Whitehill TrailsPrivacy Policy

Effective Date

This policy is effective from November 2025 and applies to personal data collected by Whitehill Trails via our website, booking forms, email, and phone contact.

1. Information We Collect

We only collect the information we need to provide and improve our services, keep you safe on treks, and communicate with you.

• Identity & contact data: name, email, phone number, postal address.
• Booking & travel details: chosen trek, travel dates, group size, emergency contact, pickup location.
• Health & fitness info: medical conditions, allergies, medications (submitted voluntarily for safety).
• Payment data: transaction references and billing details (payments processed by secure third-party gateways — we do not store full card data).
• Device & usage data: cookies, IP address, browser, and analytics to improve the website experience.
• Photos & media: images or videos taken during trips (used for promotion unless you opt out).

2. How We Use Your Information

• To confirm bookings, send invoices, and manage payments.
• To plan safe treks (route planning, emergency contacts, and medical preparedness).
• To provide customer support and respond to enquiries (email/WhatsApp/phone).
• To send occasional updates, trip information, and service-related messages (you can opt out of marketing emails).
• To monitor and improve our website and services using analytics.
• To share trip photos and stories for promotion (unless you request removal).

3. Legal Basis & Data Sharing

We process personal data to fulfil our contract with you (booking and safety) and where we have a legitimate interest (service improvement, safety, legal compliance). We will not sell your personal data.

We may share limited data with:

• Payment processors (secure gateways) to complete transactions.
• Local partners (homestays, transport providers, guides) for trip logistics.
• Emergency services or hospitals in case of a safety incident.
• Third-party service providers for analytics, email, or booking tools (under contract to protect your data).

4. Cookies & Analytics

We use cookies and analytics to improve the site experience. These may collect non-identifying information like session data, pages visited, and device type. You can control cookies in your browser settings. For analytics, we use aggregated data to understand and improve site performance.

5. Data Retention & Security

We retain booking and contact data as long as necessary for business and legal purposes (typically for up to 3 years for records, unless longer retention is required). We protect personal data with reasonable technical and organisational measures, including secure servers, access control, and encryption where appropriate.

Note: while we use best practices to protect data, no system is fully secure. If a security incident occurs, we will inform affected users and take steps to mitigate impact.

6. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Request correction or deletion of inaccurate or unnecessary data.
• Request portability of your data in a standard format.
• Object to certain processing activities (marketing, profiling) where applicable.
• Withdraw consent where we rely on it for processing.

To exercise any of these rights, contact us at hello@whitehilltrails.com. We will respond within a reasonable timeframe.

7. Children & Minors

Our services are intended for adult travellers. If a minor joins a trek, a parent or guardian must give consent and accept responsibility for their care. We do not knowingly collect data from children without parental consent.

8. International Transfers

If data is transferred to service providers outside India, we will ensure appropriate safeguards are in place to protect your information in accordance with applicable law.

9. Photography & Media

We may take photos and videos during treks for promotion. If you prefer not to appear in promotional material, please inform us in writing before the trek. We will respect and remove media on request where possible.

10. Changes to this Policy

We may update this policy from time to time. Material changes will be posted on the website with an updated effective date. Continued use of our services implies acceptance of the updated policy.

11. Contact

For privacy questions, data requests, or to make a complaint, contact us at:
📧 hello@whitehilltrails.com
🌐 www.whitehilltrails.com