At Sri Lanka Cycling Squad ("SCS", "we", "us" or "our"), we respect your privacy and take reasonable steps to protect the personal information entrusted to us. This Privacy Policy explains what information we may collect, why we may use it, when we may share it, how we seek to protect it, and the rights available to you under applicable law.
Who We Are
Sri Lanka Cycling Squad provides cycling tours and related travel arrangements in Sri Lanka. In connection with these services, we may process personal information about travellers, people making enquiries, booking contacts and website visitors.
For privacy questions or requests, contact us at info@srilankacyclingsquad.com.
Important: This policy describes our general privacy practices. Specific notices or terms provided at the point of collection may apply to particular services or circumstances. Nothing in this policy is intended to exclude, restrict or reduce any right or protection that cannot lawfully be excluded, restricted or reduced.
Information We Collect
Depending on how you interact with us and what services you request, we may collect information such as:
- Identity and travel information: name, nationality, date of birth, passport or other travel-document details where required for travel arrangements, identification or legal requirements.
- Contact information: email address, telephone number, postal or home address and emergency contact details where provided or required for the trip.
- Booking and travel information: travel dates, room-sharing or accommodation preferences, dietary requirements, transport arrangements, activities, special requests and other information needed to organise your journey.
- Payment and transaction information: payment status, transaction references and related records. Where a third-party payment provider processes your payment, that provider may collect and process your payment details under its own terms and privacy notice.
- Health and safety information: information you voluntarily provide that is relevant to participating safely in a cycling tour or to responding to an emergency.
- Communications: information contained in emails, messages, forms, feedback, enquiries and other correspondence with us.
- Technical and usage information: information such as IP address, browser and device information, pages visited, approximate usage information and cookie or similar technology data, where collected through our website and permitted by applicable law.
We aim to collect information that is relevant to the purposes for which it is used and do not intentionally request information that is unnecessary for those purposes.
How We Use Your Information
We may use personal information for purposes including:
- responding to enquiries and communicating with you;
- creating, confirming and administering bookings;
- arranging accommodation, transport, meals, bicycles, activities, guides and other tour services;
- providing information and support before, during and after your tour;
- responding to health, safety or emergency situations where appropriate;
- processing payments and maintaining transaction and accounting records;
- meeting legal, tax, accounting, regulatory and record-keeping obligations;
- protecting our website, systems, customers, staff and business against fraud, misuse and security threats;
- improving our services and website through feedback, research, statistics and analytics; and
- sending promotional communications where permitted by applicable law and, where required, with your appropriate consent or other lawful basis.
We do not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by applicable law.
Information You Need to Provide
Some information is necessary to provide the services you request. For example, certain identity, contact, travel or booking information may be required to confirm a booking or arrange accommodation, transport, activities or other services.
If you do not provide information that is reasonably necessary for a particular service, we may be unable to provide that service, complete a booking, or make the requested arrangements. Where practical, we will explain when information is required and why.
Health & Safety Information
Because our services involve cycling and travel, you may choose to provide information about a medical condition, allergy, dietary restriction, medication, injury, mobility limitation or other health or safety matter that may be relevant to your participation.
Where you provide health information, we use it only for appropriate purposes connected with the services you request, including tour planning, reasonable safety arrangements, responding to an emergency, or complying with applicable legal obligations. Access is limited to people who reasonably need the information for those purposes.
Please provide only information that is relevant to your safety or the services requested. Do not send detailed medical records, payment-card information, passwords or other highly confidential information through ordinary email or messaging unless we specifically request it through an appropriate channel.
Health information is treated as a sensitive category of personal data under applicable Sri Lankan data-protection law, and we will process it in accordance with the requirements that apply to such information.
When We Share Information
We may disclose personal information where reasonably necessary to provide your requested services, operate our business, protect safety, or comply with law. Depending on your booking, recipients may include:
- hotels and accommodation providers;
- transport operators and drivers;
- activity, excursion, safari, ferry or other service providers;
- guides, cycling support personnel and other suppliers involved in delivering your tour;
- payment service providers and financial institutions;
- technology, hosting, booking, communications, analytics or other service providers acting on our behalf;
- professional advisers, insurers or auditors where reasonably necessary; and
- government, regulatory, law-enforcement or other authorities where disclosure is required or permitted by law.
Where we engage a service provider to process information on our behalf, we seek to use providers appropriate to the service and to require appropriate handling of personal information, subject to the arrangements and laws applicable to that provider.
