Privacy Policy

Kavea Travel respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains how Kavea Travel (“Kavea Travel,” “we,” “us,” or “our”) collects, uses, shares, stores, and protects personal information when you visit our website, submit an inquiry, request travel-planning or itinerary-design services, communicate with us, or book travel through Kavea Travel.

Kavea Travel serves travelers worldwide. Depending on where you are located and the nature of our relationship with you, additional privacy rights may apply under local law.

1. WHO IS RESPONSIBLE FOR YOUR INFORMATION

For personal information processed directly by Kavea Travel, the responsible business is:

Kavea Travel
Operated by: Katherine Vega
Email: info@kaveatravel.com
Website: kaveatravel.com

Kavea Travel is an independent affiliate of Travel Planners International, Inc. (“TPI”).

Travel Planners International, travel suppliers, insurers, payment processors, and other third-party providers may separately process personal information under their own privacy policies and legal responsibilities.

2. SCOPE OF THIS PRIVACY POLICY

This Privacy Policy applies to personal information Kavea Travel receives through:

• Our website;
• Travel inquiry and consultation forms;
• Traveler-profile forms;
• Planning and booking forms;
• Client-management and itinerary platforms;
• Email and other communications;
• Consultation and planning services;
• Travel reservations;
• Professional service-fee transactions;
• Travel-protection processes; and
• Other interactions with Kavea Travel.

This Privacy Policy does not control the independent privacy practices of third-party travel suppliers or other businesses.

When you provide information directly to an airline, hotel, cruise line, tour operator, insurer, payment processor, or other provider, that provider’s own privacy policy may apply.

3. PERSONAL INFORMATION WE MAY COLLECT

The information we collect depends on the services you request.

Contact and Client Information

We may collect:

• Name;
• Email address;
• Telephone number;
• Preferred method of communication; and
• Other information you choose to provide when contacting us.

Travel Preferences and Planning Information

We may collect information such as:

• Destinations of interest;
• Travel dates;
• Budget;
• Preferred accommodations;
• Room preferences;
• Travel style;
• Activities and interests;
• Transportation preferences;
• Dining preferences;
• Loyalty-program information;
• Special occasions;
• Family or group composition; and
• Other information relevant to designing your trip.

Traveler and Reservation Information

When necessary for planning or booking travel, we may collect:

• Full legal name;
• Date of birth;
• Citizenship or nationality;
• Gender or sex where required by a Supplier;
• Passport or government-identification information;
• Known Traveler Number or similar travel credentials;
• Emergency-contact details;
• Traveler relationship information;
• Booking and confirmation information; and
• Information required by a travel Supplier or government authority.

Please provide sensitive identification information only through an approved secure method when requested.

Payment and Transaction Information

We may maintain information regarding:

• Professional service fees;
• Deposits;
• Supplier payments;
• Payment deadlines;
• Refunds;
• Cancellation requests;
• Insurance selections; and
• Other travel transactions.

Complete payment-card information should be submitted only through secure authorization or payment systems.

Communications and Service Records

We may retain records of:

• Emails;
• Inquiry forms;
• Consultation notes;
• Client requests;
• Planning preferences;
• Proposal approvals;
• Booking authorizations;
• Revision requests;
• Cancellation requests; and
• Other communications relating to our services.

Sensitive or Health-Related Information

In limited circumstances, you may voluntarily provide information necessary to request a travel accommodation or service, including:

• Accessibility or mobility requirements;
• Allergies;
• Dietary needs related to health;
• Pregnancy-related travel accommodations;
• Medical assistance requirements; or
• Other health-related information relevant to a specific travel request.

Kavea Travel requests that you provide only information reasonably necessary for the requested service or accommodation.

Where required by law, sensitive information will be processed only with the appropriate consent or other lawful basis.

4. INFORMATION ABOUT CHILDREN AND MINORS

Kavea Travel provides travel services to adults and does not offer services directly to children for independent use.

We may process information relating to minors when provided by a parent, legal guardian, or other adult authorized to arrange travel on their behalf.

