This privacy notice governs the handling of personal data by Hodophile Travels in connection with the utilization of https://www.hodophiletravels.com, encompassing any personal information you may furnish while interacting with the Website. This includes instances where you subscribe to newsletters, engage with blog posts, register for events, or use our contact forms on the Website.

Throughout this Notice, “you” or “your” pertains to individuals utilizing the Website, while “we,” “us,” or “our” refers to Hodophile Travels

Hodophile Travels stands as an integrated travel and travel-related services company, with its headquarters situated in New Delhi, India, and its office located at 511, 5th Floor, Ansal Chamber-2, Bhikaji Cama Place, New Delhi-110066. It is important to note that individuals defined as Minors under the laws of their jurisdiction or residence are not permitted to register for, use, or purchase the products or services available on our Website. Hodophile Travels does not knowingly collect personal data from Minors and will refrain from using such information if it is discovered to have been provided by a minor.

At Hodophile Travels, we highly value your privacy. We acknowledge that the utilization and disclosure of personal data carry significant implications, both for our organization and the individuals whose personal data we handle. We understand the gravity of safeguarding this information and are committed to ensuring its protection and responsible use. Your trust in our commitment to privacy is paramount, and we take our responsibility to handle personal data with the utmost care and diligence.

We recognize and respect your desire to comprehend the reasons behind the collection, utilization, disclosure, transfer, and storage of information. Therefore, we have crafted this Notice to acquaint you with our practices. This notice outlines how we handle your information when you engage with our Website or other digital platforms, adhering to applicable data protection laws. It is imperative that you carefully peruse this Notice in conjunction with any additional notices provided on specific occasions when we collect or process your personal data. This collaborative approach ensures that you have a comprehensive understanding of how and why your personal data is being utilized. Please note that this notice complements other notices and is not intended to supersede or override them.

A “controller/“overseer is essentially an individual or group that decides why and how personal information is handled. In this context, Hodophile Travels serves as the controller, meaning it determines the reasons and methods for processing any personal data. This notice, acting on behalf of Hodophile Travels, confirms that, unless informed otherwise, Hodophile Travels is the one overseeing the management of your personal data.

Personal data constitutes any information that can identify an individual. Anonymous data, on the other hand, excludes personal data where the identity has been removed.

In the course of our operations, while engaging with Representatives, Partners, Suppliers, Clients, Guests of Partners & Clients, industry peers, contacts, and potential Partners and/or Clients, we may gather and process Personal Data about you.

We engage in the collection, utilization, and sharing of aggregated data, such as statistical or demographic data, for various purposes. While this aggregated data may originate from your personal data, it does not fall under the legal definition of personal data as it does not directly or indirectly disclose your identity. For instance, we might aggregate your Usage Data to assess the percentage of users accessing a specific website feature. However, should we merge or associate aggregated data with your personal data in a manner that can identify you directly or indirectly, we treat the combined data as personal data, governed by the terms outlined in this Notice.

Our Website does not collect special categories of personal data about you, including details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data. Additionally, we do not collect information about criminal convictions and offenses.

We systematically collect, use, store, and transfer various categories of personal data about you, grouped as follows:

• Contact Data: This includes your work address, email address, and telephone numbers.
• Identity Data: This category covers your first name, last name, username, or a similar identifier, along with your title. If you opt to pay by credit/debit card, we will also collect these details, which will be securely destroyed after payment processing.
• Marketing and Communications Data: Encompassing your preferences for marketing and communication. We also track when you receive and read marketing communications from us to enhance our services, provide relevant information, and improve the quality of our marketing materials.
• Profile Data: This pertains to information collected progressively during your site visits, such as your referral website, pages visited, actions taken, and information from forms you fill in.
• Technical Data: Involves information collected when you access our Website, including your IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use.
• Usage Data: This category includes information about how you interact with our Website.
• Related Persons Information: This involves the name and contact details of dependents or beneficiaries, covering home address, home and work telephone numbers, mobile telephone numbers, date of birth, gender, emergency contacts, beneficiary information, and dependent information.

We employ various methods to gather Personal Data, outlined as follows:

Exchanges of Business Cards: This occurs during:

• Business Meetings
• Exhibitions & Events
• Networking events
• Sales Calls

Inquiries through: 

• Website
• Email
• Phone call
• Instant Messaging (e.g., WhatsApp, etc.)

