Privacy Policy

At Awaken Travels LLC ("Agency," "we," "us," or "our"), a Tennessee limited liability company, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, share, and safeguard your information when you visit our website (awakentravels.com), use our travel planning services, access our client portal, or interact with us in any way. This policy applies to all visitors, clients, prospective clients, and users of our services.

1. Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us in connection with our travel planning services, including but not limited to:

• Full legal names, dates of birth, and gender (as required for travel bookings)
• Contact information (email addresses, phone numbers, mailing addresses)
• Passport numbers, passport expiration dates, and nationality
• Known Traveler Numbers, Global Entry numbers, TSA PreCheck numbers, and loyalty program numbers
• Payment information (credit/debit card numbers, billing addresses) processed securely through PCI-compliant payment processors
• Emergency contact information
• Travel preferences, dietary restrictions, medical conditions, accessibility needs, and special requests
• Photographs and signatures (for waivers, agreements, and identification purposes)
• Communication records (emails, phone call notes, and chat messages)
• Social media handles (when voluntarily provided)

Automatically Collected Information

When you visit our website, we automatically collect certain technical information:

• IP address and approximate geographic location
• Browser type, version, and language settings
• Device type, operating system, and screen resolution
• Pages visited, time spent on pages, and navigation patterns
• Referring website or search terms that led you to us
• Click-through data and interaction patterns

Sensitive Information

In certain cases, we may collect information that is considered sensitive, including health-related information (for medical accommodations during travel), criminal history disclosures (for countries with entry restrictions), and government identification numbers. We collect sensitive information only when necessary to fulfill our travel planning services and with your explicit consent.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Researching, planning, and booking travel arrangements on your behalf
• Communicating with you about your travel plans, confirmations, and itineraries
• Processing payments and completing financial transactions
• Providing access to the Awaken Travels client portal and trip preparation tools
• Sending travel-related updates, reminders, and document requests
• Generating and managing travel agreements, waivers, and insurance documentation
• Providing 24/7 emergency travel support
• Improving our website, services, and client experience
• Complying with legal obligations, tax requirements, and industry regulations
• Sending marketing communications and newsletters (with your opt-in consent)
• Responding to inquiries and providing customer support
• Detecting and preventing fraud or unauthorized access

3. Technology and AI Tools

Awaken Travels may use technology tools, including artificial intelligence (AI) systems, automated platforms, and third-party booking software, to assist with:

• Travel research, pricing comparison, and availability checking
• Itinerary development and trip planning
• Client communication and scheduling
• Document organization and trip preparation management

All AI-assisted recommendations and communications are reviewed and approved by qualified human travel advisors before being sent to clients. We do not use AI for automated decision-making that produces legal or similarly significant effects without human oversight. Your personal information may be processed by AI tools solely for the purpose of providing travel planning services.

4. Information Sharing

We may share your information with the following categories of third parties, solely as necessary to provide our services:

• Travel Providers: Airlines, hotels, cruise lines, tour operators, car rental companies, transfer services, and excursion providers to complete your bookings and fulfill your travel arrangements.
• Industry Partners: Authorized travel industry partners and booking platforms used to process reservations and ticketing on your behalf.
• Payment Processors: PCI-compliant third-party processors to securely process credit card transactions.
• Insurance Providers: Travel insurance companies when you request or purchase travel insurance through us.
• Technology Service Providers: Third-party vendors who assist us in operating our website, managing our database, and providing business tools (subject to confidentiality agreements).
• Government Authorities: When required by law, court order, or government regulation, or to protect our rights, safety, or property.
• Professional Advisors: Attorneys, accountants, or insurers as necessary for business operations.

We do not sell, trade, or rent your personal information to third parties for their own marketing. Our website does use advertising cookies, such as the Meta (Facebook) Pixel, to measure and improve our own ads (see Section 8). Some state privacy laws may treat this as "sharing" for targeted advertising. You can opt out as described in Section 8.

Text Messages

Texts from us are optional. If you say yes to texts (by ticking the text box on one of our forms or in your client portal, or by telling your travel advisor), we may text you about your trip, your bookings, payments and important travel updates. You don't need to say yes to book with us. We only send marketing text messages if you separately agree to receive them. See the Text Messages section of our Terms of Use. We do not sell or share your mobile number or your text message consent with third parties or affiliates for their marketing purposes. You can stop text messages at any time by replying STOP, or reply HELP for help. Message and data rates may apply, and message frequency varies.