This may include a minor traveler’s:

• Name;
• Date of birth;
• Passport details;
• Travel documentation;
• Dietary or accessibility requirements; and
• Other information required to arrange travel.

We do not knowingly solicit personal information directly from children for marketing purposes.

5. WHERE WE RECEIVE INFORMATION FROM

Most information is provided directly by you.

We may also receive information:

• From a primary traveler arranging a trip for other members of their party;
• From a parent or guardian;
• From Travel Planners International;
• From travel Suppliers;
• From insurers;
• From payment providers;
• From client-management, itinerary, or form platforms;
• From referral partners; or
• From other parties involved in servicing an existing travel request.

If you provide personal information about another traveler, you represent that you are authorized to provide the information for legitimate travel-planning and booking purposes.

6. HOW WE USE PERSONAL INFORMATION

We may use personal information to:

• Respond to travel inquiries;
• Conduct consultations;
• Research destinations and travel options;
• Prepare proposals and itineraries;
• Provide personalized travel recommendations;
• Create and manage travel reservations;
• Communicate with Suppliers;
• Request accommodations or special services;
• Manage payments and professional fees;
• Maintain booking and transaction records;
• Provide pre-travel and reasonable post-booking support;
• Manage changes and cancellations;
• Offer travel-protection options;
• Respond to questions and service concerns;
• Prevent fraud or misuse;
• Protect the security of our systems;
• Satisfy legal, regulatory, tax, accounting, or contractual requirements; and
• Operate and improve Kavea Travel.

We may also use your information for marketing where you have consented or where otherwise permitted by applicable law.

7. LEGAL BASES FOR PROCESSING

Where laws such as the General Data Protection Regulation (“GDPR”) require us to identify a legal basis, personal information may be processed because:

Contract or Pre-Contractual Steps

Processing is necessary to respond to your request, prepare travel options, provide planning services, or perform an agreement with you.

Legal Obligations

Processing may be necessary to comply with accounting, tax, regulatory, fraud-prevention, or other legal obligations.

Legitimate Interests

We may process information where reasonably necessary to operate our business, provide customer service, maintain records, protect our systems, resolve disputes, and improve our services, provided those interests are not overridden by your rights.

Consent

We may rely on your consent where required, particularly for certain marketing activities, non-essential website technologies, or sensitive information.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

8. HOW WE SHARE PERSONAL INFORMATION

We do not disclose personal information indiscriminately.

We may share information where reasonably necessary with:

• Travel Planners International;
• Airlines;
• Hotels and resorts;
• Cruise lines;
• Tour operators;
• Destination-management companies;
• Rail providers;
• Transportation and transfer companies;
• Rental-car companies;
• Excursion providers;
• Theme parks and attraction providers;
• Travel insurers;
• Payment processors;
• Client-management and itinerary platforms;
• Secure form providers;
• Website and technology service providers;
• Professional advisers;
• Government or regulatory authorities where legally required; and
• Other providers reasonably necessary to fulfill your travel request.

Only information reasonably necessary for the applicable purpose should be disclosed.

Many travel Suppliers act as independent businesses and may process your information according to their own privacy policies.

9. TRAVEL PLANNERS INTERNATIONAL

Kavea Travel is an independent affiliate of Travel Planners International, Inc.

Certain traveler information, booking information, professional service-fee information, payment information, and other data may be transmitted to or processed through TPI in connection with services provided to you.

TPI may process that information according to its own privacy practices and legal responsibilities.

Professional service fees charged by Kavea Travel are processed through Travel Planners International in accordance with applicable procedures.

10. PAYMENT INFORMATION

Kavea Travel uses authorized third-party systems for professional service fees and travel-related payments.

Depending on the transaction, payment may be processed by:

• Travel Planners International;
• The applicable travel Supplier;
• An authorized payment processor; or
• Another approved travel-payment provider.

Kavea Travel does not ask clients to send complete payment-card information through ordinary email, text messages, or social media.

Where a secure credit-card authorization form is used, payment information is handled through the applicable secure platform and used for authorized transactions.

11. INTERNATIONAL TRAVEL AND DATA TRANSFERS

Travel is inherently international.

