data means any information relating to an identified or identifiable natural person, with particular reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more elements characteristic of their physical, physiological, mental, economic, cultural or social identity.

The personal data collected by the Site are as follows:

Browsing data: the IT systems of the Site collect certain personal data whose transmission is implicit in the use of Internet communication protocols. This information is not collected to identify you, but by its very nature could, through processing and association with data held by third parties, allow you to be identified. This data includes, for example, IP addresses or domain names of the devices used to connect to the Site, the time of the request, the method used to submit the request to the server, the size of the file obtained in response, the numerical code indicating the status of the server’s response (successful, error, etc.) and other parameters relating to your operating system and IT environment;
Data provided voluntarily: through the Site you may voluntarily provide personal data, for example, name, contact details, billing address for the purchase of our products through the online registration service available on our Site. We will use this data in compliance with the applicable legislation, assuming that it refers to you. If the data refers to third parties, you act as an independent data controller, assuming all legal obligations and responsibilities. In this regard, you grant the broadest indemnity against any dispute, claim, request for compensation for damages from processing, etc. that may be received by our company from third parties whose personal data have been processed through your use of the Site in violation of the applicable legislation currently in force;
Cookies and similar technologies: we collect personal data through cookies. More information on the use of cookies and similar technologies is available here.

Purposes and legal bases of processing

Specifically, your personal data are processed for the following purposes and legal bases:

site display and browsing (activities related to the proper provision of the various functions requested by you, for security reasons and for ascertaining responsibility in the event of hypothetical cyber crimes against the Site, as well as to obtain anonymous statistical information on the use of the Site and to check its correct functioning); the legal basis is the contract and pre-contractual measures (Art. 6.1, letter b, GDPR);
activities related to contact management (activities involving the processing of personal data such as name, surname, subject); the legal basis is the contract and pre-contractual measures (Art. 6.1, letter b, GDPR);
activities related to the execution of a contract to which you are a party, including the pre-contractual phase (examples include: provision of a service through the “online registration” section on the Site, registration to the newsletter service, etc.); the legal basis is the contract and pre-contractual measures (Art. 6.1, letter b, GDPR);
statistical research/analysis on aggregated or anonymous data (activities that do not involve the processing of personal data, as they do not involve user identification and are used, for example, to measure the functioning of the Site, traffic and user interest);
activities related to the establishment and/or exercise and/or defense of rights (examples include disputes relating to the proper performance of contractual relationships, formal notices, debt collection); the legal basis is legitimate interest (Art. 6.1, letter f, GDPR);
other activities carried out in compliance with legal obligations/orders of Authorities (such as communication to third parties); the legal basis is legal obligation (Art. 6.1, letter c, GDPR);
maintenance of IT systems and devices (persons responsible for maintenance and repair of the Site may accidentally have access to your personal data. These are occasional and unforeseeable events, in any case without identification purposes and limited to the duration of the maintenance/repair intervention); the legal basis is legitimate interest (Art. 6.1, letter f, GDPR).

We do not carry out processing with automated decision-making processes.

We do not carry out profiling activities, except for profiling via cookies. More information on the use of cookies and similar technologies is available here.

Specific notices will be published on the pages of the Site set up for the provision of certain services (e.g. “online registration” service).

Retention period of data

Your personal data will be retained for the time strictly necessary to fulfill the purposes described above and to comply with legal obligations.

In particular, for site display and browsing your data are deleted immediately at the end of the browsing session, unless they are necessary for the exercise or defense of rights; for contact management activities your personal data are deleted once the purpose of contact, response or correspondence has been definitively fulfilled; for activities related to the execution of a contract to which you are a party (including the pre-contractual phase), your personal data are retained for the entire duration of the contractual relationship and, once concluded, will be retained for the purposes of establishing/exercising/defending a right; for activities related to the establishment and/or exercise and/or defense of rights, until the time allowed by national legislation to protect one’s interests (Articles 2946 and 2947 of the Italian Civil Code), subject to further retention in case of interruption of limitation periods; for activities carried out in compliance with legal obligations/orders of Authorities and for maintenance of IT systems and devices, referring to personal data already available for the other purposes indicated in this Notice, retention periods coincide with those identified from time to time for the aforementioned purposes.

