1. Introduction

Refined Routes LLC (“Refined Routes,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect your personal data when you visit our website, request an itinerary, or make a booking with us.

By using our website or services, you agree to this Privacy Policy. If you do not agree, please do not use our services.

2. Information We Collect

We may collect the following categories of personal information:

Contact information. This includes your name, email address, phone number, and postal address. We need this information to communicate with you, confirm bookings, and send itinerary updates.

Booking details. When you request or confirm a trip, we collect information such as travel dates, destinations, traveler ages, party size, room and bed preferences, dietary requirements, accessibility requests, and emergency contact details. This information is essential for us to design and confirm your itinerary with our partners.

Identification information. For some bookings (e.g., flights or certain lodges), we may need passport details, visa information, or dates of birth. We will only collect this information where strictly necessary to arrange travel services.

Payment information. We collect billing details and pass your payment card information directly to our payment processor, Stripe. We do not store full credit card numbers ourselves.

Account information. If you create an account with us, we collect login credentials and related profile details.

Newsletter and marketing information. If you opt in to receive newsletters, we collect your email address and record your consent (including IP address, time, and date of subscription) to demonstrate compliance with applicable marketing laws.

Usage data. We automatically collect technical information such as your IP address, browser type, operating system, device identifiers, referring/exit pages, and how you interact with our site. This helps us analyze traffic, improve functionality, and prevent fraud.

Communications. We keep a record of your inquiries, customer service conversations, and feedback in order to respond to your requests and improve our services.

3. Sources of Information

We obtain your personal information in several ways:

• Directly from you when you provide it via forms, emails, SMS, or during calls.
  
  
• Automatically when you use our website through cookies, Google Analytics, and Tag Manager.
  
  
• From our service providers such as Stripe (for payments) or HubSpot (for CRM).
  
  
• From our travel partners such as lodges, hotels, transfer operators, and airlines when they confirm or update bookings.
  
  

4. How We Use Your Information

We use your personal data for the following purposes:

• To provide travel services. This includes preparing quotes, designing itineraries, making bookings with hotels, lodges, flights, and transfers, and managing your reservations.
  
  
• To process payments. We use Stripe to securely handle your transactions. Your payment data is only used to complete your purchase.
  
  
• To communicate with you. We send confirmations, itinerary details, updates, and responses to inquiries via email, SMS, or phone.
  
  
• To comply with legal obligations. For example, we may retain booking records for tax and accounting purposes, or share data when required by law.
  
  
• To send marketing communications. With your consent, we may send you newsletters and promotional offers. If you are an existing customer, we may send you information about similar services unless you opt out.
  
  
• To improve our services. We analyze usage data to understand how our site and services are used and to enhance functionality, security, and user experience.
  
  
• To prevent fraud and misuse. We may use your data to detect unauthorized or suspicious activity and protect our systems and customers.
  
  

5. Sharing Your Information

We only share your personal data when necessary to deliver our services or as otherwise permitted by law. Specifically:

• Travel partners. We share relevant booking details (such as names, travel dates, room preferences, dietary needs) with hotels, lodges, transfer providers, flight operators, activity companies, and channel managers (e.g., NightsBridge, Cloudbeds) so they can provide the requested services.
  
  
• Service providers. We engage third-party vendors to perform functions on our behalf, including payment processing (Stripe), email and productivity (Google Workspace), CRM, and analytics (Google Analytics, Tag Manager). These providers may access your data only to perform their services for us.
  
  
• Business transfers. In the event of a merger, acquisition, or sale of our company, your personal data may be transferred as part of the business assets.
  
  
• Legal obligations. We may disclose your information when required to do so by law, court order, or government request, or when disclosure is necessary to protect our legal rights or the safety of our users.
  
  
• With your consent. In all other cases, we will ask for your permission before sharing your personal data.
  
  

6. International Transfers

Because our travel partners are located around the world, your personal information may be transferred to and processed in countries outside of your state or country of residence. These transfers are necessary to fulfill your booking and provide services.

We take steps to ensure that your data is protected wherever it is processed, but please note that data protection laws in other jurisdictions may differ from those in your home country.

7. Newsletters & Marketing

When you subscribe to our newsletter or opt in to receive marketing emails, we process your email address, IP address, and the time/date of your consent. We may use a double opt-in process to confirm your subscription.

You have the right to unsubscribe at any time using the link in our emails or by contacting us. Even if you opt out of marketing, we may still send you transactional messages such as booking confirmations and itinerary updates.

