Privacy and Cookies Policy

Effective Date: 09/15/2022

We are committed to safeguarding your personal data and ensuring that it is handled in compliance with the General Data Protection Regulation (GDPR), UK Data Protection Act, and California Consumer Privacy Act (CCPA). This policy outlines how we collect, use, share, and protect your personal information, as well as how we use cookies on our website.

1. Information We Collect

We may collect the following types of personal data when you interact with our services:

• Personal Information: Name, email address, phone number, billing address, and payment details (processed securely via payment processors).
• Booking Information: Travel details, including dates, guest names, and room preferences.
• Technical Data: IP address, browser type, device information, and browsing behavior (through cookies and other technologies).
• Communications: Information from any correspondence with us, such as emails or chats.

2. How We Use Your Information

We process your personal data for the following purposes:

• Processing Bookings: To manage your reservations, cancellations, and modifications, as well as to process payments.
• Communicating with You: To send booking confirmations, updates, and customer service responses.
• Improving Services: To analyze and enhance our website functionality and user experience.
• Legal Compliance: To comply with legal requirements, resolve disputes, and enforce our agreements.

3. How We Share Your Information

We only share your personal data with:

• Third-Party Service Providers: Such as hotels, payment processors (e.g., Stripe, Square), and communication providers. These parties are contractually obligated to handle your data securely and in compliance with applicable laws.
• Legal Authorities: When required by law to meet government, regulatory, or law enforcement requests.

We do not sell or share your personal information for marketing purposes.

4. Legal Basis for Processing (GDPR and UK Data Protection Act)

We rely on the following legal bases to process your personal data:

• Consent: When you have provided explicit consent (e.g., for marketing communications).
• Contractual Necessity: When processing is necessary for fulfilling a booking or service agreement.
• Legitimate Interests: To improve our services and protect our legal rights.
• Legal Obligation: When we must comply with a legal requirement.

5. Your Rights

You have certain rights regarding your personal data under the GDPR, UK Data Protection Act, and CCPA:

5.1 Rights Under GDPR and UK Data Protection Act:

• Right to Access: Request access to the personal data we hold about you.
• Right to Rectification: Correct any inaccurate or incomplete data.
• Right to Erasure: Request deletion of your data under certain conditions.
• Right to Data Portability: Receive a copy of your data in a structured format.
• Right to Object: Object to data processing based on legitimate interests or direct marketing.
• Right to Restrict Processing: Request limited processing of your data in specific situations.

5.2 Rights Under CCPA (For California Residents):

• Right to Know: Request information about the personal data we collect, use, and share.
• Right to Delete: Request the deletion of your personal information, subject to legal exceptions.
• Right to Opt-Out of Sale: We do not sell personal information. However, the CCPA provides the right to opt out of any sale of your data.
• Right to Non-Discrimination: You have the right not to be discriminated against for exercising your privacy rights.

To exercise your rights, please contact us at [Insert Contact Information].

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Once no longer needed, we will securely delete or anonymize your data.

7. Security of Your Information

We use industry-standard security measures to protect your personal data from unauthorized access, loss, or misuse. However, no online transmission is completely secure, and we cannot guarantee the absolute security of your data.

8. International Data Transfers

Your personal data may be transferred outside of the European Economic Area (EEA) or the UK. Where such transfers occur, we ensure they are protected by appropriate safeguards, such as Standard Contractual Clauses (SCCs).

9. Cookies and Tracking Technologies

What Are Cookies?

Cookies are small text files placed on your device that allow us to recognize your browser and remember your preferences. We use cookies to enhance your experience and improve our services.

Types of Cookies We Use:

• Essential Cookies: Necessary for the website to function (e.g., session cookies).
• Performance Cookies: Help us understand how you use our website, allowing us to improve performance.
• Targeting Cookies: Used to deliver personalized advertisements based on your interests.

Managing Cookies:

You can manage your cookie preferences by adjusting your browser settings. Please note that disabling certain cookies may impact the functionality of our website.

10. Children’s Privacy

We do not knowingly collect personal data from individuals under the age of 16 without parental consent. If you believe we have collected data from a minor, please contact us immediately.

11. Changes to This Policy

We may update this Privacy and Cookies Policy to reflect changes in our practices or legal requirements. Any updates will be posted on this page, and significant changes will be communicated to you via email or website notifications.

12. Third-Party Affiliations and Disclaimers

Explore Group LLC DBA VHS Travel is a third-party travel provider that offers hotel accommodations near major convention centers. We are not affiliated with any event organizers, and all trademarks belong to their respective owners.