Privacy Policy

DeepTrip Tours
Effective date: [16.10.2026]
Contact: info@deeptriptours.com

1. Introduction

DeepTrip Tours (“we,” “us” or “our”) respects your privacy and is committed to protecting the personal information we collect when you visit our website, make a booking, contact us or participate in one of our tours.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and disclose it, how long we retain it, and how you can contact us about your information.

DeepTrip Tours operates from Calgary, Alberta, Canada and organizes tours in Canada and internationally.

We handle personal information in accordance with applicable privacy laws, including Alberta’s Personal Information Protection Act (PIPA) and other laws that may apply to a particular activity or transaction.

By using our website or providing personal information to us, you acknowledge the practices described in this Privacy Policy. Where applicable law requires consent for a particular collection, use or disclosure, we will seek that consent.

2. Personal Information We Collect

The information we collect depends on how you interact with DeepTrip Tours and what is necessary to organize your trip.

2.1 Booking and Participant Information

When you make a booking through our website or contact us about a tour, we may collect:

  • First and last name.
  • Email address.
  • Telephone number.
  • Country of residence or address, where requested.
  • Age or date of birth, where needed to confirm eligibility or organize a tour.
  • Tour selection, departure date, number of participants and booking details.
  • Payment status and transaction-related information.
  • Communications and correspondence relating to your booking.

Our booking form allows one person to submit a booking for multiple participants, including groups of up to ten people. The person making the booking may therefore provide information about other participants.

2.2 Dietary Requirements and Relevant Health Information

When a tour includes meals, camping food, snacks or other food provided by DeepTrip Tours, we may ask for information necessary to accommodate dietary requirements, food allergies or other relevant restrictions.

Where necessary for the safe organization of a particular activity, we may also ask for limited additional information relevant to a participant’s needs.

We ask that you provide only information reasonably necessary for the purpose. Information that may reveal health conditions will be handled with particular care and used only for appropriate purposes, subject to applicable law.

This information may be collected through direct communications, such as email or other private correspondence, rather than through the standard booking form.

2.3 Information You Provide Voluntarily

You may provide additional information when contacting us with questions, requesting a customized itinerary, communicating a complaint or making a special request.

Please avoid sending sensitive personal information unless it is reasonably necessary for your request or the safe organization of your tour.

2.4 Website and Technical Information

Our website is built using WordPress. Depending on the website configuration and the services enabled, technical information may be processed when you visit the site, such as:

  • IP address and general device or browser information.
  • Pages visited and interactions with website features.
  • Information necessary for website security and functionality.
  • Cookie or similar technology data, where such technologies are used.

We will update this section if we introduce analytics, advertising pixels or other tracking technologies that collect additional information.

3. How We Use Personal Information

We use personal information for reasonable purposes connected with operating our business and providing our services, including to:

  • Receive, process and confirm tour bookings.
  • Communicate booking confirmations, payment information, departure instructions, itinerary updates and other trip-related details.
  • Organize accommodation, transportation, guides, excursions, tickets and other services included in a tour.
  • Make reservations with hotels, museums, tour providers and other activity or service providers.
  • Arrange food and snacks according to relevant dietary requirements.
  • Confirm participant eligibility and help organize activities safely.
  • Process payments, refunds and booking changes.
  • Respond to enquiries, complaints and requests.
  • Maintain appropriate business, accounting and transaction records.
  • Protect our website, business, customers and participants against fraud, misuse or security incidents.
  • Comply with applicable legal obligations and resolve disputes.
  • Send marketing communications where we have the consent or other lawful basis required by applicable law.
  • Create, select and publish tour photographs or videos in accordance with the practices described in Section 8.

We will not use personal information for a materially different purpose without obtaining consent where required by law.

4. Bookings Made on Behalf of Other Participants

If you book a tour for other people, you may provide their names and other booking information through our booking form.

By submitting another participant’s information, you confirm that you are authorized to provide it for the purpose of arranging the booking and that you will inform the participant about the relevant booking and privacy arrangements.

DeepTrip Tours may use the information to organize the trip and communicate with the booking organizer. We may contact an individual participant directly where reasonably necessary, where they have provided their contact information for that purpose, or where otherwise permitted by law.

A booking organizer should not provide another person’s sensitive information unless it is reasonably necessary and appropriate to do so.

