Effective date: 17 October 2026
Last updated: 17 October 2026
Website: https://chillaxholiday.com
1. About this Policy
Chillax Holiday Private Limited (“Chillax Holiday”, “Company”, “we”, “us”, or “our”) respects your privacy.
This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, submit an enquiry, communicate with us, apply for a job, or use our services.
Our services include corporate travel management, MICE, conferences, corporate events, hotel reservations, flights, rail travel, visa assistance, tour packages, transfers, travel insurance facilitation, corporate gifting, branding, and related services.
This Policy covers information collected through our website, enquiry and registration forms, email, telephone, messaging platforms, social media lead forms, and service delivery activities.
A specific booking, event, corporate agreement, or recruitment process may include an additional privacy notice.
2. Personal Information We Collect
We collect information relevant to your enquiry, booking, participation, employment application, or other interaction with us. Depending on the service, this may include:
Contact and professional information
- Name, email address, telephone number, and postal address.
- Company name, designation, department, business contact details, and authorised representative details.
Traveller and booking information
- Name as shown on travel documents, date of birth, nationality, and gender where required for a booking.
- Passport details, passport copies, visa information, and identification documents where necessary.
- Travel dates, itineraries, booking references, accommodation requirements, and travel preferences.
- Loyalty programme details, emergency contacts, and accompanying traveller information.
Event and hospitality information
- Delegate lists, registration details, attendance records, rooming lists, and transfer requirements.
- Dietary, accessibility, or medical assistance requirements voluntarily provided for the relevant service.
- Event feedback, photographs, video recordings, and participation information, subject to the arrangements described below.
Payment and billing information
- Billing name, address, GST details, invoices, transaction references, payment status, and refund details.
- Bank account information where needed for authorised payments or refunds.
Recruitment information
- CVs, qualifications, employment history, professional references, and information supplied during recruitment.
Technical and communication information
- IP address, browser and device information, website activity, referring pages, and cookie identifiers.
- Enquiries, correspondence, feedback, complaints, and records of communications.
- Call recordings only where recording is enabled and appropriate notice is provided.
We do not require every category for every service. Please do not submit sensitive documents or information unless requested for a clearly explained purpose.
Website sales enquiry forms save the supplied details in a private marketing workspace. You may then continue by email or WhatsApp. A confirmation email may be sent to acknowledge the request; delivery depends on the mail service. Enquiry form conversions are measured only after the website confirms storage. Direct email and WhatsApp clicks are measured separately.
3. How We Obtain Information
We may obtain information:
- Directly from you.
- From your employer, travel desk, event organiser, authorised agent, or the person arranging services on your behalf.
- From airlines, hotels, booking systems, payment providers, and other service partners in connection with your request.
- Through website technologies and forms.
- From recruitment sources and professional references where appropriate and lawful.
If you provide another person’s information, you must have the authority and any required permission to do so, explain the relevant purpose, and make this Policy available to them.
This requirement does not replace our own responsibilities under applicable law.
4. Why We Use Personal Information
We use personal information for the purposes explained when it is collected, including to:
- Respond to enquiries and prepare proposals, quotations, and itineraries.
- Arrange, confirm, manage, amend, or cancel requested services.
- Coordinate travel, accommodation, event registration, hospitality, and on-ground support.
- Facilitate visa applications, insurance requests, and supplier documentation.
- Process invoices, payments, refunds, reconciliations, and authorised credit arrangements.
- Provide booking updates, travel alerts, service communications, and emergency assistance.
- Manage corporate accounts, travel approvals, reporting, and contractual obligations.
- Review job applications and communicate with candidates.
- Maintain website functionality, prevent misuse, investigate fraud, and improve services.
- Address complaints, establish or defend legal claims, and meet applicable legal obligations.
- Send promotional communications where permitted and, where required, with your separate consent.
We do not treat an enquiry or booking as unrestricted permission to use your information for unrelated purposes.
5. Consent and Your Choices
We obtain consent where required by applicable law, including appropriate consent for collecting or sharing sensitive personal information.
Where processing is permitted without consent under an applicable legal provision, we rely on that provision only to the extent permitted.
Simply visiting our website does not constitute consent to every use of your information described in this Policy.
You may choose not to provide information or may withdraw consent by contacting our Grievance Officer. Where consent was collected through an online preference mechanism, you may also use that mechanism where available.
If information is necessary to arrange a booking or fulfil a legal requirement, declining to provide it or withdrawing consent may prevent us from providing the affected service. We will explain this where relevant.
Withdrawal does not invalidate earlier lawful processing or require deletion of information that we must lawfully retain. Any booking cancellation or refund consequences are governed by the applicable booking terms and law.
6. Who May Receive Your Information
We share relevant information only where necessary for the explained purpose and with appropriate permission or another applicable legal basis.
Recipients may include:
- Airlines, rail service providers, hotels, resorts, transport operators, and destination management companies.
- Global distribution systems, reservation platforms, and travel technology providers.