Consent and optional/mandatory nature of provision

The processing of your personal data, for the purposes described above, may be carried out without your consent.

The provision of your data that you undertake to provide contractually or by legal obligation is mandatory and constitutes a necessary requirement for the conclusion of the contract; failure to provide such data will make it impossible for us to proceed with contracts and related obligations. Any other provision of your personal data (e.g. for sending requests not yet formalized in a contract or for browsing the site) is purely optional. The only consequence of failure to provide optional data will be the impossibility of providing or performing the requested services.

Categories of recipients

Your Personal Data may also be communicated to third parties, for technical and operational needs strictly related to the purposes indicated above, and in particular to the following categories:

subjects necessary for the provision of services offered by the Site, including by way of example the sending of emails and analysis of Site operation, who typically act as data processors of our company;
entities, professionals, companies or other structures appointed by us for processing related to the fulfillment of contractual, administrative, accounting, insurance and management obligations related to the ordinary conduct of our economic activity, also for debt collection purposes;
public authorities and administrations for purposes related to the fulfillment of legal obligations or to parties entitled to access them by virtue of legal provisions, regulations, EU legislation;
banks, financial institutions or other entities to whom the transfer of such data is necessary for carrying out our business activity in relation to the fulfillment of contractual obligations undertaken towards you;
providers of installation, assistance and maintenance services of IT and telematic systems and all services functionally connected and necessary for the performance of contractual services;
persons authorized by us to process data who have undertaken to maintain confidentiality or have an adequate legal obligation of confidentiality (e.g. employees and collaborators).

Transfers abroad

The Data Controller does not transfer personal data outside the European Economic Area. However, the Controller reserves the right to use cloud services; in such case, service providers will be selected from those providing adequate guarantees in compliance with applicable legislation.

Processing methods

The processing of your personal data will take place both electronically and in paper form.

Processing will, however, be carried out mainly using IT tools and in any case in compliance with minimum security and confidentiality measures. In particular, technical, IT, organizational, logistical and procedural security measures have been implemented to prevent loss, unlawful or improper use of data and unauthorized access.

Rights of the data subject and complaint to the Supervisory Authority

We inform you that, with regard to the processing of your personal data, you may exercise the following rights:

Right to obtain access to your personal data (Art. 15 GDPR): you may contact us to know whether your personal data are being processed and to receive the information required by law;
Right to rectification (Art. 16 GDPR): obtain correction of inaccurate personal data or completion of incomplete data;
Right to erasure/right to be forgotten (Art. 17 GDPR): obtain deletion of your personal data in cases provided by law;
Right to restriction of processing (Art. 18 GDPR): obtain that your personal data are only stored, excluding other processing activities, in cases provided by law;
Right to data portability (Art. 20 GDPR): obtain your personal data in a structured, commonly used and machine-readable format and have them transmitted directly to another controller, where provided by law;
Right to object (Art. 21 GDPR): object to further processing of your personal data for reasons related to your particular situation, unless our compelling legitimate grounds prevail, in cases provided by law;
Right to withdraw consent (Art. 7.3 GDPR): withdraw consent at any time where processing is based on consent.

To exercise the above rights, you may use the contact details of the Data Controller provided in this Notice.

The exercise of rights is free of charge and not subject to any formal requirement.

We also inform you of your right to lodge a complaint with the competent Data Protection Authority. Please note that, pursuant to Art. 77.1 GDPR, the complaint may be lodged with the Authority of the place where you habitually reside, work or where the alleged violation occurred.

