Privacy Policy

01Scope & Consent

This Policy applies to our website, https://madhutourism.com/, and related communications such as email, phone and WhatsApp where this Policy is linked or referenced. It also covers relevant information collected through our travel services and offline interactions.

By using our website or services, you acknowledge that your information may be handled as described in this Policy, subject to applicable law. Where consent is legally required, we will seek it separately and provide an appropriate way to withdraw it.

02Information We Collect

2.1 Information You Provide

• Contact and identity: Name, phone number, email address, postal address and identification details when required for hotels, permits or travel formalities.
• Travel documents: Passport or visa details where necessary for the relevant itinerary or cross-border travel.
• Booking details: Travel dates, pickup points, destinations, room preferences, passenger count, dietary requests and other itinerary requirements.
• Communications: Messages, enquiries, documents and attachments submitted through website forms, email, telephone or WhatsApp.
• Payment information: Limited transaction details needed to verify and reconcile payments. Full card information is not intended to be stored on our website servers.
• Reviews and media: Testimonials, photographs or videos you voluntarily provide. Promotional use will be subject to appropriate consent or another lawful basis.

2.2 Information Collected Automatically

When you visit our website, technical information may be collected, including IP address, browser type, device information, internet service provider, pages visited, referring and exit pages, date and time of access, and interaction data. Such information may be used for analytics, website administration and security.

2.3 Cookies and Similar Technologies

We may use cookies and similar technologies to remember preferences, support essential website functions, understand website traffic and improve the user experience. See Section 6 for more details.

03How We Use Your Information

We may use personal information for the following purposes:

• To provide, operate and maintain our website and travel services.
• To respond to enquiries, prepare quotations, process bookings and issue vouchers or invoices.
• To coordinate hotels, transportation, drivers, guides, permits and other travel arrangements.
• To personalise itineraries and improve service quality and customer experience.
• To communicate booking confirmations, itinerary updates, alerts, support responses and policy changes.
• To send marketing messages and offers where consent or another lawful basis is required and available. You may opt out of marketing communications.
• To detect, prevent and investigate fraud, misuse and security incidents.
• To comply with applicable tax, accounting, regulatory and legal obligations.

04Legal Bases for Processing (GDPR)

Where the EU or UK General Data Protection Regulation applies, processing may rely on one or more of the following legal bases:

05Sharing & Disclosures

We do not sell personal information. We may share information when reasonably necessary for the purposes described in this Policy, including:

• Travel service providers: Hotels, transport operators, drivers, guides, ticketing partners, insurance providers and permit authorities, as needed to fulfil a booking.
• Payment gateways: Payment processors handling transactions such as UPI or card payments. Their own terms and privacy practices also apply.
• Technology and communication providers: Website hosting, backups, email, SMS, WhatsApp tools and analytics services.
• Legal and safety requirements: Where disclosure is required by law or reasonably necessary to protect rights, safety or prevent fraud.
• Business transfers: In a merger, acquisition or reorganisation, information may be transferred subject to appropriate safeguards and applicable law.

06Cookies & Similar Technologies

Cookies are small files stored on your device that can help a website remember settings and understand how visitors use its pages.

• Essential cookies: Support core website functions, security and navigation.
• Analytics cookies: Help us understand traffic and improve website performance.
• Functional cookies: May remember preferences such as language or region.
• Advertising and remarketing cookies: May be used, where enabled, to measure campaigns or show relevant advertisements.

You can manage or delete cookies through your browser settings. Blocking certain cookies may affect some website features. Where legally required, optional cookies should be subject to an appropriate consent mechanism.

07Analytics, Advertising & Social Integrations

We may use analytics tools to measure website usage and improve our services. If advertising or remarketing tools are enabled, third-party providers may use cookies, IP addresses or similar technologies to measure advertising performance and personalise content.

• You may be able to opt out of interest-based advertising through browser, device or advertising preference settings.
• Social media buttons and embedded content, such as Facebook, Instagram or YouTube, may collect information according to their providers' own policies.
• We do not control independent third-party tracking technologies or the data practices of external providers.

08Calls, WhatsApp & Other Messaging

When you contact us or provide your phone number for an enquiry or booking, we may contact you by phone, SMS, email or WhatsApp for service-related communication and support, subject to applicable law.

• Marketing communications will be sent where required consent or another lawful basis is available. You can ask us to stop marketing messages at any time.
• We may retain relevant call or message records, including dates, times and necessary communication details, for booking management, support, security and dispute resolution.
• Messages sent through WhatsApp are also subject to WhatsApp's own privacy policy and service terms.
• Please avoid sending sensitive personal information through ordinary messages unless it is necessary for your booking and an appropriate method has been agreed.

09Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy or as required by applicable law.

• Booking records and invoices: Generally 5–7 years where required for tax, accounting or recordkeeping purposes.
• Permit and identification copies: Retained only for the period necessary to complete travel formalities and meet applicable legal requirements, then securely deleted or archived as appropriate.
• Marketing consent records: Retained while needed to record preferences, demonstrate consent or honour opt-out requests.
• Customer support communications: Retained for a reasonable period for service quality, follow-up and dispute handling.

Actual retention periods may vary according to the type of information, legal requirements, supplier obligations and any pending dispute or claim.

10Security of Your Information

We use reasonable technical and organisational measures intended to protect personal information. These may include access controls, secure hosting, confidentiality practices, backups and encryption in transit where supported and applicable.

No website, transmission method or storage system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we aim to manage information responsibly and address suspected security incidents appropriately.

11International Transfers

Because we arrange cross-border travel, including India–Nepal journeys, some booking information may need to be shared with service providers or authorities in another country.

Data protection laws may differ between countries. Where applicable, we take reasonable steps to handle such transfers in accordance with this Policy and relevant legal requirements.

12Your Privacy Rights

Your rights depend on your location and the privacy laws that apply to your information. You may contact us to make a request or ask questions about your personal data.

12.1 GDPR Rights (EU/UK, Where Applicable)

We may need to verify your identity before acting on a request. Some information may need to be retained to comply with law or establish, exercise or defend legal claims. Where applicable, we will explain any restriction or refusal.

12.2 California Rights (CCPA/CPRA, Where Applicable)

• Know or access: Request information about categories and specific pieces of personal information collected.
• Delete: Request deletion, subject to applicable exceptions.
• Correct: Request correction of inaccurate personal information.
• Opt out: Where applicable, opt out of the sale or sharing of personal information as defined by law.
• Non-discrimination: Exercise applicable privacy rights without unlawful discrimination.

Madhu Tourism does not sell personal information as described in this Policy. If any activity constitutes regulated sharing for cross-context behavioural advertising, applicable opt-out rights will be respected.

12.3 How to Exercise Your Rights

Use the contact details in Section 16 to submit a privacy request or complaint. We may ask for information necessary to verify your identity and will respond within the time required by applicable law.

13Children's Privacy

Our website and travel services are not intended to knowingly collect personal information from children under 13 without verifiable parental consent where required by law.

If you believe a child has submitted personal information through our website without the necessary consent, please contact us. We will review the request and take appropriate steps in accordance with applicable law.

Information about a child may sometimes be necessary for a family travel booking or legally required travel documentation. In such cases, a parent or authorised guardian should provide the necessary information where appropriate.

14Third-Party Links & Services

Our website may contain links to third-party websites, payment gateways, social platforms or other external services. These providers operate independently and may have their own privacy policies and data handling practices.

We are not responsible for the privacy practices of websites or services that we do not control. Please review the relevant provider's privacy policy before submitting personal information or making a payment through an external service.

15Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website technologies, legal requirements or data practices.

The “Last Updated” date displayed at the top indicates the version currently published. Where appropriate, material changes will be highlighted on this page or communicated through other suitable channels.

Where consent is required for a new processing activity, we will seek it as required by applicable law. Continued use of our services does not override rights or consent requirements provided by law.

16Contact & Grievance Redressal

For privacy questions, requests to access, correct or delete information, withdrawal of consent where applicable, or complaints, please contact us using the details below.

Grievance Officer (India)

• Name: Durgesh Kumar Mishra
• Email: admin@madhutourism.com
• Working Hours: Monday–Saturday, 10:00–18:00 IST

When submitting a request, please describe the issue clearly and include relevant booking details where necessary. Please do not include passwords, OTPs or unnecessary sensitive information in your email.

✦Supplemental Privacy Notices

Log Files

Standard server logs may record IP addresses, browser type, internet service provider, date and time, referring and exit pages, and interaction counts. These records may be used for website administration, security, analytics and performance monitoring. Whether information can be linked to an individual depends on the circumstances and data available.

Advertising Partners' Privacy Practices

If third-party advertising tools are used, advertising servers or networks may use cookies, JavaScript or web beacons to measure campaigns or personalise advertising. Such providers may receive technical information, including IP addresses, through their technologies. We do not control independent third-party cookies and recommend reviewing the relevant providers' policies.

Third-Party Privacy Policies

This Policy does not govern other websites, advertisers or service providers. Please consult their respective privacy policies for details about their collection, use and disclosure practices and available opt-out options.

Browser Cookie Controls

You can manage, block or delete cookies through your browser settings. Refer to your browser's help pages for instructions. Disabling some cookies may affect the availability or functionality of certain website features.