If you are an existing customer, we may send you marketing about similar services unless you have objected. You may object at any time at no cost other than standard transmission charges.

8. Cookies & Analytics

We use cookies and similar technologies to make our website work, remember your preferences, analyze traffic, and personalize content.

We also use Google Analytics and Google Tag Manager, which collect information such as IP address, browser type, referring pages, and time spent on our site. Google may use this data for analytics and measurement.

You can manage your preferences through our Cookie Settings tool, adjust your browser settings, or opt out of Google Analytics using this tool.

9. Data Retention

We retain your personal data only for as long as necessary for the purposes described:

• Booking and payment records are kept for 7 years for tax and accounting purposes.
  
  
• Customer support records are kept for 2 years after resolution.
  
  
• Marketing subscriptions are kept until you unsubscribe or after 24 months of inactivity.
  
  
• Analytics data is generally retained for about 26 months.
  
  

We may keep limited data longer if required by law or to resolve disputes.

10. Security & Breach Notice

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

However, no method of online transmission or storage is completely secure. If a data breach occurs that affects your personal information, we will notify you as required under Wyoming law and other applicable regulations.

11. Children & Minors

Our services are not directed to children under the age of 13, and we do not knowingly collect their data. If minors are included in bookings, their details must be provided by a parent or guardian and will be used only to arrange the travel services requested.

12. SMS & Email Communications

If you opt in to receive SMS messages, we may send you itinerary updates and booking confirmations via text. Standard message and data rates may apply. You can opt out at any time by replying STOP.

Email communications may include both transactional messages (bookings, updates) and marketing (if you have subscribed). You may unsubscribe from marketing emails at any time.

13. Your U.S. Privacy Rights

Depending on your state of residence, you may have rights to:

• Request access to the personal information we hold about you.
  
  
• Request corrections or deletion of your data.
  
  
• Request a copy of your data in a portable format.
  
  
• Opt out of the sale or sharing of personal information or targeted advertising. (We do not sell your personal data for money. Some use of analytics/advertising cookies may be considered “sharing” under certain state laws.)
  
  
• Appeal our decision if we deny your request.
  
  

We respond to verified requests within 45 days. To exercise your rights, contact us at explore@refinedroutes.travel with “Privacy Request” in the subject line.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated “Last Updated” date. We encourage you to review this page periodically.

15. Contact Us

If you have any questions or wish to exercise your privacy rights, you can contact us at:

Refined Routes LLC
30 N Gould St Ste R
Sheridan, WY 82801
Email: explore@refinedroutes.travel

GDPR/UK GDPR  (EU & UK Residents Only)

If you are located in the European Union or the United Kingdom, the following additional information applies to how we process your personal data under the EU General Data Protection Regulation (GDPR) and the UK GDPR.

1. Identity of the Data Controller

The data controller responsible for your personal data is:

Refined Routes LLC
30 N Gould St Ste R
Sheridan, WY 82801, USA
Email: explore@refinedroutes.travel

2. Legal Bases for Processing

We rely on the following legal bases under GDPR/UK GDPR:

• Contractual necessity: To provide travel services you request (e.g., managing bookings, making reservations, processing payments).
  
  
• Consent: When you subscribe to our newsletter, opt into marketing, or provide sensitive information such as dietary needs or health-related requests.
  
  
• Legal obligation: To comply with tax, accounting, fraud prevention, and other regulatory requirements.
  
  
• Legitimate interests: To analyze site usage, improve services, ensure security, and send marketing to existing customers (unless you opt out).

3. International Transfers

Your personal data may be transferred outside the EU/UK (for example, to the United States, or to hotels and partners worldwide).
Where transfers occur, we rely on:

• The necessity of the transfer to perform our contract with you, or
  
  
• Standard Contractual Clauses (SCCs) or equivalent safeguards, where required.

4. Your Rights

Under GDPR/UK GDPR, you have the right to:

• Access your personal data.
  
  
• Request correction of inaccurate data.
  
  
• Request deletion of your data where no longer necessary.
  
  
• Restrict or object to processing of your data.
  
  
• Data portability (receive your data in a structured, machine-readable format).
  
  
• Withdraw consent at any time (for processing based on consent).
  
  
• Lodge a complaint with your local supervisory authority (e.g., the ICO in the UK).
  
  

To exercise your rights, please contact us at explore@refinedroutes.travel.

5. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law (see Section 9 above).

6. Automated Decision-Making

We do not use your personal data for automated decision-making that produces legal or similarly significant effects.

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