Privacy Policy

Kokalachi Travel Co. ("we", "us", "our") designs and runs small-group journeys in India and abroad, and operates the website kokalachi.com. We decide how and why your personal data is used, which makes us the "Data Fiduciary" for it under Indian law.

You can reach us at hello@kokalachi.com, +91 97118 45700, or 91 Springboard, C-2, Sector 1, Noida, Uttar Pradesh 201301, India.

We only collect what we need to answer you, plan your journey and look after you on it.

Information you give us:

• Enquiries: your name, email, phone number, the journey you're interested in, preferred travel dates, group size, your message and how you heard about us.
• Booking requests: your name, email, phone number, number of travellers, the trip and departure you've chosen, and any special requests.
• Trip details we need to run your journey: government-issued ID for hotel check-ins and permits, passport and visa details for international trips, an emergency contact, and any dietary, medical or accessibility needs you choose to share.
• Payment details: records of the payments you make to us. Card and UPI details are handled by our bank or payment gateway and are not stored by us.
• Things you share with us: messages on WhatsApp, email or phone, reviews, and photos or videos you send us after a trip.

Information collected automatically: like most websites, our hosting provider keeps basic technical logs (such as IP address, browser type, pages visited and time of visit) to keep the site secure and working. If you allow advertising cookies, our trip pages also use the Meta Pixel to measure visits from our Facebook and Instagram ads (see Cookies below).

Information from others: if a friend or family member books for you, they will give us your details. Please make sure they have your permission.

• To reply to your enquiries and help you choose a journey.
• To process and confirm your booking, collect payment and issue invoices, including GST and TCS where applicable.
• To arrange your stays, transport, activities, permits and visas with our travel partners.
• To add you to your trip's pre-trip group so you can meet your fellow travellers before departure.
• To keep you safe during the journey and contact your emergency contact if we ever need to.
• To send you important updates about your trip, such as itinerary changes, timings and packing lists.
• With your consent, to send you news about upcoming journeys and to feature your review, photos or videos.
• To meet our legal, tax and accounting obligations and to prevent fraud or misuse.

We process your personal data on the basis of the consent you give when you submit a form, book a journey or share information with us, and for other legitimate uses allowed by law, such as meeting legal requirements or responding to a medical emergency.

You can withdraw your consent at any time by writing to us. This won't affect anything we did before you withdrew it, but if the information is needed to run your trip, we may no longer be able to provide it.

We never sell your personal data. We share it only when it's needed to deliver your journey or required by law:

• Travel partners: hotels, transport operators, guides and activity providers receive only the details they need, such as your name and ID for check-in.
• Government authorities: for visas, permits and border formalities, and whenever we are legally required to.
• Your fellow travellers: in the pre-trip group, other members of your trip can see your name and phone number. Let us know before you're added if you'd prefer a different way to stay in touch.
• Service providers: companies that host our website and database, send our emails and process payments, who handle your data on our behalf and under confidentiality.
• Meta Platforms: if you allow advertising cookies, Meta receives information about that visit (such as the page, your browser and IP address) to help us measure and improve our ads. Meta handles this under its own privacy policy.
• Professional advisers and authorities: our accountants, lawyers or the police where needed to protect your safety, our rights or to comply with the law.

Group photos and videos are a big part of our journeys. Your trip host or fellow travellers may take photos that include you, and we may share some of them on our website and social media.

We only publish your review, or a photo where you are clearly the focus, with your name after you've agreed to it. If you'd rather not appear, tell your trip host or write to us, and we'll take it down.

For international journeys, we share the details needed for your stay, transport and visa with partners and authorities in the destination country. Some of our service providers may also store data on servers outside India. Where this happens, we take reasonable steps to make sure your data stays protected, in line with Indian law.

We keep cookies to a minimum:

• Strictly necessary: a login cookie for our own team's admin area. It is never set for visitors.
• Advertising (only with your consent): our trip pages can use the Meta Pixel, which sets Meta cookies (such as _fbp) to tell us how many people reached the page from our Facebook and Instagram ads and to show relevant ads to people who visited. The first time you open a trip page, we ask whether that's okay, and the Pixel only loads if you choose Accept. We don't use these cookies to identify you by name.

You can change your choice at any time using Cookie Settings at the bottom of any page. You can also block or delete cookies in your browser settings, and control how Meta uses your activity for ads in your Facebook or Instagram ad preferences. Some images on our site load from third-party image services, which may see your IP address when your browser requests the image. We do not use any other analytics or tracking tools.

• Enquiries are kept for as long as we need them to reply and follow up with you, and then deleted.
• Booking and payment records are kept for as long as Indian tax and accounting laws require.
• Copies of ID, passport and visa documents are deleted after your journey, unless the law requires us to keep them longer.
• Reviews and photos stay published until you ask us to remove them.

We use reasonable security practices to protect your data, including encrypted (HTTPS) connections, restricted access for our team, and trusted service providers. No system is completely secure, but if a breach ever affects your data, we will inform you and the authorities as required by law.

Under the Digital Personal Data Protection Act, 2023, you can:

• Ask for a summary of the personal data we hold about you and who we've shared it with.
• Ask us to correct, complete or update your data.
• Ask us to erase your data when it's no longer needed, unless the law requires us to keep it.
• Withdraw your consent at any time.
• Nominate someone to exercise these rights on your behalf in case of death or incapacity.
• Raise a grievance with us, and if you're not satisfied with our response, complain to the Data Protection Board of India.

To use any of these rights, write to hello@kokalachi.com. We may ask you to confirm your identity first, and we'll respond as quickly as we can and within the time the law requires.

Our journeys are designed for adults. We don't knowingly collect personal data from anyone under 18, except when a parent or guardian books for them and gives consent on their behalf.

We may update this policy from time to time. The date at the top of this page shows when it was last changed, and if we make a significant change, we'll let you know by email or on our website.

For any question, request or complaint about your personal data, contact our Grievance Officer at hello@kokalachi.com or +91 97118 45700, or write to us at 91 Springboard, C-2, Sector 1, Noida, Uttar Pradesh 201301, India.

You can also read our [Terms & Conditions](/terms) or [get in touch](/contact).