1. About this policy

This Privacy Policy explains how PandaTraceChina (“we”, “us” or “our”) collects, uses, discloses and protects personal information when you visit https://www.pandatracechina.com, contact us, request a quotation, book or take part in a trip, or otherwise interact with our services (together, the “Services”).

We provide inbound travel services, including tailor-made journeys, guided wildlife and photography trips, cultural experiences, accommodation and transport coordination, and related travel support. The information we handle depends on the Services you request and the choices you make.

By using the Services, you acknowledge that you have read this policy. Where local law requires consent, we will ask for it separately. If you do not agree with this policy, please do not submit personal information through the website or use the Services.

2. Information we collect

2.1 Information you provide to us

  • Identity and contact information, such as your name, email address, telephone number, country of residence and preferred communication method.
  • Enquiry and travel-planning information, such as intended travel dates, number of travellers, interests, preferred destinations, accommodation preferences, budget range and messages submitted through our forms or by email.
  • Booking and traveller information, such as passport or identity details, date of birth, nationality, emergency contacts, dietary requirements, accessibility needs and other information needed to arrange travel services. We request only what is reasonably necessary for the relevant booking or service.
  • Payment and transaction information. Payments may be processed by third-party payment providers. We generally do not receive or store full payment-card numbers.
  • Communications and feedback, including correspondence, photographs or materials you choose to send to us, and information you provide when you review or discuss a trip.

2.2 Information collected automatically

When you browse the website, we and our service providers may collect limited technical information, such as IP address, browser type, device type, operating system, approximate location, pages viewed, referring website, language, time zone and information about how you interact with the website. We use this information for security, analytics, performance and service improvement.

2.3 Information from other sources

We may receive information from travel partners, accommodation providers, local guides, payment processors, referral partners, publicly available sources or people travelling with you. We expect these sources to have a lawful basis to share the information with us.

3. How we use information

We use personal information only for appropriate and documented purposes, including:

  • responding to enquiries, preparing proposals and communicating about your requested trip;
  • planning, booking, delivering and managing travel services, including transport, accommodation, permits, guides, activities and safety arrangements;
  • processing payments, deposits, refunds, invoices and other accounting records;
  • providing customer support, managing changes or cancellations and handling complaints or emergencies;
  • sending service messages, such as booking confirmations, itinerary updates and operational notices;
  • sending marketing communications where permitted by law and where you have not opted out;
  • operating, securing, troubleshooting and improving the website, systems and Services;
  • preventing fraud, misuse, security incidents and other unlawful activity;
  • complying with legal, regulatory, tax, insurance, immigration and law-enforcement obligations; and
  • establishing, exercising or defending legal claims and protecting the rights, safety and property of our travellers, partners and business.

4. Legal bases for processing

Depending on the circumstances and the jurisdiction, we process personal information because it is necessary to take steps at your request before entering into a contract, to perform a contract with you, to comply with a legal obligation, to protect vital interests, for our legitimate business interests, or because you have given consent. Where we rely on consent, you may withdraw it at any time; withdrawal does not affect processing that occurred before withdrawal.

5. When we share information

We may share information with carefully selected recipients when necessary for the purposes described in this policy. These recipients may include:

  • local guides, drivers, conservation-area operators, accommodation providers, activity providers and other travel suppliers involved in delivering your itinerary;
  • payment processors, booking systems, customer-relationship systems, email providers, website hosting providers, analytics providers, IT support and security vendors;
  • professional advisers, insurers, auditors and financial institutions where reasonably required;
  • government bodies, border or immigration authorities, courts, regulators or law-enforcement agencies where required or permitted by law; and
  • a buyer, investor or successor in connection with a merger, restructuring, financing, sale of assets or similar corporate transaction, subject to appropriate confidentiality protections.

We do not sell personal information for money. We do not allow third parties to use your information for their own direct marketing unless you have separately agreed to it or the law otherwise permits it.

6. International transfers

Because inbound travel often involves suppliers and travellers in different countries, personal information may be accessed, processed or stored outside your home country. Where required by applicable law, we use appropriate safeguards for international transfers, such as contractual protections, adequacy decisions or another legally recognised transfer mechanism. You may contact us for more information about the safeguards relevant to your information.

7. Sensitive information

Some travel arrangements may require information that is sensitive under applicable law, such as health, accessibility, dietary, religious or biometric information, or information about emergency needs. We collect and use this information only when necessary for the requested service, safety or legal compliance, and otherwise with your consent or another valid legal basis. Please do not send sensitive information unless it is relevant to your travel arrangements.

8. Cookies and similar technologies

Our website may use cookies and similar technologies to keep the site functioning, remember preferences, understand website usage, improve performance and, where permitted, measure marketing effectiveness. Some cookies are essential and cannot be disabled through the website. Non-essential cookies will be used in accordance with applicable consent requirements.

You can adjust cookie settings through your browser or any cookie preference tool we provide. Blocking some cookies may affect website functionality. Our website may contain links to third-party websites; their privacy practices are governed by their own policies.

9. Marketing communications

We may send information about new journeys, seasonal departures, stories or relevant travel updates where permitted by law. You can unsubscribe at any time by using the link in a marketing email or contacting us at [email protected]. We may still send non-marketing service communications relating to an enquiry, booking, payment, safety or itinerary.

10. Data retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including to provide the Services, maintain business and tax records, resolve disputes, enforce agreements and meet legal obligations. Retention periods vary depending on the type of information, the nature of the relationship and applicable law. When information is no longer needed, we delete, anonymise or securely isolate it.

11. Security

We use reasonable technical and organisational measures designed to protect personal information from unauthorised access, loss, misuse, alteration or disclosure. No online transmission or storage system can be guaranteed to be completely secure. If we become aware of a data incident affecting your information, we will respond and provide notices where required by law.

12. Your privacy rights

Depending on where you live, you may have rights to:

  • request access to the personal information we hold about you;
  • request correction of inaccurate or incomplete information;
  • request deletion of information, subject to legal or operational exceptions;
  • request restriction of, or object to, certain processing;
  • receive certain information in a portable format;
  • withdraw consent where processing is based on consent; and
  • lodge a complaint with a relevant data-protection authority.

To exercise a right, contact us using the details in section 15. We may need to verify your identity and clarify the scope of your request. We will respond within the period required by applicable law. If you are acting on behalf of another traveller, we may request evidence of your authority.

13. Children

The Services are intended for adults and families arranging travel. We do not knowingly collect personal information directly from children in a way that is unlawful. If a minor is travelling, information should be provided by a parent, guardian or authorised adult, and only to the extent necessary to arrange the trip or meet a legal or safety requirement.

14. Third-party services and links

The Services may rely on third-party platforms for payments, accommodation, maps, analytics, communication, forms or booking operations. These providers may process information under their own privacy notices. We encourage you to review their policies before using their services. We are not responsible for the privacy or security practices of independent third parties.

15. Contact us

If you have a question about this policy, want to exercise a privacy right or need to report a privacy concern, contact:

Website
https://www.pandatracechina.com

Contact email
[email protected]

16. Changes to this policy

We may update this policy from time to time to reflect changes to our Services, technology, legal obligations or business practices. The updated version will be posted on this page with a revised “Last updated” date. Where required, we will provide additional notice or obtain consent for material changes.