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Privacy Policy

Privacy Policy

At PolyTravel, we are steadfast in our commitment to protecting your privacy and securing your personal information. We understand that your trust is essential, and we prioritize the safeguarding of your data across our website, services, and associated platforms. Our privacy practices are built on principles of transparency, diligence, and compliance with industry-leading standards. To ensure the protection of your personal information from unauthorized access, misuse, or disclosure, we employ robust security measures, including advanced encryption protocols, secure data storage systems, and regular system audits. Our dedicated team is committed to handling your data with the highest level of care, ensuring full compliance with all applicable data protection regulations.

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Privacy Policy

Polytravis Services Limited (“Polytravis,” “we,” “us,” or “our”) is dedicated to safeguarding the privacy and security of our clients’ personal information. This Privacy Policy outlines the methods by which we collect, use, disclose, and protect information obtained through your access to and use of our services (the “Services”). These Services are accessible via our website at www.polytravis.com, other websites we own or control (collectively, the “Website”), or through direct communication with us via telephone, WhatsaApp, Telegram, Social Media handles, like X-Twitter, TikTok, Instagram, YouTube, Facebook, or Threads other channels. This Privacy Policy applies exclusively to Polytravis Services Limited and does not extend to third-party websites, services, or applications, even if they are accessible through our Services or Website.

Commitment to Data Protection

We are committed to ensuring the confidentiality and security of the personal information provided by our clients. This Privacy Policy is designed to comply with the General Data Protection Regulation (GDPR) and applicable country-specific data protection laws. We strongly recommend reviewing this Privacy Policy carefully before using our Website or Services.

Information We Collect

We collect information to provide and improve our services, process your requests, and comply with legal obligations. The types of information we collect include:

Personal Information

Personal information is any information that can be used to identify you, either directly or indirectly. We may collect the following personal information when you use our services or interact with us:

  • Identity and Contact Information: Full name, date of birth, gender, nationality, email address, phone number, mailing address, and other contact details.
  • Travel-Related Information: Passport details (e.g., passport number, issuance and expiry dates, issuing authority), visa application details, travel itineraries, flight booking details, and travel preferences.
  • Payment Information: Credit/debit card details, bank account information, billing address, and other payment-related details.
  • Account Information: Username, password, and other credentials used to access your Polytravis account.
  • Other Information You Provide: Information provided through forms, surveys, customer support communications, or other interactions with us.

Non-Personal Information

We may collect non-personal information that does not directly identify you, including:

  • Usage Data: Information about how you interact with our website and services, such as IP address, browser type, device type, operating system, pages visited, and time spent on our website.
  • Cookies and Tracking Technologies: Data collected through cookies, web beacons, and similar technologies to enhance your experience and analyse website performance (see Section 5 for details).
  • Aggregated Data: Statistical or demographic data that does not identify you personally but helps us understand user trends and preferences.

Information from Third Parties

We may receive information about you from third parties, such as:

  • Travel Partners: Airlines, hotels, visa processing agencies, or other service providers involved in fulfilling your travel requests.
  • Payment Processors: Information from payment service providers to verify transactions.
  • Public Sources: Information available publicly or through third-party databases, where permitted by law.

2. How We Collect Information

We collect information in the following ways:

  • Directly from You: When you complete forms on our website, book travel services, apply for visas or passports, create an account, or contact our customer support.
  • Automatically: Through cookies, web beacons, and other tracking technologies when you visit our website or use our services.
  • From Third Parties: From travel partners, payment processors, or other authorized entities involved in providing our services.