When you ask us to arrange international travel, it may be necessary to transfer your personal information to Suppliers in countries outside your country of residence.

For example, booking a hotel, private transfer, tour, or cruise in another country may require us to provide traveler information to a Supplier located in that destination.

Where GDPR, UK GDPR, or another law regulating international data transfers applies, we seek to use an appropriate lawful mechanism where required.

Depending on the circumstances, this may include:

• Transfers to jurisdictions recognized as providing adequate protection;
• Contractual safeguards;
• Transfers necessary to perform a travel contract requested by you; or
• Another legally permitted transfer mechanism.

Travelers should understand that privacy protections vary between countries.

12. HOW LONG WE RETAIN INFORMATION

Kavea Travel keeps personal information only for as long as reasonably necessary for the purposes for which it was collected.

The applicable retention period may depend on:

• Whether you book travel;
• The nature of the information;
• Supplier and TPI requirements;
• Accounting and tax obligations;
• Regulatory requirements;
• Insurance requirements;
• Fraud-prevention needs;
• Potential claims or disputes; and
• Legitimate business recordkeeping needs.

Information concerning an inquiry that does not result in a booking will not be retained indefinitely.

Booking, transaction, accounting, and contractual records may be retained for longer periods where required or reasonably necessary.

Passport, identification, health-related, and similarly sensitive information should be retained only for as long as reasonably necessary for the applicable travel service or another lawful purpose.

Marketing information may be retained until you unsubscribe, withdraw consent where applicable, or the information is no longer necessary.

13. TRAVEL INSURANCE INFORMATION

When you accept, decline, or purchase travel protection through or in connection with Kavea Travel, we may maintain a record of:

• Insurance options offered;
• Your acceptance or declination;
• Insurance-provider information;
• Quote or policy information; and
• Related communications.

Insurance companies process information according to their own privacy policies.

Kavea Travel does not control how an insurer processes information submitted directly to it.

14. MARKETING COMMUNICATIONS

Kavea Travel may send newsletters, travel inspiration, offers, business updates, or other marketing communications when you have requested them or where otherwise permitted by law.

Where consent is required, marketing communications will be sent only after appropriate consent has been obtained.

You may unsubscribe from marketing communications at any time.

Unsubscribing from marketing does not prevent us from sending necessary communications relating to:

• An inquiry;
• An active planning engagement;
• A professional fee;
• A booking;
• A payment;
• A cancellation;
• An upcoming trip; or
• Another service you requested.

15. WEBSITE COOKIES AND SIMILAR TECHNOLOGIES

Our website may use cookies and similar technologies for functions such as:

• Operating the website;
• Maintaining security;
• Remembering preferences;
• Understanding website usage; and
• Supporting embedded or third-party functionality.

Strictly necessary technologies may be used when required for the website to function.

Where applicable law requires consent, non-essential analytics, advertising, or similar technologies will not be used until appropriate consent has been obtained.

You may be able to control cookies through our website’s consent tool or your browser settings.

Third-party website integrations may be subject to the privacy policies of those providers.

16. DATA SECURITY

Kavea Travel uses reasonable administrative, organizational, and technical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, loss, or misuse.

These safeguards may include:

• Restricted access;
• Secure client-management systems;
• Password protections;
• Secure payment and authorization platforms;
• Secure form providers;
• Data minimization; and
• Use of reputable technology providers.

No system for electronic transmission or storage can be guaranteed to be completely secure.

Clients should avoid sending passports, payment-card information, medical information, or other sensitive data through unsecured communication channels.

17. YOUR PRIVACY RIGHTS

Depending on where you live and which laws apply, you may have rights concerning your personal information.

These may include the right to:

• Request access to personal information;
• Correct inaccurate information;
• Request deletion;
• Restrict certain processing;
• Object to certain processing;
• Receive certain information in portable form;
• Withdraw consent;
• Opt out of certain marketing;
• Opt out of certain sales or sharing where applicable; and
• Exercise privacy rights without unlawful discrimination.

Some rights are subject to exceptions.

For example, we may be required or permitted to retain information for legal, accounting, fraud-prevention, contractual, regulatory, or dispute-resolution purposes.