Subscription to Receive: 

• Newsletter
• Marketing & Promotion Emailers
• Corporate Updates & Advisories
• Product & Service Updates & Advisories
• Direct Emails
• Instant Messaging (e.g., WhatsApp, etc., with expressed and explicit consent)
• Sales, Marketing & Promotion Collaterals

Business and/or Booking Contracts as: 

• Overseas Representative
• Partner
• Client
• Guest
• Supplier

Social Media Platforms: (Note: Covered by separate Privacy Policies of each platform)

• Facebook
• Twitter
• Instagram

Our website utilizes cookies to track visits (IP address). We receive Technical Data about your equipment, browsing actions, and patterns. This personal data is collected through cookies, server logs, and similar technologies. For further details on the information collected, please refer to our privacy policy. Users have the option to disable our website cookies by adjusting their browser settings.

If you share Personal Data about your family members, dependents, or beneficiaries with us (for instance, for booking purposes or emergency contacts), it’s your duty to make them aware of their rights regarding this information. You’re also responsible for securing explicit consent from these individuals (unless you can provide consent on their behalf) for processing, including transfer, of their Personal Data as outlined in this Privacy Policy.

When you engage with our website, we utilize your personal data in the following situations:

• Performance of a Contract: This happens when we need to fulfill an agreement that we are entering into or have already entered into with you. It may involve taking steps, as per your request, before entering into such a contract.
• Legal or Regulatory Obligation: In cases where we are required to adhere to a legal or regulatory obligation that applies to us.
• Legitimate Interests: We may process your data when it is necessary for our interests or the interests of a third party. This could involve monitoring your use of our website or client portals to ensure their security. Before doing so, we carefully weigh the potential impact on you, considering both positive and negative aspects, and ensure that your fundamental rights are not compromised.
• Consent: While we generally don’t rely on consent as a primary reason for processing your personal data, there are instances, such as sending third-party marketing communications via email or text message, where your consent is sought.

We refrain from using your personal data in situations where our interests are outweighed by the impact on you, unless we have your consent or are required or permitted to do so by law.

At Hodophile Travels, we collect, process, and use your Personal Data in accordance with applicable laws, regulations, agreements, and contracts to meet our business needs and legal obligations. Here’s how we use your information:

• Marketing & Promotional Activities: We may use your data for marketing and promotional purposes, but only with your clear and explicit consent.
• Fulfillment of Contractual Obligations: Your data is used to fulfill contractual obligations, ensuring the delivery of products and services to Representatives, Partners, Clients, Suppliers, and Guests.
• Sales Activities: Data is utilized in sales-related processes.
• Supplier Contracts: Information is processed in the context of supplier contracts.
• Accounting & Finance Processes: Your data is used for internal accounting and finance processes.

We also internally use personal data for research, analysis, and auditing. Here’s how this may manifest:

• The information we collect helps us keep you informed about our latest products, offers, promotions, and events. It also aids us in enhancing our services, content, and advertising. If you wish to stop receiving such updates, you can choose to unsubscribe.
• We might use your personal data to refine our product offerings, develop and deliver products, services, content, and advertising.
• Your information may be utilized to send you important notices about our products and services, updates to terms and conditions, and policy changes.
• Personal data is employed to facilitate your access to specific account information.
• We may customize your website experience by displaying relevant content based on the information you provide.
• Your personal data allows us to send you information about our products and services, payment reminders, travel vouchers, and keep you informed about the travel sector through newsletters. If you prefer not to receive such information, you can easily unsubscribe using the provided facility in the email messages.

In addition to external communications, personal data is also used internally for research, analysis, and auditing.

Non-personal data refers to information that cannot be used to identify an individual. We gather data concerning customer activities on our diverse portals. This aggregated information is utilized for research, analysis, product improvement, and monitoring, as well as for implementing various promotional schemes. In its aggregated, non-personal form, this information may be shared with third parties to enhance the customer experience, improve product offerings, or refine services.

We employ cookies and other technologies to enrich your experience while navigating our website. In order to provide you with detailed insights into our practices, we’ve crafted a dedicated cookie policy. You can review the cookie policy to gain a better understanding of how these technologies are utilized.

To make things easier for you, our website includes links to other sites. Clicking on any of these links will take you away from our site and to another destination. Please note that we are not accountable for these third-party sites. It’s important for you to thoroughly review the privacy statements of any external sites you visit, as those statements will govern your interaction with those sites.