Payment Information
Payments may be processed directly by SCS or by third-party payment providers, depending on the payment method available at the time of booking.
Where a third-party payment provider processes a payment, your payment details may be collected and processed directly by that provider. We may receive information such as payment status, transaction reference, amount and date, but we do not need to receive or store your full card details when the payment provider handles those details directly.
Third-party payment providers may have their own privacy policies and terms. You should review those terms before using their services.
International Processing
Some of our service providers or technology systems may process personal information outside Sri Lanka. For example, a website, booking, communications, payment, hosting or analytics provider may operate infrastructure in another country.
Where personal information is processed outside Sri Lanka, we will take the steps required by applicable Sri Lankan data-protection law for that processing, including any applicable requirements relating to cross-border data flows and appropriate safeguards.
We will not describe a particular country or provider as being used for international processing unless that provider or arrangement is actually used by SCS for the relevant service.
Cookies & Website Analytics
Our website may use cookies and similar technologies that are necessary for website operation, security, functionality, analytics or other permitted purposes.
Where applicable, we may use analytics tools to understand how visitors use our website, such as which pages are visited and how the website performs. The specific cookies and technologies used may change as our website and service providers change.
You can manage or disable certain cookies through your browser or, where available, our website's cookie controls. Disabling some cookies may affect website functionality.
Data Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration, loss, destruction and other unlawful or accidental handling.
These measures may include access controls, restricted staff access, secure systems, appropriate service-provider arrangements, authentication controls and other safeguards appropriate to the nature of the information and the risks involved.
No method of transmission, storage or electronic communication can be guaranteed to be completely secure. Accordingly, we cannot promise that information will never be accessed, disclosed, altered, lost or destroyed despite reasonable safeguards.
If we become aware of a personal-data incident that requires notification under applicable law, we will take the steps required by that law.
Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business and transaction records, meeting legal, tax, accounting or regulatory requirements, resolving disputes, enforcing agreements and protecting our legitimate business interests.
When information is no longer required, we may delete it, anonymise it, or securely retain it where retention is required or permitted by law.
Your Privacy Rights
Subject to applicable law, you may have rights in relation to your personal information, which can include:
- requesting access to personal information we hold about you;
- requesting correction or completion of inaccurate or incomplete information;
- requesting erasure of personal information in circumstances where the law permits or requires erasure;
- withdrawing consent where processing is based on consent, subject to any lawful consequences or other lawful grounds for processing;
- requesting that certain processing be stopped or restricted where a right to do so exists under applicable law; and
- exercising any other rights available to you under applicable data-protection law.
These rights are not absolute. They may be subject to lawful limitations, exemptions, competing legal obligations, contractual requirements, or other grounds recognised by applicable law.
To make a privacy request, contact info@srilankacyclingsquad.com. We may need to verify your identity before responding to a request concerning personal information.
We will handle requests within the periods and according to the procedures required by applicable law.
Marketing Communications
We may contact you with information about SCS tours, departures, offers or related services where permitted by applicable law and where we have an appropriate lawful basis or consent, as applicable.
You can ask us to stop sending promotional communications by using an unsubscribe option provided in the message or by contacting us at info@srilankacyclingsquad.com.
Requests to stop marketing communications will not normally affect essential communications relating to an existing booking, payment, safety matter or other service you have requested.
Children's Information
Our website is not intended to encourage children to provide personal information independently. Where a booking or enquiry involves a person under the applicable age of consent, we expect the relevant information to be provided by, or with the involvement of, a parent or legal guardian where required by law.
We collect only information reasonably necessary for the requested service, booking, safety or legal requirements. Where special-category information relating to a child is required, we will handle it in accordance with the additional requirements that apply under applicable law.
Questions & Complaints
If you have a question, concern or request about how we handle personal information, please contact us first at info@srilankacyclingsquad.com. We will review the matter and respond in accordance with applicable requirements.
Where applicable law provides a right to complain or appeal to the Sri Lankan Data Protection Authority or another competent authority, you may exercise that right in accordance with the relevant procedure.
We do not intend this policy to prevent you from exercising any statutory right or remedy available to you under applicable law.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, data practices, legal requirements or regulatory guidance.
When we make changes, we will publish the updated version on our website and update the "Last updated" date below. Where applicable law requires additional notice or action, we will follow those requirements.