Privacy Policy

This policy explains what information The Tropical Travelers LLC collects, how we use it, and who we share it with. It applies to thetropicaltravelers.com and to the travel planning and booking services we provide.

Because we arrange travel on your behalf, we have to pass certain information to airlines, hotels, cruise lines, tour operators and other suppliers in order to hold and confirm your reservations. Section 3 explains exactly what that involves.

1. Information we collect

Information you give us directly. When you submit a form on our website, email us, call us, or text us, we collect the information you choose to provide. This typically includes your name, email address, phone number, and details about the trip you are considering.

Information needed to book your travel. Once you decide to book, we collect the additional information that airlines, hotels, cruise lines, tour operators and other suppliers require to hold and confirm a reservation. Depending on the trip, this can include the full legal names of everyone traveling, dates of birth, passport numbers and expiration dates, citizenship, home address, frequent traveler and loyalty program numbers, seat and room preferences, dietary requirements, accessibility needs, and emergency contact details. We collect only what a given booking actually requires.

Payment information. Payment card details submitted through our website are collected and processed by our booking platform provider. Section 7 explains how this works.

Information collected automatically. When you visit our website, our systems and the analytics and advertising tools we use automatically record information such as your IP address, browser type and version, device type, operating system, referring website, the pages you view, the links you click, and the dates and times of your visits. Section 4 explains the cookies and tracking technologies involved and how you can control them.

2. How we use your information

We use the information we collect to:

• Respond to your inquiry and prepare travel recommendations and quotes
• Book, confirm, modify and cancel travel arrangements on your behalf
• Communicate with you before, during and after your trip, including itinerary details, schedule changes and support while you are traveling
• Process payments and maintain records of your bookings
• Send you promotional emails about travel offers, if you have asked to receive them
• Send you text messages related to your travel, if you have opted in
• Improve our website, understand which pages and offers are useful, and measure the performance of our advertising
• Comply with legal, tax, insurance and regulatory obligations

We do not use your information for automated decision making that produces legal or similarly significant effects.

3. How we share your information

We do not sell or rent your personal information, and we never share it with unrelated companies for their own marketing.

We do share it in the following limited circumstances.

Travel suppliers. Booking travel requires us to transmit traveler information to the companies providing it. This includes airlines, hotels and resorts, cruise lines, villa and vacation rental managers, tour operators, destination management companies, ground transportation providers, travel insurance carriers, and the consortium and host organizations through which we access supplier rates and amenities. These companies receive only the information needed to deliver the travel you have booked, and they handle it under their own privacy policies, which we encourage you to review. Some suppliers are located outside the United States, so booking international travel means your information will be transmitted internationally.

Service providers. We use outside companies to operate our business, including our booking and customer relationship platform, our website host, our email marketing platform, our text messaging platform, payment processors, and analytics and advertising providers. They may access your information only to perform services for us and are contractually required to protect it.

Legal and safety reasons. We may disclose information when required by law, subpoena, or government request, to enforce our agreements, to protect the rights, property or safety of our clients, our staff or the public, or in connection with a merger, acquisition or sale of our business assets.

With your direction. We will share your information with anyone else you ask us to, such as a travel companion, a family member coordinating a group booking, or an employer arranging travel on your behalf.

4. Cookies, analytics and advertising

Our website uses cookies and similar technologies. Some are necessary for the site to function. Others help us understand how the site is used and allow us to advertise to people who have visited it.

Google and Meta process this data under their own privacy policies. You can control cookies through your browser settings, opt out of Google Analytics using Google's browser add-on, and adjust ad personalization in your Google and Meta account settings.

We do not currently respond to browser Do Not Track signals, because no common standard for them has been adopted. Where required by law, we honor the Global Privacy Control signal as a request to opt out of the sharing of personal information for targeted advertising.

5. Email marketing

If you request a quote, sign up for our list, or ask us to keep you posted, we will send you promotional emails about travel offers, destination news and specials. Message frequency varies.

Every promotional email includes an unsubscribe link at the bottom. You can also email us at sales@thetropicaltravelers.com and ask to be removed. We will process your request promptly.

Unsubscribing from promotional email does not stop the messages we need to send about a trip you have booked, such as itineraries, confirmations, schedule changes and payment reminders.

6. Text messages (SMS and MMS)

How we collect your number. We collect your mobile phone number when you provide it on our contact form at thetropicaltravelers.com/contact/, when you give it to us by phone or email, or when you text us directly.

