Privacy Policy

1. Introduction

Road Monument Tours ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website road-monument.com, use our services, or interact with us in any way.

By using our website or services, you consent to the data practices described in this Privacy Policy. Please read this policy carefully to understand our views and practices regarding your personal data.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Booking Information: Tour preferences, travel dates, group size, special requirements
• Payment Information: Credit card details, billing address (processed securely through our payment processors)
• Emergency Contact Information: Names and contact details of emergency contacts for tour participants
• Health Information: Medical conditions, dietary restrictions, mobility requirements relevant to tour participation
• Travel Documents: Passport information, identification documents as required for tour participation

2.2 Automatically Collected Information

When you visit our website, we automatically collect certain information:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Information: Pages visited, time spent on site, referring websites, search terms
• Location Information: General geographic location based on IP address
• Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies

2.3 Information from Third Parties

We may receive information about you from third parties, including:

• Social media platforms when you interact with our social media accounts
• Business partners and affiliates
• Travel agencies and booking platforms
• Background check services for certain tour types

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Provision

• Processing and managing tour bookings and reservations
• Providing customer service and support
• Coordinating travel arrangements and accommodations
• Ensuring tour safety and security
• Managing group communications and itinerary updates

3.2 Communication

• Sending booking confirmations and tour information
• Providing pre-departure briefings and instructions
• Sending newsletter and promotional communications (with consent)
• Responding to inquiries and requests
• Notifying you of changes to our services or policies

3.3 Business Operations

• Improving our website, services, and customer experience
• Conducting market research and analysis
• Developing new tour offerings and services
• Ensuring compliance with legal and regulatory requirements
• Protecting against fraud and unauthorized activities

4. Legal Basis for Processing (For EU Residents)

Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to perform our contract with you for tour services
• Legitimate Interests: Processing for our legitimate business interests, such as improving our services
• Legal Obligation: Processing required to comply with applicable laws and regulations
• Consent: Processing based on your explicit consent, which you may withdraw at any time
• Vital Interests: Processing necessary to protect your vital interests or those of others

5. Information Sharing and Disclosure

We may share your personal information in the following circumstances:

5.1 Service Providers

We share information with trusted third-party service providers who assist us in operating our business:

• Hotels and accommodation providers
• Transportation companies and bus operators
• Restaurant and meal service providers
• Tour guides and local operators
• Payment processors
• Insurance providers
• Technology service providers

5.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Protect our rights, property, or safety
• Protect the rights, property, or safety of our customers or others
• Investigate fraud or other illegal activities
• Comply with national security or law enforcement requirements

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity, subject to appropriate confidentiality protections.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption: We use SSL/TLS encryption for data transmission and storage
• Access Controls: Strict access controls limit who can view your personal information
• Regular Audits: We conduct regular security audits and assessments
• Employee Training: Our staff receives regular privacy and security training
• Secure Storage: Personal data is stored on secure servers with appropriate protections
• Incident Response: We have procedures in place to respond to security incidents

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

7. Data Retention

We retain your personal information for different periods depending on the type of information and the purpose for which it was collected:

• Booking Information: Retained for 7 years after tour completion for business and legal purposes
• Marketing Communications: Retained until you unsubscribe or withdraw consent
• Website Usage Data: Typically retained for 2-3 years
• Customer Service Records: Retained for 5 years
• Financial Records: Retained as required by applicable accounting and tax laws

We will delete or anonymize your personal information when it is no longer needed for the purposes for which it was collected.

8. Your Rights and Choices

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

8.1 Access and Portability

• Request access to your personal information
• Obtain a copy of your personal data in a portable format
• Request information about how your data is processed

8.2 Correction and Updates

• Update or correct inaccurate personal information
• Complete incomplete personal information

8.3 Deletion

• Request deletion of your personal information (subject to legal and business requirements)
• Request anonymization of your personal data

8.4 Restriction and Objection

• Object to processing based on legitimate interests
• Request restriction of processing in certain circumstances
• Opt-out of marketing communications

8.5 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: [email protected]
• Phone: +1 (604) 555-0123
• Mail: Road Monument Tours, 1520 Granville Street, Suite 400, Vancouver, BC V6Z 1M2, Canada

We will respond to your request within 30 days (or as required by applicable law).

9. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience:

9.1 Types of Cookies We Use

• Essential Cookies: Necessary for website functionality and cannot be disabled
• Analytics Cookies: Help us understand how visitors interact with our website
• Marketing Cookies: Used to deliver personalized advertisements
• Functional Cookies: Remember your preferences and enhance website functionality

9.2 Cookie Management

You can manage your cookie preferences through:

• Our cookie consent banner and settings
• Your browser settings
• Third-party opt-out tools

Please note that disabling certain cookies may affect website functionality.

10. International Data Transfers

As a Canadian company operating tours across Canada, we may transfer your personal information to service providers located in other countries. When we do so, we ensure appropriate safeguards are in place:

• Adequacy decisions by relevant privacy authorities
• Standard contractual clauses
• Certification schemes and codes of conduct
• Other legally recognized transfer mechanisms

11. Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13 without parental consent. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

For tour participants under 18, we require parental or guardian consent and may collect additional information necessary for their safety and wellbeing during tours.

12. Third-Party Links

Our website may contain links to third-party websites, social media platforms, or services. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make material changes, we will:

• Post the updated policy on our website
• Update the "Last Updated" date
• Notify you via email or website notice for significant changes
• Obtain your consent where required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

14. Provincial Privacy Laws

As a Canadian company, we comply with applicable provincial privacy laws, including:

• Personal Information Protection Act (British Columbia)
• Personal Information Protection Act (Alberta)
• Personal Health Information Protection Act (Ontario)
• Other applicable provincial privacy legislation

15. Contact Information

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

16. Complaints and Dispute Resolution

If you believe we have not complied with this Privacy Policy or applicable privacy laws, you may:

• Contact our Privacy Officer directly
• File a complaint with the relevant provincial privacy commissioner
• Seek resolution through applicable dispute resolution mechanisms

Provincial Privacy Commissioners:

• Office of the Information and Privacy Commissioner for British Columbia
• Office of the Information and Privacy Commissioner of Alberta
• Information and Privacy Commissioner of Ontario
• Other applicable provincial privacy authorities