Privacy Policy

Draft for structure — the final text must be reviewed and approved by the client's legal adviser, and the registered legal entity, grievance officer and retention periods filled in, before publication. Nothing here constitutes legal advice.

1. Introduction & scope

This policy explains how [Registered legal entity name — TBC], operating as "Havenwoods Thekkady" ("we", "us"), collects and processes personal data through this website and our reservation channels. It applies to visitors to this site and guests who enquire or stay with us. Effective date: 15 August 2026.

2. Data we collect

• Enquiry data: your name, phone number, email address, travel dates, guest counts, room preference and any message you send us.
• Consent records: the consent choices you make, with a timestamp and the policy version you accepted.
• Technical data: IP address, device and browser information, and pages viewed — collected only after you consent to analytics cookies.

3. How we collect it

Directly, when you submit an enquiry form or contact us; automatically, via cookies and analytics tools where you have consented; and through WhatsApp when you initiate a conversation with us there.

4. Why we use it

• To respond to your enquiry and prepare a quotation.
• To process and manage your reservation and stay.
• To send service communication about your booking.
• To meet legal and statutory obligations, including guest-registration requirements.
• To send marketing communication — only where you have separately and explicitly opted in.

5. Legal basis & consent

In line with India's Digital Personal Data Protection Act, 2023, we process your data on the basis of consent that is free, specific, informed, unconditional and unambiguous, given by clear affirmative action — the consent checkbox on our forms is never pre-ticked. Certain processing (for example, responding when you voluntarily contact us) relies on legitimate uses recognised by the Act.

6. Sharing & disclosure

We share data only with the service categories needed to run this site and our reservations: website hosting, transactional email, analytics (post-consent), and form/lead-storage providers. We may disclose data to lawful authorities where legally required. We never sell your personal data.

7. Cookies & tracking

• Strictly necessary: session and consent-storage cookies — required for the site to work; no consent needed.
• Analytics (Google Analytics 4): usage measurement — set only after you accept analytics cookies.
• Functional (Google Maps): the interactive map loads only after you request it.

You can withdraw or change your consent at any time via the cookie preferences link in the footer, or by clearing cookies in your browser.

8. Data retention

Unconverted enquiries are retained for [TBC] months and then deleted. Guest stay records are retained as required by applicable statute. Analytics data follows the retention period configured in Google Analytics 4.

9. Security

This site is served over HTTPS/TLS. Access to enquiry data is limited to the reservations team, protected by strong unique credentials with two-factor authentication. If a data breach affecting you occurs, we will notify you and the Data Protection Board of India as required by law.

10. Your rights

You have the right to access, correct, complete and erase your personal data; to grievance redressal; to nominate a representative; and to withdraw consent at any time. To exercise any of these, email or write to the grievance officer below — we respond within [TBC] working days.

11. Children's data

We require verifiable parental consent before processing personal data of anyone under 18, and we do not undertake tracking or behavioural advertising directed at children.

12. Cross-border transfer

Some of our service providers (hosting, email, analytics) store data outside India. Where data leaves India we rely on the providers' contractual and security safeguards, consistent with the DPDP Act and its Rules.

13. Third-party links

Our site links to third-party platforms — Google Maps, WhatsApp, social networks and travel platforms. Their privacy practices are their own; this policy does not cover them.

14. Grievance officer

[Name — TBC], Grievance Officer
Havenwoods Thekkady, Ambady Junction, Thekkady Road, Kumily, Kerala 685509
Email: privacy@havenwoodsthekkady.com
We acknowledge grievances within [TBC] working days.

15. Changes to this policy

When we update this policy, the "Last updated" date at the top changes and material changes are highlighted on this page. Significant changes affecting how we use your data will be notified to you where we hold your contact details.

16. Contact

Havenwoods Thekkady
Ambady Junction, Thekkady Road, Kumily, Kerala 685509
Phone: +91 95449 36077
Email: reservations@havenwoodsthekkady.com