Consent. We send text messages only to people who have agreed to receive them. The opt-in checkbox on our contact form reads:

By checking this box, I agree to receive text message communications from The Tropical Travelers. Message frequency may vary. Message and data rates may apply. You can opt out at any time by replying STOP or request more information by replying HELP. For details on how we use your information, please review our Privacy Policy.

Consent to receive text messages is not a condition of purchase.

What we send and how often. Messages relate to your travel inquiry and your bookings, including trip proposals, confirmations, itinerary reminders, payment reminders and customer service while you are traveling. We may also send occasional promotional messages if you have agreed to receive them. Message frequency varies with your travel timeline.

Opting out. Reply STOP to any message to stop receiving texts from us. We will send one confirmation message and then stop. Reply HELP for assistance, or reply START to opt back in. Message and data rates may apply.

Mobile opt-in data. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. The sharing described in Section 3 excludes text messaging originator opt-in data and consent, which is never shared with any third party.

7. Payment information

Payments and reservation requests submitted through our website are handled inside a secure form hosted by our booking platform provider, VacationCRM. Your card details are transmitted directly to that provider over an encrypted connection and are processed under their security standards.

When you give us payment details by phone or email so that we can book on your behalf, we use them only for the transaction you have authorized and handle them in accordance with card network rules.

We will never ask you to send full payment card numbers by text message or through social media.

8. Data security

We take reasonable precautions to protect your information. Our website is served over an encrypted connection, which your browser indicates with a padlock in the address bar and an address beginning with https. Information submitted through our forms is transmitted securely.

Internally, access to personal information is limited to the employees and contractors who need it to do their jobs, such as booking your travel, handling billing, or providing customer service. Our systems are password protected and our records are kept in a secure environment.

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

9. How long we keep your information

We keep booking records for as long as needed to service your travel and to meet our legal, tax, accounting and insurance obligations. Travel records are commonly retained for several years after a trip, because disputes, refunds, insurance claims and supplier audits can arise well after travel is complete.

We keep inquiry and marketing contact information until you ask us to remove it or unsubscribe.

When information is no longer needed, we delete it or remove the details that identify you.

10. Your privacy rights

You may ask us to access, correct or delete the personal information we hold about you, and you may ask us to stop sending marketing email or text messages. Contact us using the details in Section 11 and we will respond within the time required by applicable law.

We will not discriminate against you for exercising any of these rights.

California residents. Under the California Consumer Privacy Act as amended, you have the right to know what personal information we collect, use and disclose, to request deletion or correction, and to opt out of the sale or sharing of personal information for cross context behavioral advertising. We do not sell personal information for money. Our use of the advertising technologies described in Section 4 may be considered sharing under California law, and you may opt out through your browser settings, the Global Privacy Control signal, or by contacting us. You may designate an authorized agent to make a request on your behalf. The Tropical Travelers is registered as a California Seller of Travel, registration number 2161354-70.

Residents of other states. Residents of states with comprehensive privacy laws, including Virginia, Colorado, Connecticut, Utah, Texas, Oregon and others, have similar rights to access, correct, delete and obtain a copy of their personal information, and to opt out of targeted advertising. Contact us to exercise them. If we deny your request, you may appeal by replying to our response.

Travelers in the European Union and United Kingdom. If you are located in the EU or UK, you may have rights of access, rectification, erasure, restriction, portability and objection under the GDPR and UK GDPR. Where we process your information to arrange travel, we do so to perform our contract with you, to comply with legal obligations, or on the basis of your consent or our legitimate interests in operating our business. Booking travel to or from these regions may require transferring your information to the United States and to suppliers elsewhere.

11. Other important information

Children's privacy. Our website and services are intended for adults. We do not knowingly collect personal information directly from children under 13. When you book family travel, you provide information about minors traveling with you, and we use it only to make those travel arrangements. If you believe a child has given us information directly, contact us and we will delete it.

Links to other websites. Our website and our emails contain links to suppliers, booking platforms and other third party sites. We are not responsible for their content or their privacy practices. Review the privacy policy of any site you visit from ours.

Changes to this policy. We may update this policy as our business, our technology or the law changes. The effective date at the top of this page shows when it was last revised. Material changes will be posted here, and your continued use of our website or services after a change means you accept the updated policy.

How to contact us. For any question about this policy, or to exercise any of the rights described above:

The Tropical Travelers LLC 43 Paoli Plaza, #113 Paoli, PA 19301 Phone: (610) 296-6363 Email: sales@thetropicaltravelers.com

Registrations and credentials: California Seller of Travel registration number 2161354-70 Fla. Seller of Travel Ref. No. ST45256 Washington Seller of Travel registration number 605509015 IATA number 395 09 271