Data Controller

The Data Controller is: Holiday System S.r.l.

email: gdpr@holidaysystem.it
phone: 0464 423854
postal address: via Matteotti 1/E, 38065 Mori (TN)

Changes

This Notice is effective as of October 18, 2018. We reserve the right to modify or simply update its content, in part or in full, also due to changes in applicable legislation. The updated Notice will be promptly published on this Site. We therefore invite you to regularly visit this page to review any updates.

TRAVEL CONTRACT

ART. 1 GENERAL RULES

The sale and purchase of a package holiday, and therefore this Contract, are governed by the Italian Tourism Code (Articles 32–51), as currently amended by Legislative Decree no. 62/2018 implementing EU Directive no. 2015/2302, as well as by the provisions of the Italian Civil Code concerning transport and mandate, where applicable.

This contract governs the terms and conditions of participation in summer holidays organized by Holiday System S.r.l. within Italy (in the locations indicated on the website holidaysystem.it). These general conditions form an integral and essential part of every proposal, registration, and confirmation of registration, together with the “Book Now” section available on the Website.

ART. 2 ELIGIBILITY

The Camps named Trentino Adventure and Sport & Tennis are open to children and teenagers aged 7 to 17.

The Trentino English Camp is open to teenagers aged 11 to 17.

ART. 3 PERIODS AND PARTICIPATION FEES

The periods and participation fees are indicated on the presentation page of the offers and during the registration process.

Participation fees include all sports and recreational activities of the Camp and full board accommodation (including laundry service for two-week sessions, excluding lunch on the departure day), except for any optional additional services specified on the presentation page and during registration.

Participants who have already attended a Holiday System holiday in previous years are entitled to a promotional rate (package reserved for returning participants).

A promotional rate is also available for siblings who enroll in the same year in Holiday System stays in Italy (sibling package).

If one or more siblings are enrolled in the same year in Holiday System Camps both in Italy and in England, each of them will be entitled to register using the sibling package under the regulations of the respective Camp. Therefore, participants in Italy will pay the discounted sibling rate, while participants in England will pay according to the sibling promotion applicable to Camps in England (please refer to the relevant regulations).

The “Sibling” promotion cannot be combined with the “Returning Participant” promotion.

The Organizer reserves the right to modify or cancel the scheduled periods in case of force majeure or if the minimum number of participants is not reached, with the sole obligation to refund the amounts already paid and with express exclusion of any further compensation. The Organizer will communicate any changes or cancellations with adequate notice, as provided in Art. 17 below.

ART. 4 REGISTRATION PROCEDURE

Registration must be completed online through the website http://www.holidaysystem.it/ in the “BOOK NOW” section.

Registration must follow all the steps indicated in the “BOOK NOW” section, including the completion of all required fields by the parent(s)/legal guardian(s) and payment via bank transfer and/or credit card. The validity of the booking is subject to payment of the deposit or full balance (for registrations after May 15) within 7 days from the online booking date and completion of all required information in the form sent by email after booking. Otherwise, the Organizer bears no responsibility.

The deposit of €200.00 may be paid by credit card or bank transfer to Holiday System, Banca Popolare Alto Adige Volksbank, IBAN: IT22P0585620800088571225808. The deposit is non-refundable.

ART. 5 BALANCE PAYMENT

The balance must be paid by bank transfer to Holiday System, Banca Popolare Volksbank, IBAN: IT22P0585620800088571225808, by May 15, unless otherwise specified during purchase. For registrations after May 15, full payment is required at the time of booking.

ART. 6 TRAVEL CONTRACT

The travel contract is considered concluded upon receipt of the registration (with completed data) and payment of the €200 deposit or the full amount if paid in a single solution.

ART. 7 ARRIVAL AT THE CAMP

Students and accompanying persons must arrive at Hotel Dolomiti at times that will be communicated by the Organizer at least 15 days before departure.

