Privacy Policy

1. Overview

West Zephyr LLC ("West Zephyr," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, book a trip, or interact with us.

By using our services, you consent to the data practices described in this policy. If you do not agree with the terms of this policy, please do not access our website or use our services.

2. Information We Collect

Information You Provide

When you book a trip or interact with us, we collect information you voluntarily provide, including:

• Contact Information: Name, email address, phone number, mailing address
• Traveler Details: Date of birth, passport information (name, number, expiration, nationality), dietary restrictions, medical conditions relevant to travel, emergency contact information
• Billing Information: Billing name, billing address, payment card details (processed securely by our payment provider)
• Travel Preferences: Room type preferences, activity preferences, special requests
• Communications: Information you provide when you contact us via email, phone, or inquiry forms

Information Collected Automatically

When you visit our website, we may automatically collect:

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, time spent on pages, referring website
• Location Data: General geographic location based on IP address

3. How We Use Your Information

We use the information we collect to:

• Fulfill Your Booking: Process reservations, arrange accommodations, coordinate with local partners, and deliver your trip experience
• Process Payments: Charge deposits and final payments, issue refunds when applicable
• Communicate With You: Send booking confirmations, trip details, pre-departure information, and respond to inquiries
• Comply With Legal Requirements: Share traveler information with airlines, immigration authorities, and other required parties for international travel
• Improve Our Services: Analyze usage patterns to enhance our website and trip offerings
• Send Marketing Communications: With your consent, send newsletters and information about future trips (you can opt out at any time)
• Ensure Safety: Use emergency contact and medical information in case of emergencies during travel

4. Information Sharing

We do not sell your personal information. We share your information only in the following circumstances:

Trip Fulfillment Partners

To deliver your trip, we share relevant traveler information with:

• Hotels and lodges (name, room preferences, dietary restrictions)
• Local guides and tour operators (names, relevant health information)
• Airlines and transportation providers (passport details, contact information)
• Activity providers (names, relevant health/fitness information)

Service Providers

We use trusted third-party services to operate our business:

• Payment Processing: Stripe processes all payment transactions. We do not store your full credit card number on our servers.
• Email Services: We use email service providers to send booking confirmations and communications.
• Website Hosting: Our website is hosted on secure cloud infrastructure.

Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, property, or safety.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Booking Records: We retain booking and traveler information for 7 years after your trip for legal, accounting, and customer service purposes.
• Payment Records: Transaction records are retained as required by financial regulations.
• Marketing Preferences: We retain your communication preferences until you opt out or request deletion.
• Inquiry Communications: General inquiries are retained for 2 years.

After the retention period, we securely delete or anonymize your information.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption: All data transmitted between your browser and our website is encrypted using SSL/TLS.
• Secure Payment Processing: Payment information is processed by PCI-DSS compliant payment providers.
• Access Controls: Access to personal information is limited to authorized personnel who need it to perform their duties.
• Secure Storage: Sensitive traveler information is encrypted at rest.

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

8. Cookies & Tracking

Our website uses cookies and similar technologies to enhance your experience:

Essential Cookies

Required for the website to function properly, including maintaining your session during the booking process.

Analytics Cookies

We use analytics tools to understand how visitors interact with our website. This data is aggregated and anonymized.

Marketing Cookies

With your consent, we may use cookies to deliver relevant advertisements on other platforms.

Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

9. Children's Privacy

Our services are not directed to children under 18. We do not knowingly collect personal information from children under 18 without parental consent. If a minor is traveling on one of our trips, a parent or guardian must provide their information and consent on their behalf.

If you believe we have collected information from a child without appropriate consent, please contact us immediately.

10. International Transfers

Your information may be transferred to and processed in countries other than your own, including the United States where West Zephyr is based, and the countries where your trip takes place.

When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

By booking a trip with us, you consent to the transfer of your information to the countries involved in your travel arrangements.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the updated policy on this page with a new "Last updated" date.

For significant changes, we will notify you by email or prominent notice on our website. We encourage you to review this policy periodically.

12. Contact Us

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

We will respond to your inquiry within 30 days.