Privacy Policy

Last Updated: August 10, 2025

1. Introduction

Welcome to R. P. Hardie Cruise & Travel LLC. We are committed to protecting the privacy and security of our clients' personal information. This Privacy Policy outlines how we collect, use, store, share, and protect your personal data when you use our travel planning services or visit our website. By providing your information to us, you consent to the practices described in this policy.

2. Information We Collect

We collect personal information necessary to provide you with our expert travel planning services. The types of data we collect include:

Personal Identification Information: Full name, mailing address, email address, and phone number.
Government-Issued Identification: Passport number, driver's license number, date of birth, and nationality.
Financial Information: Credit and debit card numbers, billing addresses, and other payment details. All payments for agency fees are processed via our secure CRM, and payments to suppliers are made through their secure, encrypted gateways.
Travel and Preference Information: Frequent traveler and loyalty program numbers (airline, hotel, cruise line), seating and accommodation preferences, and other detailed travel-related requests.
Sensitive Personal Information: Special requests or needs related to your travel, which may include dietary requirements, mobility assistance, or other medical information necessary to ensure your safety and comfort.
Technical Data: Information automatically collected when you visit our website, such as your IP address, browser type, and usage patterns, collected via cookies and similar technologies.
Children's Information: We collect personally identifying information for child travelers only when necessary for a booking and only with the explicit consent and provision of a parent or legal guardian. This information is limited to what is required by the travel supplier and for legal compliance, and we do not collect direct contact information (e.g., email address) for any child.

3. How We Collect Your Information

We collect information in the following ways:

Directly from You: When you provide information by filling out forms through our secure online Client Relationship Management (CRM) portal, or during communications with us via phone or email.
Automatically: When you interact with our website, we may collect technical data about your equipment and Browse actions.

4. How We Use Your Personal Information

Your personal information is used solely for the following purposes:

To Provide Travel Services: To research, plan, book, and manage your travel arrangements with airlines, cruise lines, hotels, tour operators, and other suppliers.
To Process Transactions: To process payments for our planning fees and facilitate payments to travel suppliers for your bookings.
To Communicate with You: To send you booking confirmations, itineraries, updates on your travel plans, and respond to your inquiries.
Legal and Regulatory Compliance: To comply with security, customs, immigration, and other legal requirements.
Marketing: To send you newsletters or promotional offers, but only if you have explicitly opted-in to receive such communications. You may opt-out at any time.
Emergencies: To have necessary contact information in the event of an emergency during your travels.

5. Data Sharing and Disclosure

We do not sell or rent your personal information to third parties. Your data is only shared with parties directly involved in your travel arrangements. These parties include:

Airlines, cruise lines, hotels, tour operators, and other travel product suppliers.
Third-party service providers acting on our behalf, such as our secure CRM platform.

Third-Party Supplier Policies: Once your information is shared with a travel supplier (e.g., a cruise line) to secure a booking, it becomes subject to that supplier's privacy policy. These suppliers may share your information with their own vendors as part of their business operations. While we only work with reputable suppliers, R. P. Hardie Cruise & Travel LLC is not responsible for the privacy practices of these third parties. Most suppliers provide methods to opt-out of their marketing communications, and we encourage you to review their policies.

6. Data Security and Retention

We take the security of your personal data seriously.

Storage: All client information is stored on secure servers with bank-level encryption, owned and managed by our CRM service provider.
Financial Data: Key credit card information is double-encrypted. For your security, credit card expiration dates and verification codes (CVV) are automatically purged from the system after 30 days, requiring you to re-authorize its use for future transactions.
Retention: We retain your personal information stored within our secure CRM indefinitely to facilitate future travel planning and maintain records, unless you request its deletion.

7. Your Data Protection Rights

You have rights concerning your personal information. Subject to legal and contractual restrictions, you have the right to:

Access: Request a copy of the personal data we hold about you.
Correction: Request that we correct any inaccurate or incomplete information.
Deletion: Request that we delete your personal data from our systems.

To exercise any of these rights, please contact us using the information in the "Contact Us" section below.

8. Privacy Rights for California Residents

If you are a resident of California, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information.

Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you.
Right to Delete: You have the right to request the deletion of your personal information, subject to certain exceptions (e.g., if we need to retain the information to complete a transaction or comply with a legal obligation).
Right to Correct: You have the right to request the correction of inaccurate personal information.
Right to Not Be Discriminated Against: We will not discriminate against you for exercising any of your CCPA rights.
Right to Opt-Out of Sale/Sharing: We do not sell or share your personal information in a manner that would require an "Opt-Out" link under CCPA.

To exercise your California privacy rights, please contact us.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by the "Last Updated" date at the top of this policy. We encourage you to review it periodically.