PRIVACY POLICY

Hayleys Tours Pvt. Limited is committed to protecting guests’ personal information. The creation of this privacy policy was undertaken to illustrate the information we collect from our customers and web site visitors, and the way in which we use that information. We will post any changes in our privacy policy time to time on the website.

WHAT IS PERSONAL INFORMATION?

“Personal Information” refers to the details that can be used to identify any individual who uses the products/services of the web site. The term “Personal Information” refers to name, address and gender and other details provided by you under your consent.

WHY IS PERSONAL INFORMATION COLLECTED?

To provide superior customer service to our clients.
Hayleys Tours Pvt. Limited collects personal information to assist is making your stay in Sri Lanka more simpler and easier, and in carrying out your request to ensure your needs are met when on tour. In addition, personal information is collected to allow us to contact you in case of arising matters related to your stay in Sri Lanka. By maintaining personal information of guests, you are able to reconcile statements/invoices and confirm prior transactions.

To Keep Our Guests and Owners Informed

Personal information may be used to provide guests with newsletters regarding our tour company and to advise on any promotions, offers, discounts or related news that may be of interest. In order to carry out this task, personal information may have to be retained, and be shared with a third party. These companies could include communications and marketing companies, who are under contract with Hayleys Tours Pvt. Limited and are contractually obligated to protect all information shared.

For Marketing Research

With regard to surveys, we may wish to contact you to receive your views on our tour company and its service delivery. In most cases, information such as this are collected by a third party, who are under contract with Hayleys Tours Pvt. Limited and as stated above, they are contractually bound to protect the personal information shared. This is done with an intention to understand the trends, needs and expectations of our customers.

HOW IS PERSONAL INFORMATION COLLECTED?

On Our Website

Initially Upon Contact With Our Web Site

Whenever you visit a site, a cookie is stored in your computer and your computer is identified with a unique ID number. Cookies are small pieces of information that your browser stores on your computer’s hard disk. They simplify any bookings by automatically filling up preferences already been filled up on your previous visit to the site. Cookies are also used as a way of collecting website data such as the number of visitors and traffic to specific web pages. This helps us to understand which pages are popular among users and which are not. It also helps us to improve on the site based on page views and number of visitors. You can set your computer to not store any cookies on your computer, if you prefer. However, this may prevent you using some of the functions we offer.

When accessing our website, your computer will assigned a specific ID number, which will identify you whenever you visit our website. Although personal information such as name, age and address will be anonymous at this point, cookies will allow us to make a log of every time you access the site. Once personal information is entered, we will combine your ID number with the contact information you provided, so that we can recognize you on future visits to Sri Lanka.

While Browsing Our Website

When you explore our web site, there may be instances where online surveys or promotions will request you to provide personal information. In responding to this request if you wish to participate, you may have to provide information about your personal identity such as name and address. In instance such as this, we only use information to suit the purposes you have specified.

When Purchasing a Tour Package
On Our WebSite

When purchasing a tour package, you will be required to fill a payment for. The payment form will be asking you to provide specific details including your name, address, country, other personal information, such as email and phone number. In addition to this, you will be asked to provide arrival and departure dates and the amount of adults, kids and infants travelling, ​passport numbers and any flyer numbers. Next, you will be directed to a page of the bank to enter certain guarantee and deposit details such as credit card information in order to secure your purchase. The completion of your purchase form shall serve as your acknowledge and agreement to the terms and conditions contained in this Privacy Policy. Once your credit card is verified, Hayleys Tours Pvt. Limited will confirm the purchase and process any payments. Since purchasing a tour package involves personal information of credit cards, Hayleys Tours Pvt. Limited uses a secure system, where the credit card information is protected. In this process, the information is encoded before transmitting to the intended recipient. Moreover, ​credit card details are collected directly by the payment gateways and banks and not by ​Hayleys Tours Pvt. Limited.