5. Data Security

We implement industry-standard security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmission on our website and client portal
• PCI DSS-compliant payment processing (we do not store full credit card numbers on our servers)
• Encrypted database storage for sensitive personal information
• Access controls limiting personal information to authorized personnel on a need-to-know basis
• Secure, token-based access for client portal and agreement signing
• Regular security monitoring and software updates
• Multi-factor authentication for administrative accounts

While we take reasonable precautions, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

6. Data Breach Notification

In the event of a data breach that compromises the security of your personal information, we will:

• Investigate and contain the breach promptly
• Notify affected individuals without unreasonable delay, and no later than required by applicable law (Tennessee law requires notification "in the most expedient time possible")
• Provide details about the nature of the breach, the types of information affected, and recommended protective actions
• Report to appropriate government authorities as required by law

7. Data Retention

We retain your personal information for the following periods:

• Active client data: For the duration of our client relationship and for 7 years after the last completed trip (as required for tax, legal, and business records)
• Signed agreements and waivers: Minimum 7 years from date of signature
• Payment records: As required by IRS regulations and PCI standards
• Marketing contacts: Until you opt out or request deletion
• Website analytics data: Up to 26 months (Google Analytics retention)
• Inquiry data (non-clients): 3 years from last interaction

After the applicable retention period, we will securely delete or anonymize your personal information unless a longer retention period is required by law.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience. Types of cookies we use:

• Essential Cookies: Required for basic website functionality (session management, security, portal access). These cannot be disabled.
• Analytics Cookies: Help us understand how visitors use our website (page views, traffic sources, user flow). We use Google Analytics, which may set cookies on your device.
• Marketing Cookies: Used for social media integrations and advertising pixels (such as the Meta Pixel). These help us measure the effectiveness of our marketing efforts.
• Preference Cookies: Remember your settings and preferences for future visits.

You can control cookie preferences through your browser settings. Disabling certain cookies may affect website functionality. For more information about how Google uses data, visit Google's Privacy Policy.

How to opt out: You can block or delete cookies in your browser settings, opt out of Google Analytics with Google's browser add-on (tools.google.com/dlpage/gaoptout), and manage ad preferences in your Facebook or Instagram settings. You can also email us and we will honor your request to opt out of advertising cookies.

Tracking by other companies: When you use our website, companies such as Google and Meta may collect information about your online activity over time and across different websites.

Do Not Track: Some browsers send a "Do Not Track" signal. Because there is no common industry standard for these signals, our website does not currently respond to them.

9. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

All Clients

• Access: Request a copy of the personal information we hold about you
• Correction: Request corrections to inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-Out: Unsubscribe from marketing emails at any time using the link in each email
• Portability: Request your data in a commonly used, machine-readable format
• Objection: Object to certain processing of your personal information

California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

• Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the sources of that information, the business purposes for collection, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of personal information we have collected, subject to certain exceptions (legal obligations, ongoing transactions, etc.).
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: We do not sell your personal information. To opt out of advertising cookies that may count as "sharing," see Section 8 or email us and we will honor your request.
• Right to Limit Use of Sensitive Information: You may request that we limit our use of sensitive personal information to what is necessary to provide the services you requested.
• Non-Discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights.

To exercise your rights, contact us using the information in Section 14 below. We will verify your identity before processing your request and respond within 45 days (or up to 90 days with notice of extension). If we deny your request, you have the right to appeal.

10. Children's Privacy

Our website is not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. When booking travel for families that include minor children, we collect only the information necessary to complete the travel booking (name, date of birth, passport information). We will not use photos or likenesses of minor children for marketing purposes without explicit written parental consent. If you believe we have inadvertently collected information from a child under 13 without parental consent, please contact us immediately.

11. International Data Transfers

If you are traveling internationally, your personal information (including passport details, visa information, and travel preferences) will necessarily be transferred to and processed in the destination country and any transit countries. This information is shared with travel suppliers, airlines, hotels, and other service providers located in those countries. Data protection laws in those countries may differ from those in the United States. By booking international travel through us, you consent to such transfers as necessary to fulfill your travel arrangements.

12. Third-Party Websites and Services

Our website may contain links to third-party websites, including travel suppliers, booking platforms, and affiliate partners. We are not responsible for the privacy practices of these third-party websites. We encourage you to review their privacy policies before providing any personal information. This Privacy Policy applies only to information collected by Awaken Travels through our own website and services.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the revised policy on our website with an updated "Last Updated" date. For material changes, we will notify active clients via email. Your continued use of our services after any changes constitutes acceptance of the revised policy.

14. Contact Us