Privacy Policy

1. Our commitment to privacy

We respect your privacy and are committed to handling personal information responsibly and transparently. This Privacy Policy explains how we collect, use, share, store, and protect personal data when you visit our website, make an enquiry, register for a tour, or otherwise interact with us.

This policy is intended to reflect widely accepted international privacy best practices and, where applicable, the principles of the European Union General Data Protection Regulation (GDPR)

2. What personal information do we collect

We may collect the following categories of personal data, depending on how you use our services:

1. Information you provide to us

• Name, email address, phone number, billing address, and other contact details.
• Booking information, including travel dates, tour selections, room preferences, and emergency contact details.
• Payment-related information is processed through secure payment providers (we do not store full card details on our own servers).
• Information you share when contacting us, such as messages, emails, or customer support requests.
• Reviews, feedback, and survey responses

1. Special categories of data

Where relevant to your booking and only where permitted by law, we may process limited health-related or dietary information (for example, allergies, mobility limitations, or medical conditions) when you choose to provide it, only where strictly necessary to deliver the tour safely and appropriately.

• Information collected automatically

Device and usage information, such as IP address, browser type, pages viewed, approximate location, and how you interact with the website. This may be collected via cookies and similar technologies.

3. When we collect information

We collect personal information when you:

• Submit a form or enquiry on our website
• Register or book a tour
• Subscribe to newsletters or receive marketing communications
• Contact us by email, phone, or other channels
• Leave a review, submit content, or respond to surveys
• Use the website, where information is collected through cookies and analytics

4. How we use your information

We use personal data for the following purposes:

1. To provide our services

• To process enquiries and bookings;
• To administer payments and issue confirmations;
• To deliver the tour, including arranging accommodation, transportation, activities, and support services;
• To communicate important information about your booking before and during travel.

1. To improve and operate our business

• To respond to customer service requests
• To improve our website, tours, and customer experience
• To conduct internal reporting and service quality analysis

1. Marketing and communications

• To send newsletters or updates where you have requested them or where permitted by law
• To provide relevant information about tours and services you may be interested in
• You can opt out of marketing emails at any time using the unsubscribe link or by contacting us.

1. Safety, compliance, and legal purposes

• To protect our guests, staff, business, and systems
• To prevent fraud and improve security
• To comply with legal obligations or respond to lawful requests

5. Legal bases for processing (GDPR)

Where GDPR applies, we process personal data based on one or more of the following:

• Performance of a contract (to manage your booking and deliver the tour)
• Legitimate interests (to operate and improve our business, prevent fraud, and ensure service quality)
• Consent (for certain marketing communications and where you voluntarily provide special category data)
• Legal obligations (tax, accounting, and regulatory requirements)

6. How we share your information

We do not sell your personal data.

We may share your information with:

1. Suppliers involved in delivering your tour, such as accommodation providers, transport operators, activity providers, and local guides, only to the extent necessary to provide the services you booked
2. Service providers that support our operations, such as website hosting, email and communications tools, booking management systems, analytics, and payment processors
3. Authorities or professional advisers were required to comply with the law, protect rights, or obtain legal, accounting, or insurance advice
   Business transfers, if our business is involved in a merger, acquisition, or sale of assets, are subject to appropriate safeguards

When we share data, we take reasonable steps to ensure appropriate confidentiality and security measures are in place.

7. International data transfers

If you are located in the European Economic Area or the United Kingdom, your data may be processed outside your country, including in countries that may not offer the same level of data protection.

Where required, we use appropriate safeguards for international transfers, such as contractual protections or other lawful mechanisms recognised under applicable data protection laws.

8. Cookies and similar technologies

We use cookies and similar technologies to:

• Enable core website functionality
• Understand website usage and improve performance
• Support marketing and advertising activities where applicable

You can control cookies through your browser settings. If you disable cookies, parts of the site may not function correctly.

9. Data security

We use reasonable administrative, technical, and organisational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.

No system is completely secure. Where you transmit information to us via the internet, you do so at your own risk.

10. Data retention

We retain personal data only for as long as necessary for the purposes described in this policy, including to:

• Complete bookings and provide services
• Maintain business records
• Comply with legal, tax, and accounting obligations
• Resolve disputes and enforce agreements

When data is no longer required, we take reasonable steps to delete or anonymize it.

11. Your rights and choices

Depending on your location and applicable law, you may have rights such as:

• Access to the personal data we hold about you
• Correction of inaccurate or incomplete data
• Deletion of your personal data, where applicable
• Restriction or objection to processing, in certain circumstances
• Data portability, where applicable
• Withdrawal of consent, where processing is based on consent
• Opt out of marketing communications at any time

To exercise your rights, contact us using the details in Section 15. We may need to verify your identity before responding.

12. Email Communications and Marketing

We may collect and use your email address in order to:

• respond to enquiries, requests, or questions submitted by you;
• process bookings and provide information and updates relating to your tour or other services;
• send you relevant information about products or services you have requested or purchased;
• send marketing communications, newsletters, or updates about Exotic Nature Trails, where permitted by applicable law or where you have provided consent.

All email communications sent by Exotic Nature Trails are conducted in accordance with applicable data protection and electronic communications laws, including European data protection requirements and best practices commonly reflected in international standards.

We are committed to responsible email practices and, accordingly:

• We do not use false or misleading subject lines or sender information.
• We clearly identify the sender of each communication.
• We include clear contact details for Exotic Nature Trails in our communications.
• We respect your preferences regarding marketing communications.
• We provide a clear and easy way to unsubscribe from marketing emails, typically via a link included in each message.

You may opt out of receiving marketing communications at any time by using the unsubscribe link included in our emails or by contacting us directly. Opting out of marketing communications will not affect your receipt of essential service-related communications concerning bookings or tours you have purchased.

13. Children’s privacy

Our services are not directed to children and we do not knowingly collect personal data from children under 16. If you believe a child has provided personal data to us, please contact us so we can take appropriate steps.

14. User-generated content and images

If you submit reviews, photos, or videos to us, we may use that content for marketing and promotional purposes, subject to applicable law and any permissions you provide at the time of submission.

If you would like us to remove specific content you have submitted, please contact us with sufficient details to identify the content, and we will review and address the request.

15. Contacting us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact:

Exotic Nature Trails

Email: info@exoticnaturetrails.com

16. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with the updated effective date.