YOUR INFORMATION, CONSIDERED

Privacy Policy

This policy covers the Trailopedia website, enquiries and authorised operator integrations. Email info@trailopedia.online for privacy questions, correction or deletion requests, or use Contact Trailopedia.

What we collect

We store your name, phone, optional email, travel preferences, company details if supplied, message, consent, submission date, and source/campaign information. Please do not send identity documents, financial information, or medical records.

Why we use it

Your information is used to respond to your request, prepare a proposal, and manage the enquiry. Contact consent applies only to this enquiry, not unrelated marketing. Advertising personalisation and remarketing are not enabled. Optional analytics cookies are used only after you allow analytics.

Optional site analytics

Analytics is off until you choose Allow analytics in the footer preferences (on mobile, open Privacy & enquiry terms to find these controls). When enabled, we record page paths without query strings, external referrer hostnames, browser/device/operating system categories, contact clicks, form-start and saved-enquiry events and active page time. A random tab-session identifier is pseudonymised on the server. Where a trusted hosting proxy is configured, IP addresses are masked to network subnets before storage; full IPs and raw user agents are not retained in our analytics database. Hosting providers may separately maintain access logs.

Local analytics is stored with authenticated admin access. When you allow analytics, Google Analytics 4 also receives public page paths, referrer origins, tour identifiers and enquiry/call/WhatsApp action counts. Google may process technical device/network data and use analytics cookies to measure visits. We do not send enquiry names, phone numbers, email, messages, booking references, raw query strings or admin activity to Google. Automatic enhanced measurement, Google Signals and advertising personalisation are disabled. Because Google Analytics is a new processor, earlier local-only consent is not reused: please make a fresh choice. Event records expire after 30 days on the next analytics write or report visit; hosting backups may retain older copies. Your choice is stored in this browser; Switch off in these preferences stops future tracking and removes the tab identifier and first-party Google Analytics cookies. Browser Do Not Track and Global Privacy Control signals are respected. No enquiry form contents or precise location are collected by our analytics events. Google Analytics has its own service retention controls; the local 30-day period does not describe Google's retention.

Optional masked heatmaps and recordings

Microsoft Clarity is a separate, optional choice in the preferences below. It stays off until you select Allow masked recordings. When allowed, Clarity can process technical device/network information, clicks, scrolling and masked page layouts on the homepage, about, destination guides, journal and unfiltered tour catalogue. Strict text masking is enabled in the project. Detailed tour, enquiry, contact and admin pages, URLs with queries or fragments, and browser privacy signals are excluded. Recording stops before typing and navigation, and resumes only on a fresh eligible page load. We do not provide customer identifiers or enquiry fields to Clarity. Advertising storage is denied. Clarity may use analytics cookies and has its own service retention period, separate from our local analytics. Switch off recordings stops recording and clears first-party Clarity cookies. Earlier Google Analytics consent does not enable recordings.

Storage and access

Enquiries are stored in the operator's database. Admin access requires authentication and an essential session cookie. Anti-spam controls retain hashed identifiers temporarily. When configured and enabled by the operator, enquiry emails are processed by Resend and consented WhatsApp messages by Meta. Message content, delivery status and inbound WhatsApp replies are stored to manage your enquiry. Separately authorised AI summaries may send travel preferences and customer notes to OpenAI or Azure OpenAI; direct contact fields are excluded, but free-text redaction is not comprehensive.

Your choices

WhatsApp contact and scheduled follow-ups require separate opt-in. Reply STOP on WhatsApp or use the email opt-out link to stop that channel. You may request correction, deletion or withdrawal of contact consent at info@trailopedia.online, quoting your enquiry reference where available. We may need to verify your request without collecting unnecessary personal information. An enquiry does not provide consent for unrelated marketing.

An enquiry is not a booking

Submitting the form does not reserve seats, confirm permits, guarantee a route, or collect payment. Dates, pricing, inclusions, cancellation terms, and eligibility are confirmed separately in writing. Mountain travel is subject to weather, access restrictions, and safety decisions.

Google Business Profile authorisation

Only an authorised operator should connect an account that owns or manages the business. Google grants the business.manage permission, which can permit reading and modifying listings. This integration currently uses it only to discover business accounts and location names and titles, and to save the operator's selected profile. It does not implement listing edits, review replies or publishing.

OAuth client secrets and refresh tokens are encrypted in the server database using the application's settings encryption key. Refresh tokens obtain short-lived access tokens for Google API requests and are not returned to the browser. Account and location identifiers, titles, selection and discovery time remain stored until replaced or disconnected. We do not sell Google Business data or use it for advertising or AI model training.

Disconnect in admin settings removes the stored authorisation, cached profiles and pending connection attempts. Removing the OAuth setup also removes saved client credentials. To revoke access at Google, remove the application in Google Account connections. Previously created backups can retain encrypted data; deletion from active storage is not immediate deletion from all backups. Google processes API requests under its own policies.

Retention and service providers

Enquiry and communication records currently have no fixed automatic expiry. This is not a promise to retain personal data forever: retention must remain tied to managing enquiries, necessary business records and applicable legal obligations. We will review retention when handling deletion or consent-withdrawal requests and remove or anonymise information no longer needed, subject to lawful recordkeeping and ongoing disputes. Request a review at info@trailopedia.online. Previously created backups may retain older copies; removal from active storage is not immediate removal from all backups. The separate local analytics 30-day expiry remains unchanged. Hosting and enabled communication, analytics and AI providers may process data in other countries under their own terms.

Related policies

Terms & Conditions · Cancellation & Refunds · Cookie Policy · Security

Trailopedia Android preview

The customer app stores public tour summaries and saved-trip choices on your device for offline reference. It does not store submitted name, phone, email or enquiry messages in its offline cache, and does not collect optional app analytics in this preview. Submitted enquiries use the same operator database and processing described above. Call, WhatsApp, privacy links and shared tour links open the relevant external service. Clear the app's storage in Android settings to remove local saved trips and cached summaries; this does not delete enquiries already submitted to the operator.