To submit a privacy request, contact:

info@kaveatravel.com

We may take reasonable steps to verify your identity before fulfilling a privacy request.

Please do not send unnecessary sensitive information when making a request.

18. EEA AND UK PRIVACY RIGHTS

Where the GDPR, UK GDPR, or similar privacy law applies, you may have rights to:

• Access your personal information;
• Correct inaccurate information;
• Request erasure;
• Restrict processing;
• Object to certain processing;
• Request data portability where applicable; and
• Withdraw consent where consent is relied upon.

You may also have the right to lodge a complaint with the competent data-protection supervisory authority.

The appropriate supervisory authority will depend on the jurisdiction applicable to the processing.

Nothing in this Policy is intended to limit privacy rights that cannot legally be waived.

19. CALIFORNIA PRIVACY RIGHTS

California residents may have additional privacy rights where the California Consumer Privacy Act (“CCPA”), as amended, applies to Kavea Travel or the relevant processing.

Those rights may include the right to:

• Know what personal information is collected and how it is used or disclosed;
• Request access;
• Request deletion, subject to exceptions;
• Correct inaccurate personal information;
• Opt out of the sale or certain sharing of personal information;
• Limit certain uses of sensitive personal information where applicable; and
• Exercise applicable privacy rights without unlawful discrimination.

Kavea Travel does not operate as a data broker and does not sell travelers’ personal information for monetary consideration.

If Kavea Travel begins engaging in activities that legally constitute “sale” or “sharing” under California law, we will provide any notices and opt-out mechanisms required by applicable law.

20. WASHINGTON CONSUMER HEALTH DATA

Washington law provides specific protections for certain consumer health data.

Kavea Travel may receive limited health-related information when a traveler voluntarily provides it for a requested travel service or accommodation, such as:

• Accessibility needs;
• Mobility requirements;
• Allergies;
• Health-related dietary requirements; or
• Other requested accommodations.

Where the Washington My Health My Data Act applies, covered consumer health data will be handled in accordance with applicable requirements.

Kavea Travel maintains a separate Consumer Health Data Privacy Policy where required, describing the categories of covered information collected, purposes of collection, sources, disclosures, recipients, and consumer rights.

21. SALE OF PERSONAL INFORMATION

Kavea Travel does not sell personal information as part of its business model.

Information shared with travel Suppliers, Travel Planners International, payment providers, technology providers, or other service providers is shared for legitimate business purposes such as arranging requested travel, processing transactions, providing services, maintaining systems, or complying with legal obligations.

22. AUTOMATED DECISION-MAKING

Kavea Travel does not make decisions about travelers based solely on automated processing where those decisions would produce legal or similarly significant effects.

Technology may be used to assist with administrative tasks, research, itinerary organization, communications, or other operational functions.

Material travel-planning and booking decisions are not made solely by automated systems.

23. DATA BREACHES

If Kavea Travel becomes aware of a personal-data breach affecting information under our control, we will take reasonable steps to investigate, contain, and address the incident.

Where applicable law requires notification to affected individuals, regulators, or other authorities, notification will be provided as legally required.

24. THIRD-PARTY WEBSITES AND SERVICES

Our website, proposals, itineraries, emails, or other communications may contain links to third-party websites and services.

Kavea Travel is not responsible for the privacy practices or content of those third parties.

We encourage you to review the privacy policy of any third party before providing personal information directly to it.

25. CHANGES TO THIS PRIVACY POLICY

Kavea Travel may update this Privacy Policy as our business practices, technology, providers, or applicable laws change.

The Last Updated date at the beginning of this Policy will identify the latest revision.

Where required by law, material changes may be communicated through our website, email, or another appropriate method.

26. CONTACT KAVEA TRAVEL

For privacy questions, concerns, or requests, please contact:

Kavea Travel
Operated by: Katherine Vega
Email: info@kaveatravel.com
Website: kaveatravel.com

When contacting Kavea Travel regarding privacy, please do not send passport numbers, complete payment-card information, medical records, or other sensitive information through ordinary email unless you have been specifically directed to use a secure method.