ART. 8 DEPARTURE FROM THE CAMP

Students must leave the Camp on the final day by 11:30 a.m. From that moment, assistance and supervision services cease, as well as all responsibility of Holiday System S.r.l. towards the minor. Students will be handed over to their parents/legal guardians or authorized persons (authorization documents must be requested from the office).

ART. 9 INSURANCE

From the moment minors are taken into care until they are returned, participants are covered by insurance policies with Itas Assicurazioni:

Third-party liability insurance:
€6,000,000 per claim
€6,000,000 per injured person
€6,000,000 for property damage
Accident insurance:
€150,000 permanent disability
€100,000 death
€5,000 medical expenses (10% deductible)

By completing the registration form, the parent/legal guardian agrees to waive any compensation exceeding these limits.

ART. 10 REQUIRED DOCUMENTS AND MEDICAL CERTIFICATES

Each Participant must complete all required documentation within the deadlines indicated in the registration email. Missing documents will prevent participation in the Polsa stay, without liability for the Organizer, and will constitute a serious breach as per Art. 15.

The following documents must be delivered on arrival:

Copy of a medical certificate for non-competitive sports fitness (must explicitly state “non-competitive sports activity”)

Copy of a medical certificate for competitive sports fitness

(Certificates must be issued within one year from the end date of the Camp)

Without such certificate, no sports activities will be allowed.

Declaration of absence of infectious diseases (to be downloaded and completed by the parent/legal guardian).

ART. 11 TRANSFER SERVICE

The Camp organizes round-trip travel by private coach from/to cities listed during the booking process, depending on demand. Travel details must be completed in the form received via email. Camp staff will take charge of and hand over students to their parents/legal guardians. Times and costs will be communicated accordingly.

ART. 12 RECOMMENDED CLOTHING

All items must be labeled with the first four letters of the surname. Recommended items: 2 pajamas, underwear for 7 days, 1 bathrobe, laundry bag, 1 light jacket, 6 tennis shirts, 6 pairs of tennis socks, 2 pairs of tennis shoes, 4 pairs of shorts, 1 pair of slippers, 2 tracksuits, leisure clothing, a swimsuit and a swimming cap.

ART. 13 COMPLAINTS

Any issues during the stay must be reported immediately by the participant or the parent/legal guardian so that Holiday System S.r.l. can promptly resolve them. Complaints may also be submitted by registered letter within 10 working days from return.

ART. 14 PARTICIPANT CONDUCT

If a participant behaves in a seriously inappropriate manner, Holiday System S.r.l. reserves the right to inform the family and send the student home at the family’s expense. Participants are responsible for damages caused by misconduct. In case of force majeure, the Organizer reserves the right to amend these regulations.

ART. 15 EXPRESS TERMINATION CLAUSE

Failure to complete required information or to pay the full fee within deadlines will result in immediate termination of the contract, allowing the Organizer to retain all sums received and claim further damages.

ART. 16 WITHDRAWAL

Pursuant to Article 32, paragraph 3 of the Tourism Code, the right of withdrawal for distance contracts under Article 47, paragraph 1, letter g) of the Consumer Code is excluded.

Cancellations must be sent by registered mail or email to iscrizioni@holidaysystem.it.

Penalties:

40% up to 30 days before departure
60% up to 20 days before departure
100% thereafter

In case of COVID-19 positivity or isolation, the penalty will be limited to non-refundable actual costs, up to €100, with proper documentation.

The optional “Zero Risk Guarantee” (€50.00) eliminates penalties (including COVID-19 cases), except for the fee and a €40 handling cost, in cases such as:

hospitalization, injury, or illness preventing participation
natural disasters preventing departure
change in school exam dates
urgent life-saving surgery for a registered pet within 7 days before departure

Withdrawal must be promptly communicated with supporting documentation.

No refund is provided for students expelled due to misconduct. Participants requesting early return are not entitled to refunds and must cover return costs. Early return must be organized by the family.

