At WYSE Travel Confederation, we work with youth travel organisations around the world – many of which welcome young travellers from Europe. If your organisation offers services to EU citizens or residents, or handles their personal data, it’s important to understand that the General Data Protection Regulation (GDPR) applies to you – regardless of where your organisation is based.
We know that navigating international data protection laws can be complex, especially for smaller organisations or those based outside the EU. This article sets out what the GDPR means in practice and how you can take steps to ensure your organisation is aligned with its requirements.
What is the GDPR?
The GDPR is the European Union’s data privacy law. It governs how personal data must be collected, used, stored and shared. “Personal data” includes names, email addresses, travel details, passport numbers, and even photos – in other words, the kind of information youth travel organisations typically collect.
Even if your organisation is located outside the EU, you are still subject to the GDPR if you:
- Offer services (like trips, placements, or accommodation) to people in the EU
- Collect or process the personal data of EU citizens or residents
Why should I bother?
- Legal compliance: If you’re found to be in breach of GDPR, you could face significant fines. For serious violations, these can be up to €20 million or 4% of your global turnover – whichever is higher.
- Trust and reputation: Young travellers and their families are increasingly aware of privacy issues. Demonstrating GDPR compliance builds trust and strengthens your brand.
- Partnerships: Many European organisations will not partner with companies who can’t demonstrate data protection compliance.
Key steps to become GDPR compliant
- Map your data
Understand what personal data you collect, why you collect it, how it’s used, and where it’s stored. - Have a lawful basis
Make sure you have a legal reason to process the data – such as consent, performance of a contract, or a legitimate interest. - Be transparent
Your privacy policy should clearly explain what data you collect, how it’s used, and how long it’s kept. It must be written in plain, accessible language. - Get proper consent
If you rely on consent, it must be freely given, specific, informed and unambiguous. Pre-ticked boxes don’t count. You must also make it easy for people to withdraw consent. - Secure your data
Take appropriate technical and organisational measures to keep personal data safe. That includes encrypting sensitive information and limiting who can access it. - Know your processors
If you use third-party services (e.g. booking platforms, email tools), make sure they also meet GDPR requirements. You are responsible for their compliance when they process data on your behalf. - Enable user rights
Individuals have rights under GDPR – including the right to access, correct or delete their data. You must have processes in place to respond to these requests. - Document everything
Keep records of how you handle personal data and how you comply with the GDPR – this is known as the “accountability principle”.
Need help?
Complying with GDPR might seem overwhelming, but you don’t have to do it alone. There are plenty of reputable resources available online, including free guidance from official EU and national data protection authorities.
At WYSE, we’re committed to promoting responsible business practices in youth and student travel. We encourage all our members and partners to review their approach to data protection and take action where needed. If you’re unsure where to begin, we can point you toward useful resources and examples from within the sector.
Being GDPR compliant isn’t just a legal requirement – it’s part of building trust with young travellers, their families, and your partners.