5. Payments and Stripe

Payments for tours may be processed through Stripe or another payment method made available by DeepTrip Tours.

When you pay through Stripe, your payment information is processed by Stripe in accordance with its own privacy and security practices and applicable terms.

DeepTrip Tours does not intend to collect or store full payment card details in its own email records. We may receive or retain transaction-related information such as payment status, transaction identifiers, amounts paid and refund details needed to administer your booking.

For more information about Stripe’s privacy practices, please review the Stripe Privacy Policy.

Payment providers may process information in countries other than Canada. Such processing is subject to the provider’s practices and applicable law.

6. When We Share Personal Information

We do not sell your personal information.

We may disclose limited personal information where reasonably necessary for the purposes described in this Privacy Policy, including to the following categories of recipients.

6.1 Tour and Activity Providers

We may share a participant’s name with hotels, museums, excursion organizers, transportation providers, guides or other suppliers when needed to make or manage a reservation.

We aim to disclose only the information reasonably required for the relevant service. We do not ordinarily provide a participant’s personal email address, telephone number or home address to these providers unless that information is necessary for a specific arrangement, the participant has been informed where required, or disclosure is otherwise permitted by law.

6.2 Payment Providers

Stripe and other payment providers may receive information required to process payments, refunds and related transactions.

6.3 Website, Email and Technology Providers

Our website, email services and related technology providers may process or store information on our behalf to the extent needed to operate the website, communicate with customers and manage bookings.

The exact services and locations involved may depend on our technical configuration. We will update this Privacy Policy as our systems and service providers change.

6.4 Legal and Safety-Related Disclosures

We may disclose personal information where required or authorized by law, to respond to valid legal processes, to protect rights and safety, to address fraud or security issues, or in an emergency where disclosure is permitted by applicable law.

We do not disclose personal information to unrelated third parties for their own independent marketing without an appropriate legal basis.

7. International Processing and Travel

DeepTrip Tours organizes tours in Canada and other countries. To arrange a trip, we may need to provide a participant’s name or other necessary booking information to a service provider located in the destination country.

Some of our service providers, including payment, email or website providers, may also process or store information outside Alberta or Canada.

When personal information is processed in another country, it may be subject to the laws of that country and may be accessible to its courts, regulators or law enforcement authorities where permitted by law.

We take reasonable steps appropriate to the circumstances to protect personal information and limit disclosures to what is reasonably necessary.

8. Photographs and Videos

DeepTrip Tours may take photographs or videos during group tours to document activities, share experiences and show the nature of our trips.

8.1 Group Photography

Participants may appear in group photographs, wide-angle images or videos taken during a tour.

If you do not wish to be photographed or recorded, please notify DeepTrip Tours before the tour or inform the tour leader as early as reasonably possible. We will make reasonable efforts to respect your preference and avoid intentionally photographing or recording you.

Because group activities may take place in public or shared environments, we cannot guarantee that an individual will never appear incidentally in a wide-angle group image or background footage.

8.2 Promotional Use

Photographs or videos may be used on our website, social media accounts, promotional materials or advertising to showcase our tours.

Where a photograph or video identifies a participant, its collection and promotional use will be handled in accordance with applicable privacy and other laws. Where separate consent is required or appropriate, we will obtain that consent before using the identifiable image for promotional purposes.

A participant who does not consent to promotional use of their identifiable image should not be disadvantaged in their ability to book or participate in a tour.

You may contact us at info@deeptriptours.com to ask about the use of an identifiable photograph or video, withdraw consent where applicable, or request that we stop future promotional use. We will consider reasonable requests, subject to applicable law and practical limitations, including material already distributed or published by third parties.

9. Marketing Communications

DeepTrip Tours may offer email communications about:

  • Upcoming tours and new destinations.
  • Special offers and promotions.
  • New itineraries and travel experiences.

We will seek the consent required by Canada’s Anti-Spam Legislation (CASL) and other applicable laws before sending commercial electronic messages where consent is required.

Marketing consent will be requested separately from the acceptance of booking conditions. You do not have to subscribe to marketing emails to book a tour.

Each commercial email will include the sender identification and a method to unsubscribe as required by law. You may also request to stop marketing communications by contacting info@deeptriptours.com.

We will process unsubscribe requests within the time required by applicable law.

Booking-related communications, such as payment confirmations, departure instructions, itinerary changes and essential service updates, are distinct from promotional messages and may continue when necessary to administer an existing booking.