ART. 17 CHANGES OR CANCELLATION BY THE ORGANIZER

Before the start of the holiday, the Organizer may unilaterally modify non-essential contract conditions, informing the Client clearly via a durable medium (e.g., email).

If significant changes occur or specific client requests cannot be met, the Client may accept or withdraw without penalty.

The Client must respond within 2 working days; otherwise, the changes are considered accepted.

If the Client withdraws, all payments will be refunded within 14 days. Compensation is not due if:

the minimum number of 30 participants is not reached
force majeure or extraordinary circumstances occur
the issue is attributable to the participant or a third party

Any cancellation due to insufficient participants will be communicated at least 20 days before the start date.

ART. 18 DISPUTES

In the event of legal disputes regarding the interpretation of this contract, the competent court is Trento.

Pursuant to Articles 1341 and 1342 of the Italian Civil Code, the parent/legal guardian expressly approves Articles 4, 5, 7, 8, 9, 14, 15, 16, and 17.

STUDY HOLIDAY IN COLLEGE REGULATIONS

ART. 1 GENERAL RULES

ART. 2 ORGANIZER

The organizer of the study holiday is Holiday System S.r.l., with registered office at Via Giacomo Matteotti 1/E, 38065 Mori (TN), Tel. +39 0464 755023, VAT No. and Tax Code 01554560225.

ART. 3 ELIGIBILITY

Boys and girls aged between 12 and 17 may participate in the study holiday.

ART. 4 PERIODS AND SERVICES

The periods and participation fees are indicated on the presentation page of the offers and during the registration process.

The registration fee includes:

Air travel in economy class from Milan and Rome
Transfer by coach (GT) from the airport to the College and vice versa
Full board accommodation: overnight stay, breakfast, lunch, and dinner
Language course
Sports and recreational activities
Use of computers with free internet connection
Use of Wi-Fi in common areas
Excursion package as described on the website
Assistance from our staff
Insurance as defined in Art. 13 below

The fees do not include expenses for any optional additional excursions that may be chosen by the participant on site.

Participation fees are shown on the booking page, accessible from the website menu www.holidaysystem.it.

ART. 5 BALANCE PAYMENT

The balance of the participation fee must be paid by bank transfer to Banca Popolare Volksbank, IBAN: IT22P0585620800088571225808, payable to Holiday System S.r.l., by 15/05/2025.

ART. 6 DEPARTURES

Group leaders will take charge of participants at the airports of Milan and Rome at times that will be communicated to families at least 15 days before departure. From that moment, Holiday System S.r.l. assumes responsibility for the minors.

ART. 7 RETURNS

Group leaders of Holiday System S.r.l. will hand over participants to their parents or legal guardians, or their authorized delegates, on the return day at the airports of Milan and Rome at times that will be promptly communicated. From that moment, all responsibility of Holiday System S.r.l. towards the minors ceases.

ART. 8 CHANGES

If the study trip cannot take place due to force majeure (such as wars, strikes, epidemics, suspensions by authorities, terrorist acts, etc.), Holiday System S.r.l. reserves the right to retain only the actual documented expenses incurred (airfare, insurance, etc.).

ART. 9 BAGGAGE ALLOWANCE

We will inform participants’ families of the airline used, meeting and flight times, and baggage weight and size limits. Any excess baggage costs will be borne by the participants.

ART. 10 TRAVEL DOCUMENTS

A valid document for entry into the destination country is required.

Italian citizens traveling to the United Kingdom for tourism must have a valid passport for the entire duration of their stay and must apply for an ETA entry permit at least 72 hours before departure.

In all cases where minors under 14 travel without a parent, a form issued by the Police Headquarters (Questura) regarding accompaniment abroad must be completed. Holiday System S.r.l. will provide this form, including the details of the accompanying adult.

ART. 11 CANCELLATIONS

Cancellations must be sent exclusively by registered mail or email to iscrizioni@holidaysystem.it.