Your Personal Data will only be shared with individuals within Hodophile Travels who require access to it. Within Hodophile Travels, limited and specified personnel, encompassing departments such as marketing, sales, contracting, reservations, human resources, legal, finance, regulatory and compliance, accounting, compensation, and benefits, as well as certain managers, will have access to your Personal Data. This access is granted in connection with their job responsibilities.

For specific business needs and legal obligations, Hodophile Travels may disclose your Personal Data to third parties offering information technology support or technical and organizational services. These disclosures are made only as necessary for the fulfilment of our business requirements and legal commitments. The primary use of the collected personal data is for processing bookings, inquiries, or participations, and we may share it with companies providing various services such as information processing, credit extension, order fulfilment, product delivery, customer data management, customer service, assessing interest in our products and services, and conducting customer research or satisfaction surveys. These service providers are obligated to safeguard your information.

When engaging third-party service providers, Hodophile Travels exercises due diligence in their selection, ensuring they maintain sufficient technical and organizational security measures to protect your Personal Data. Furthermore, these providers are instructed to process your data solely as directed by Hodophile Travels and for no other purposes.

The disclosure of your Personal Data to third parties is understood to be necessary for contract performance, the Company’s business activities, and the purposes outlined in Section 9 above, as authorized by consent or permitted by law.

We may share your personal data with the following entities and persons for the originally stated purposes: When required, your personal data may be disclosed to:

• Any person or entity as mandated by any court, governmental, taxation, or regulatory authority, or law enforcement agency.
• Our professional advisers or consultants, including lawyers, bankers, auditors, accountants, and insurers providing relevant services.
• Service providers offering information technology and system administration services.

Your personal data may be shared with external persons or entities outside of Hodophile Travels in the event of the sale, transfer, acquisition, or merger of parts of our business or assets. If such a change occurs, the relevant part of our business will use your personal data in line with the terms outlined in this Notice.

Given the multinational nature of Hodophile Travels, some affiliated companies and other recipients may be situated in countries, including the United States, where data protection standards may not align with those mandated by the laws of your home country. To ensure your personal data is adequately protected, Hodophile Travels will take measures to ensure that such recipients comply with applicable laws and implement appropriate technical and organizational security measures. This includes the implementation of suitable contractual measures to secure the transfer of your personal data, in accordance with applicable legal requirements.

Considering the latest advancements in technology, the associated costs, and the nature, scope, context, and purposes of data processing, as well as the potential risks to the rights and freedoms of individuals, we implement suitable technical and organizational measures. These measures are designed to ensure a level of security commensurate with the risks involved in the processing of data.

Hodophile Travels upholds a comprehensive set of physical, technical, and organizational security measures to safeguard Personal Data against accidental, unlawful, or unauthorized activities such as destruction, loss, alteration, disclosure, or access. This protection extends to data processed in your local jurisdiction, the United States, or any other location. All information provided through our online systems is secured by a robust server, and any credit/debit card details are securely disposed of once the payment is completed. We prioritize the confidentiality of your private details and only share them as specified above to facilitate your booking.

Third parties handling your information are required to implement equivalent levels of protection for your data. While acknowledging that no system is entirely foolproof, including ours, we remain committed to employing internet security procedures to uphold the safety of your data. By accessing, browsing, using this site for transactions, or storing any data/information, you agree to comply with the latest revised privacy notice in effect at that time. If you use a social networking or another service that retains your information, its governance is subject to their terms of use and privacy notice.

We are dedicated to offering you choices when it comes to how we use certain personal data, especially in relation to marketing. If you’ve indicated that you do not want to receive marketing materials, we won’t use your personal data for such purposes. Should you request the cessation of processing your personal data for marketing, we will promptly comply with your request. Changing your preference or withdrawing your consent for marketing communications is simple – just click the “unsubscribe” link in the footer of any email you receive from us. Alternatively, you can contact us at info@hodophiletravels.com.

During the registration process, you have the option to receive information about our Products and Services, updates to our website, as well as tailored advertisements and promotions aligned with your interests. This may include details about flight specials, promotions, contests, sweepstakes, and other travel opportunities available on our website or sponsored by our travel service providers and advertisers. We send this information either directly or through third-party service providers.

