Who we are
Earthbound Travel Co. ("Earthbound", "we", "us", or "our") is a travel planning and advisory service based in Ontario, Canada. We help clients research, plan, and book trips. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, interact with our social media, complete forms, schedule consultations, or purchase our services and digital products.
If you are a resident of the European Economic Area (EEA), United Kingdom (UK), or the State of California (USA), additional rights may apply. See Your rights.
Scope
This policy applies to information collected through our website(s), booking and scheduling tools, email and SMS communications, social media, and when you interact with us as a client or prospective client. It does not cover third‑party websites, apps, or services that we do not control.
Information we collect
Personal information you provide
- Contact details (name, email, phone, address)
- Traveler details (date of birth, passport/ID data, loyalty numbers, preferences, special requests)
- Booking details (itinerary, tickets, confirmation numbers, companions)
- Payment‑related information (handled by secure payment providers; we do not store full card numbers)
- Communications (messages, call notes, feedback, reviews)
- Marketing preferences and consent choices
Information collected automatically
- Device and log data (IP address, browser, pages viewed, timestamps)
- Approximate location (derived from IP address)
- Cookies and similar technologies (see Cookies & tracking)
Information from third parties
- Booking partners, travel suppliers, and host/consortia when needed to service your trip
- Payment processors regarding transaction status (success/failure, last 4 digits, token)
- Marketing and analytics partners (aggregated engagement metrics)
Sensitive information: We only collect information such as accessibility needs or dietary restrictions when necessary to fulfill your travel requests, and we handle such details with extra care.
How we use information
- Plan, quote, and book travel; manage itineraries and support your trip
- Operate our website, scheduling, and client service tools
- Process payments and send purchase confirmations
- Communicate about services, updates, and policy changes
- Send marketing communications if you opt in (you can unsubscribe anytime)
- Improve our offerings, site performance, and customer experience
- Detect, prevent, or address fraud, abuse, and security incidents
- Comply with law and enforce our agreements
Legal bases for processing (EEA/UK GDPR)
- Contract: to provide requested travel services and support
- Consent: for marketing, certain cookies, or where required for sensitive data
- Legitimate interests: to improve services, prevent fraud, and secure our systems (balanced against your rights)
- Legal obligation: to comply with applicable laws and regulatory requirements
International data transfers
We operate from Canada and may transfer information to suppliers and service providers in other countries, including the United States, the EEA/UK, and destinations relevant to your itinerary. Where required, we use appropriate safeguards (such as Standard Contractual Clauses) and take steps to protect your data.
Retention
We keep personal information only as long as necessary for the purposes described above, to comply with legal obligations, resolve disputes, and enforce agreements. Typical retention periods:
- Client and booking records: 7 years after last interaction
- Communications and support tickets: 3 years
- Marketing preferences: until you unsubscribe or request deletion
- Cookie identifiers: 13 months (unless you clear them sooner)
Your privacy rights
Canada (PIPEDA & CASL)
- Access the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Withdraw consent where processing is based on consent
- Unsubscribe from marketing emails/SMS at any time
EEA/UK (GDPR)
- Access, rectification, erasure, restriction, portability, and objection
- Right to withdraw consent without affecting prior processing
- Right to lodge a complaint with your local data protection authority
United States (California & other state laws)
- Right to know/access, delete, correct, and receive information about disclosures
- Right to opt out of sale/share or targeted advertising; limit use of sensitive information
- Right to non‑discrimination for exercising your rights
- We process Global Privacy Control (GPC) signals where legally required
How to exercise your rights: Email admin@earthbound.travel with the subject line Privacy Request. We may need to verify your identity. Authorized agents can submit requests with appropriate proof.
Advertising & analytics
We may use analytics and advertising partners to understand performance and reach potential clients—for example: Google Analytics, Meta Pixel, TikTok Pixel, and email marketing platforms. Where required, we obtain consent before setting non‑essential cookies or pixels.
You can opt out of interest‑based advertising via your cookie preferences, the partner settings, or industry tools such as the NAI/DAA opt‑out pages (where available).
Email, SMS & consent
We send service communications related to inquiries, bookings, and account notices. We send marketing communications only with your consent or as otherwise permitted by law. You can unsubscribe using the link in our emails, replying STOP to SMS (where applicable), or emailing us at admin@earthbound.travel.
Children's privacy
Our services are not directed to children under 13. We may collect limited information about minors only as necessary to book family travel at a parent or guardian’s request. If you believe a child provided personal information without consent, contact us and we will take appropriate steps to remove it.
Security
We use technical and organizational measures designed to protect personal information, including encryption in transit (HTTPS), access controls, and least‑privilege practices. No method of transmission or storage is 100% secure; if we detect a breach affecting your data, we will notify you and regulators as required by law.
Bookings & travel suppliers
To plan and deliver your trip, we share necessary traveler details with relevant suppliers (e.g., airlines, hotels, tour operators). Those parties process your data under their own privacy policies and may be located in other countries. We recommend reviewing the privacy policies of the suppliers included in your itinerary.
Our service providers (examples)
This list is illustrative and may change. We use contracts and safeguards to protect your information. Some services are enabled only if you opt in.
| Service | Purpose |
|---|---|
| Website hosting / CDN | Serve the website and assets reliably |
| Scheduling (e.g., Calendly) | Consultation bookings and reminders |
| Email marketing (e.g., Mailchimp/Klaviyo) | Newsletters, updates (with consent) |
| Analytics (e.g., Google Analytics) | Site performance & usage insights |
| Advertising pixels (e.g., Meta/TikTok) | Ad measurement & reach (consent‑based) |
| Service | Purpose |
|---|---|
| Payment processors (e.g., Stripe/PayPal) | Secure payments; we do not store full card details |
| Document collection (e.g., secure forms) | Collect passport/ID details when required for bookings |
| Travel suppliers & aggregators | Fulfill bookings and manage itineraries |
| Cloud storage | Store documents and itineraries securely |
Changes to this policy
We may update this Privacy Policy to reflect changes to our practices or legal requirements. We will post the revised version with an updated date and, if changes are material, provide additional notice.
Contact us
If you have questions or requests regarding this policy, contact us at:
Earthbound Travel Co.
Toronto, ON, Canada
Email: admin@earthbound.travel
This page is provided for general informational purposes and does not constitute legal advice. Consider consulting a privacy professional to tailor this policy to your operations.