The following penalties apply:

40% of the total fee for cancellations up to 30 days before departure
60% up to 20 days before departure
100% after this period

Participants may cancel without standard penalties if they test positive for COVID-19 or are required to isolate due to contact, with a penalty limited to the cost of the airfare (maximum €400). Documentation must be provided.

To partially cover cancellation risks, it is possible to purchase the “Zero Risk Guarantee” option for €50.00, which eliminates penalties (except the guarantee fee and a €40 handling fee) in case of serious reasons such as:

death, illness, or injury of the participant or close relatives (up to 3rd degree)
inability to reach the departure location due to natural disasters
breakdown or accident of transport
theft of travel documents preventing timely replacement
change in school exam dates
urgent life-saving surgery for a registered pet (dog or cat) within 7 days before departure

Withdrawal must be communicated promptly via email with supporting documentation.

No refunds will be given in case of missing or incorrect travel documents, delays in obtaining them, disciplinary repatriation, or illegal behavior. Any extra costs will be borne by the participant.

ART. 12 EARLY RETURN

Participants requesting early return for any reason are not entitled to refunds for unused services, and return costs are entirely at their expense. Families must organize early returns not dependent on the company.

ART. 13 INSURANCE

From the moment minors are taken into care until they are returned, participants are covered by insurance policies with Itas Assicurazioni:

Third-party liability insurance:
€6,000,000 per claim / per person / for property damage
Accident insurance:
€150,000 permanent disability
€100,000 death
€5,000 medical expenses (10% deductible)

Additionally, travel insurance with Nobis Assicurazioni includes:

€1,000 medical expenses
€1,000 hospitalization allowance for COVID-19 (€100/day up to 10 days)
€1,500 recovery allowance
€500 baggage theft or loss

By registering, the parent/legal guardian agrees to waive any compensation exceeding these limits.

Italian citizens in the UK are entitled to emergency or urgent healthcare; other treatments may require direct payment.

ART. 14 REQUIRED DOCUMENTATION AND MEDICAL CERTIFICATES

Each Participant must complete and submit all required documentation within the deadlines indicated in the registration email. Missing documents will prevent participation, without liability for the Organizer.

The following must be provided to the College:

Copy of a medical certificate for non-competitive sports fitness or competitive sports fitness (issued within one year from the end of the stay). Without it, no sports activities are allowed.
Declaration of absence of infectious diseases (to be completed by the parent/guardian).
Any additional documentation required by applicable regulations at the time of the holiday.

ART. 15 RECOMMENDED CLOTHING

Recommended items: 2 pajamas, underwear, 1 bathrobe or shower towel, 1 face towel, laundry bag, 1 coat, 1 rain jacket, 8 t-shirts, 8 pairs of socks, 2 pairs of sneakers, 2 pairs of shorts, 1 pair of slippers, 2 tracksuits, leisure clothing, 1 sweater or sweatshirt, 1 swimsuit. Laundry service is available at the College.

ART. 16 COMPLAINTS

Any issue during the stay must be reported immediately so that Holiday System S.r.l. can resolve it promptly. Complaints may also be submitted by registered letter within 10 working days from return.

ART. 17 PARTICIPANT CONDUCT

If a participant behaves in a seriously inappropriate manner, Holiday System S.r.l. reserves the right to notify the family and terminate the contract, repatriating the participant at their expense. Participants are liable for damages caused.

Students may leave only with parents/legal guardians or authorized persons.

The management is not responsible for lost, forgotten, or stolen items. Valuables may be deposited for safekeeping.

In cases of force majeure, Holiday System S.r.l. reserves the right to amend these regulations.

ART. 18 EXPRESS TERMINATION CLAUSE

Failure to complete required registration information or to pay the full fee within deadlines results in immediate termination of the contract, with the Organizer entitled to retain all sums received and claim further damages.

ART. 19 DISPUTES

In the event of legal disputes regarding the interpretation of this contract, the competent court is Trento.