Through our Worldwide Tour Package Purchases

You can also purchase a tour package by calling our corporate office. When called to our corporate office asking about a tour package, only if the client agrees to purchase the specific tour package details will be asked for. In this instance, we may ask your personal information such as name, contact details and method of payments. In addition, we may also gather information about any special requests. The information will be transmitted to the through a secured communication gateway and confirmation of your purchase will be sent to you directly from Hayleys Tours Pvt. Limited through email.

During your stay in Sri Lanka

From arrival to departure, we will record your name, country, contact number, email, your arrival and depart dates and time with flight details. This information will carried in compliance to any reporting requirements, including those guidelines imposed by the government. In some cases, information specific to your service with Hayleys Tours Pvt. Limited may also be stored, such as service issues and payment difficulties. Other than these instances, we may also retain the contents of any documents provided by you such as emails, comments, letter and electronic documents that you may have sent us before your arrival to Sri Lanka. Such information is shared only with the rest of the staff at Hayleys Tours Pvt. Limited, and not any third party.

HOW DO WE STORE PERSONAL INFORMATION?

Between Arrival and Departure in Sri Lanka

Our tour company goes to great measures to ensure that all personal information is kept in a secure location, be it a database or filing cabinet. Furthermore, we take steps to ensure that only designated individuals have access to this information.

In Our Marketing Database

Hayleys Tours Pvt. Limited maintains a database of guest information which is used for marketing, promotion and research purposes. Any information sent provides a clear notice of how to discontinue receiving promotional materials.

WHAT INFORMATION IS NOT SECURE?

Please note that e-mail communication is not secure, especially when conveying personal information. When requesting for information using e-mail, do not state your personal information such as credit card number. In addition, when purchasing a tour package outside your home, make sure that you always close your browsers. It is recommended that you close your browsers immediately upon completion because if not, you will still be logged on to the page, and it will be easy for someone to gain access.

WHAT PERSONAL INFORMATION MAY BE PROVIDED TO THIRD PARTIES?

As mentioned before in this statement, third parties of Hayleys Tours Pvt. Limited will receive personal information only in instances when their services are needed to better serve your needs as a guest. All third parties are contractually bound, and will be legally obligated to comply with agreed upon terms and conditions such as protection of personal information.
In exceptional circumstances, personal information may be shared when legal regulations, judicial or official orders may require us to hand data over to the relevant authority or court. However, this is only undertaken within the framework of our legal obligations. Other instances where personal information is shared without your consent are if you have failed to pay amount due and if your stay has been paid by a third party, then all billing information will be send to the paying party.

HOW DO I ACCESS MY PERSONAL INFORMATION?

If you wish to know what personal information we may have of you, you can make a request and we will be more than happy to assist you with your requirements. However, in order to protect personal information of guests, we require that you prove your identity at the time the request is made. You have the option of requesting in person or via letter or fax. Hayleys Tours Pvt. Limited reserves the right to decline access to your personal information under certain circumstances. If your personal information will not be disclosed, you will be provided with the reasons for this non-disclosure.

HOW LONG IS MY PERSONAL INFORMATION RETAINED?

Your personal information will be stored for the period of time required by law. It may be stored indefinitely by Hayleys Tours Pvt. Limited as long as there is a business purpose for doing so. From time to time we may delete your personal information if you have not stayed with us in a number of years.

HOW WILL I KNOW IF THERE ARE CHANGES TO THIS POLICY?

Any changes to the privacy policy will be posted on this web site. Changes of use will not apply retroactively to Personal Information for which you have given explicit consent, which was acquired before the change to the Privacy Policy except as may be required by law. If you do not agree with the changes in the privacy policy, you may send us a letter or email. However if you do not object, it shall be taken as an indication of your agreement.

TO WHOM DO I DIRECT QUESTIONS OR CONCERNS REGARDING THIS POLICY?

Questions or concerns regarding this privacy policy should be directed to the following address:

Email: ​online@tours.hayleys.com Call: +94 11 216 8202
Fax: + 94 11 2686268
Write: Hayleys Tours Pvt. Limited,
400, Deans Road, Colombo 10, Sri Lanka.

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