How We Use Your Information

We use your information to provide, improve, and personalize our services, as well as to comply with legal and regulatory requirements. Specifically, we use your information for the following purposes:

  • Service Delivery:
    • To process and fulfill flight bookings, visa applications, passport services, and travel arrangements.
    • To communicate with you about your bookings, applications, or travel plans.
    • To manage your Polytravis account and provide customer support.
  • Payment Processing:
    • To process payments securely and prevent fraudulent transactions.
  • Personalization:
    • To tailor our services to your preferences, such as recommending travel options based on your history or interests.
  • Marketing and Communications:
    • To send you promotional offers, newsletters, or updates about our services, where you have consented to receive such communications.
    • To conduct surveys or request feedback to improve our services.
  • Analytics and Improvement:
    • To analyze website usage, monitor performance, and enhance user experience.
    • To conduct research and develop new services.
  • Legal and Compliance:
    • To comply with applicable laws, regulations, and government requirements (e.g., immigration or customs regulations).
    • To protect our rights, property, or safety, and that of our users or others.
    • To respond to legal requests, such as subpoenas or court orders.

How We Share Your Information

We do not sell your personal information. However, we may share your information with third parties in the following circumstances:

  • Service Providers: We share information with trusted third-party service providers who assist us in delivering our services, such as airlines, visa processing agencies, payment processors, and IT service providers. These providers are contractually obligated to protect your information and use it only for the purposes we specify.
  • Travel Partners: We share necessary information with airlines, hotels, or other travel-related entities to fulfill your bookings or arrangements.
  • Legal and Regulatory Authorities: We may disclose information to comply with legal obligations, such as immigration or customs requirements, or in response to lawful requests from government authorities.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to a successor entity, subject to the same privacy protections.
  • With Your Consent: We may share your information with other parties or social media if you provide explicit consent.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze website performance, and deliver personalized content. Cookies are small data files stored on your device that help us recognize you and remember your preferences.

  • Types of Cookies:
    • Essential Cookies: Necessary for the website to function properly, such as maintaining your session or securing your account.
    • Performance Cookies: Collect data on how users interact with our website to improve its functionality.
    • Marketing Cookies: Used to deliver relevant advertisements and track the effectiveness of marketing campaigns.
    • Managing Cookies: You can control cookies through your browser settings or our website’s cookie consent tool. Note that disabling certain cookies may affect the functionality of our website.

Data Security

We take reasonable measures to protect your personal information from unauthorized access, use, or disclosure. These measures include:

  • Encryption of sensitive data (e.g., payment information) during transmission and storage.
  • Access controls to limit who can view or process your information.
  • Regular security assessments and updates to our systems.

However, no method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including:

  • To provide our services and fulfill your requests.
  • To comply with legal or regulatory obligations (e.g., tax or immigration records).
  • To resolve disputes or enforce our agreements.

When your information is no longer needed, we securely delete or anonymize it in accordance with applicable laws.

Your Rights and Choices

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

  • Access: Request access to the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information, subject to legal obligations.
  • Restriction: Request restriction of how we process your information.
  • Data Portability: Request a copy of your information in a structured, machine-readable format.
  • Objection: Object to certain uses of your information, such as for direct marketing.
  • Withdraw Consent: Withdraw consent for processing where we rely on your consent.

To exercise these rights, please contact us at info@polytravis.com. We may need to verify your identity before processing your request.

You may also opt out of marketing communications by clicking the “unsubscribe” link in our emails or contacting us directly.

International Data Transfers

Polytravis operates globally, and your information may be transferred to, stored, or processed in countries outside your country of residence, including countries with different data protection laws. We ensure that such transfers comply with applicable laws, such as by using standard contractual clauses or other safeguards.

Third-Party Links

Our website may contain links to third-party websites or services (e.g., airline or payment processor websites). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will take steps to delete it. If you believe we have inadvertently collected information from a child under 16, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a revised “Last Updated” date. We encourage you to review this policy periodically.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Polytravis Services Limited
Email: info@polytravis.com
Website: polytravis.com

For complaints, you may also contact your local data protection authority, or you click here to Contact Us

Last Update on July 23, 2025

Thank you for choosing Polytravis Services Limited. We value your trust and are committed to protecting your privacy.