This Privacy Policy explains how Pixel Meadow Haven ("we", "us", "our") collects, uses and protects personal data when you visit pixelmeadowhaven.com or request a tour plan from us. We respect your privacy and process personal data in line with the EU/UK General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA/CPRA) and other applicable laws.
1. Data we collect
Data you give us
- Contact details — name, phone / WhatsApp number, email address.
- Trip preferences — selected tour, travel dates, number of travelers, special requests.
- Booking data — passport details and dietary or accessibility needs, only if you confirm a booking and only as required by airlines, hotels and local authorities.
- Messages you send us by form, email, phone or messengers.
Data collected automatically
- IP address, browser type, device, operating system, language.
- Pages viewed, referring page, time on site, clicks.
- Advertising and campaign identifiers (for example UTM tags, click IDs) used to measure which ads bring visitors.
- Cookies and similar technologies — see our Cookie Policy.
2. How we use your data
| Purpose | Legal basis (GDPR) |
|---|---|
| Contacting you about your request, preparing a personal trip plan and quote | Steps prior to a contract (Art. 6(1)(b)) |
| Booking flights, hotels, transfers and activities; providing the tour | Performance of a contract (Art. 6(1)(b)) |
| Accounting, tax and legal obligations | Legal obligation (Art. 6(1)(c)) |
| Website security, fraud prevention, improving the website | Legitimate interests (Art. 6(1)(f)) |
| Analytics and advertising cookies, marketing emails | Consent (Art. 6(1)(a)) — you can withdraw it at any time |
3. Who we share data with
We never sell your personal data. We share it only when necessary with:
- Travel suppliers — airlines, hotels, ryokans, rail and transfer companies, local guides — to deliver your trip.
- Service providers — hosting, CRM, email and telephony, payment processors, analytics and advertising platforms — acting on our instructions.
- Insurance providers, if you buy travel insurance through us.
- Public authorities, when required by law.
4. International transfers
Your trip takes place in Japan, so some data must be transferred to suppliers there. Japan has an EU adequacy decision. Where data is transferred to other countries without adequate protection, we use Standard Contractual Clauses or other lawful safeguards.
5. How long we keep data
- Requests that did not lead to a booking — up to 24 months.
- Booking and accounting records — as long as required by tax and accounting law (usually 5–10 years).
- Marketing data — until you unsubscribe or withdraw consent.
6. Your rights
Depending on where you live, you have the right to: access your data; correct it; delete it; restrict or object to processing; data portability; withdraw consent at any time; and lodge a complaint with your local data protection authority. California residents may also request to know what data we collected and opt out of "sale" or "sharing" — we do not sell personal data.
To exercise any right, email info@pixelmeadowhaven.com. We reply within 30 days.
7. Security
We use HTTPS encryption, access controls and trusted providers to protect your data. No method of transmission over the internet is 100% secure, but we work to keep your data safe.
8. Children
Our website is not directed at children under 16. Children travel only on bookings made by a parent or guardian, and we collect their data only for that booking.
9. Third-party links
Our site may link to other websites. We are not responsible for their privacy practices.
10. Changes
We may update this policy. The current version is always available on this page with its "last updated" date.
11. Contact
Pixel Meadow Haven
Email: info@pixelmeadowhaven.com