Advertisements from third parties are featured on our website. We don’t disclose any personal data about you to these advertisers unless you explicitly grant us permission to do so, a consent separate from any permissions given during the member registration process. These advertisers might employ cookies and pixel tags to track session data related to the ads you’ve viewed and your apparent areas of interest. Additionally, they may use aggregated information derived from your visits to our website and other sites to deliver advertisements about related goods and services that align with your potential interests.

Clicking on links provided by these advertisers will lead you away from our website to another site. It’s important to note that we hold no responsibility for these third-party sites. It is advised to carefully review the privacy statements of any other site you visit, as their privacy policies may differ significantly from ours and will govern your interaction with their site.

We will retain your personal data only for the duration necessary to accomplish the purposes for which it was initially collected. This includes meeting any legal, regulatory, accounting, or reporting requirements, as well as conducting legal work and establishing or defending legal claims.

The retention of your personal data aligns with our document management, retention, and destruction policy, as well as adheres to applicable laws. This retention period may extend beyond the conclusion of your relationship with us, but it will only persist for as long as necessary to address any potential future issues. For instance, we may need to keep information to facilitate credit for a trip you purchased but had to cancel.

Retention may also be necessary to prevent fraudulent activity, safeguard against liability, enable the pursuit of available remedies, limit potential damages, or if we have a good faith belief that it is required by law, regulation, rule, or guideline.

Under certain circumstances, we might anonymize your personal data (render it non-identifiable) for research or statistical purposes. In such cases, this anonymized information may be used indefinitely without additional notice to you.

This notice became effective on May 25, 2018. We retain the right to update or modify this notice at any time. In the event of significant changes to our practices concerning Personal Data or alterations to this Privacy Policy, we will provide an advisory and/or take appropriate steps in compliance with relevant laws. This may involve seeking your consent for the modifications, as required by law. It’s advisable to periodically review the notice for any updates. By continuing to use our website after we publish any modifications on this page, you are acknowledging the changes and expressing your consent to adhere to and be bound by the updated notice.

In specific situations, you possess rights under relevant data protection laws regarding your personal data. It is our commitment to honor these rights promptly and in accordance with applicable laws, rules, or regulations governing the processing of your personal data.

Outlined below are the details of your rights under the General Data Protection Regulation (GDPR):

• Right to be Informed: 

You have the right to be informed about how we use and share your personal data. This information will be provided to you in a clear, transparent, easily accessible format, using plain language.

• Right to Access Personal Data: 

You have the right to confirm whether we are processing your personal data, access your personal data, and receive information about how we are using it.

• Right to Rectify Inaccurate Personal Data: 

You have the right to rectify any inaccurate or incomplete personal data. If disclosed to third parties, we will make reasonable efforts to inform them of the rectification.

• Right to Erase Personal Data in Certain Circumstances: 

You have the right to request the erasure of certain personal data held by us, known as the right to be forgotten. This is subject to legal requirements and will be considered carefully.

• Right to Restrict Processing of Personal Data: 

You can block the processing of your personal data in specific circumstances, such as disputing its accuracy or opposing erasure.

• Right to Data Portability: 

Under certain circumstances, you can request a copy of your personal data in a commonly used electronic format.

• Right to Object to Processing of Personal Data: 

You have the right to object to processing, particularly in cases of processing based on legitimate interests, direct marketing, or scientific research.

• Right not to be Subject to Automated Decisions: 

You have the right not to be subject to automated decisions with significant legal or similar effects.

To exercise any of these rights, please send a request to info@hodophiletravels.com. There is no fee to access your personal data, but we may charge a reasonable fee for unfounded, repetitive, or excessive requests. We may also refuse to comply in such cases.

For questions or concerns about this notice, contact info@hodophiletravels.com. We may need specific information to confirm your identity and facilitate your rights. We strive to respond to legitimate requests within one month, keeping you informed if more time is required due to complexity or multiple requests.

If you have any inquiries regarding this Privacy Policy or would like to (i) access or review your Personal Data, understand more about those with access to it, or (ii) make any other requests concerning your Personal Data, please reach out to us via email at privacy@hodophiletravels.com. Alternatively, you can contact us by phone at +91 011 4358 3911 or +91 98113 01085.

We reserve the right to modify this Notice periodically. In the event of any changes, the updated version will be published on our website. We will prominently announce any significant alterations to the Notice on our website and specify the latest update date at the end of the Notice. It is your responsibility, and we strongly recommend it, to periodically review the website to stay informed about any revisions.

This Privacy Notice was last updated on January 27, 2024.