If DeepTrip Tours introduces marketing through WhatsApp or another messaging service, we will review the applicable consent and communication requirements before using that channel.

10. Cookies, Analytics and Advertising Technologies

Our website may use essential cookies or similar technologies needed for website functionality, security and the operation of booking features.

At present, DeepTrip Tours has not confirmed that analytics tools or advertising pixels are installed on the website.

We may introduce website analytics or advertising technologies in the future, including tools offered by Meta, to measure website visits, understand advertising performance or improve promotional campaigns.

If such tools are introduced, they may collect or receive information such as browser or device details, IP address, pages viewed and interactions with the website, subject to the technology used and its configuration.

Before enabling tracking technologies that require consent or other notices, DeepTrip Tours will review the applicable legal requirements and implement appropriate disclosures and consent controls where required.

You can also manage cookies through your browser settings, although disabling certain cookies may affect website functionality.

11. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including providing tours, managing bookings and refunds, maintaining appropriate business records, complying with legal obligations and resolving disputes.

The retention period depends on the type of information and the reason it is held. For example:

  • Booking and payment records may need to be retained for accounting, tax, contractual or legal purposes.
  • Communications may be retained as needed to manage a booking, document decisions or resolve a dispute.
  • Dietary or other information provided for a particular tour should not be retained longer than reasonably necessary for the relevant operational or legal purpose.
  • Marketing consent records may be retained for as long as reasonably necessary to demonstrate compliance and manage subscription preferences.

We do not intend to retain all personal information indefinitely. When information is no longer reasonably required, we will take appropriate steps to securely delete it or render it non-identifying, subject to applicable legal and business requirements.

12. How We Protect Personal Information

DeepTrip Tours takes reasonable measures appropriate to the nature and sensitivity of the information to protect personal information against unauthorized access, use, disclosure, copying, modification, loss or destruction.

These measures may include restricting access to information, using reputable service providers, maintaining account security and limiting the information shared with third parties.

No website, email system or electronic storage method can be guaranteed to be completely secure. You should avoid sending sensitive information through ordinary email unless it is reasonably necessary.

If a privacy incident occurs, we will respond in accordance with applicable legal requirements, including any required notifications to affected individuals or regulators.

13. Your Privacy Rights

Subject to applicable law and any relevant exceptions, you may contact us to:

  • Request information about the personal information we hold about you.
  • Ask how your information is being used or disclosed.
  • Request access to your personal information.
  • Request correction of inaccurate or incomplete information.
  • Withdraw or change consent where consent is the basis for the relevant activity.
  • Ask questions or raise concerns about our privacy practices.

Withdrawing consent may affect our ability to provide certain services if the information is necessary to organize your booking. It does not necessarily require us to delete records that we are legally permitted or required to retain.

We may need to verify your identity before responding to a request. We will respond within the time required by applicable law.

14. Children and Other Participants

Our tours may allow participants aged 12 to 17 when accompanied by an adult, subject to the applicable tour conditions. Participants aged 18 or older may participate without an accompanying adult.

Where a participant is a minor, the parent, guardian or responsible adult must provide or authorize the information necessary for booking and participation, as required by law.

We do not knowingly collect more personal information from minors than is reasonably necessary to arrange and administer their participation.

If you believe a minor’s information has been provided to us inappropriately, please contact us so that we can review the matter.

15. Third-Party Websites and Services

Our website or communications may contain links to third-party websites or services, including payment providers, social media platforms and tour-related services.

Those third parties operate under their own privacy policies and terms. DeepTrip Tours is not responsible for the privacy practices of independent third-party websites or services.

We recommend reviewing the applicable privacy policy before submitting personal information directly to another provider.

16. Changes to This Privacy Policy

We may update this Privacy Policy as our business, website, service providers or legal obligations change.

The updated version will be published on our website with a revised effective date. Where required by law, we will provide notice or obtain consent before implementing a material change to our privacy practices.

We encourage you to review this page periodically.

17. Contact Us

If you have questions, requests or concerns regarding this Privacy Policy or the handling of your personal information, contact:

DeepTrip Tours
Email: info@deeptriptours.com

Please include sufficient information to help us understand and respond to your request. Do not include payment card details or other unnecessary sensitive information in your email.

We will review privacy-related enquiries and respond in accordance with applicable law.