- Visa processing partners, embassies, consulates, insurers, and authorised insurance intermediaries.
- Event venues, production agencies, registration providers, hospitality partners, and other event suppliers.
- Payment gateways, banks, accountants, auditors, legal advisers, and professional consultants.
- Hosting, cloud storage, CRM, email, messaging, security, and other technology providers.
- Your employer or authorised corporate representative, where relevant to the corporate service.
- Government authorities, regulators, courts, or law enforcement bodies where disclosure is legally required or authorised.
We seek appropriate confidentiality, security, and purpose restrictions when engaging providers that process information on our behalf.
Some recipients, such as airlines, hotels, embassies, and insurers, process information independently under their own legal obligations and privacy policies. We remain responsible for our own handling and disclosure of information as required by law.
We do not sell personal information to third parties for their independent marketing.
If a merger, restructuring, or transfer of our business involves personal information, any disclosure or transfer will be subject to applicable law and appropriate safeguards.
7. Corporate Bookings and Employer Reporting
For employer-sponsored travel or events, we may receive employee or delegate information from the organisation arranging the service.
We may provide its authorised representatives with relevant booking details, attendance information, expenses, invoices, approval status, and agreed management reports.
Sensitive personal information will not be included in routine corporate reports unless necessary, appropriately authorised, and lawful.
Where we process information solely on a corporate client’s instructions, we may coordinate your request with that client. We will still address obligations that apply directly to us.
8. Cookies, Analytics, and Advertising
Our website may use cookies and similar technologies for essential functions, security, preferences, analytics, and advertising measurement.
Where enabled, services such as Google Analytics, Google Ads, and other advertising platforms may process device identifiers, IP addresses, page activity, referral information, and conversion events.
The tools actually used, their purposes, and available choices will be identified through our cookie notice or preference controls.
Where consent is required, optional analytics and advertising technologies will operate only after the relevant consent. You may change your choices through the available controls and manage cookies through your browser.
Rejecting optional cookies should not prevent access to basic website content. Blocking essential cookies may affect particular functions.
We do not intentionally send passport details, medical information, payment credentials, or enquiry-form contents to advertising platforms. Any use of customer identifiers for advertising matching requires a separately assessed lawful basis, appropriate disclosure, and applicable consent.
9. Marketing Communications
Where permitted, we may send information about our corporate travel, events, hospitality, and related services.
Where required, we obtain separate consent for promotional email, SMS, telephone, or WhatsApp communications. Promotional consent is not a condition of receiving a quotation or making a booking.
You can unsubscribe using the link or instructions in the message, reply “STOP” where supported, or contact our Grievance Officer.
We may retain a minimal suppression record to respect your preference. Necessary booking, payment, security, and service messages may continue independently of promotional preferences.
10. Payments and Financial Safety
Online payments, where offered, are handled through the payment provider identified during the transaction.
We do not ask you to disclose your card PIN, banking password, UPI PIN, or payment OTP to our staff.
Please do not send complete card credentials through enquiry forms, email, or messaging platforms. Use the authorised payment method provided for your transaction.
Payment providers process information under their own privacy and security terms. We remain responsible for any financial information we handle directly.
11. International Services and Data Transfers
International travel and events may require information to be shared with overseas airlines, hotels, destination partners, visa authorities, insurers, or technology providers.
Information may consequently be processed outside India.
Such transfers will be made only where permitted under applicable Indian law, with required consent or other lawful authorisation and applicable safeguards. For sensitive personal information, we will apply the transfer requirements in force at the relevant time.
You may contact us for information about overseas recipients relevant to your booking.
12. Retention and Deletion
We retain personal information only for as long as reasonably necessary for its stated purpose or as required by applicable law.
Retention depends on the type of record, the service provided, statutory accounting and tax requirements, contractual obligations, complaint handling, and legal proceedings.
In particular:
- Enquiry and proposal information is reviewed after the relevant sales or service purpose ends.
- Booking and billing records are retained for applicable operational and statutory periods.
- Passport, visa, and other identification copies are reviewed for deletion after their purpose is completed, unless continued retention is justified.
- Recruitment records are retained for the recruitment process and any separately explained talent-pool purpose.
- Marketing preference records may be retained to honour opt-outs.
- Records subject to a lawful preservation requirement are retained until that requirement ends.
We delete, anonymise, or securely dispose of information when retention is no longer justified. Backup copies are managed through the applicable backup and deletion cycle.
13. Information Security and Incidents
We maintain reasonable organisational, technical, and physical safeguards appropriate to the information we handle.
These include appropriate access restrictions, staff confidentiality requirements, secure handling procedures, and oversight of relevant service providers.
No internet transmission or storage system can be guaranteed completely secure. This does not exclude our responsibility to maintain legally required safeguards or address a security incident.
If an incident affects personal information, we will investigate, take appropriate remedial action, and notify affected individuals and authorities where required by applicable law.
Please report suspected unauthorised disclosure or misuse promptly to our Grievance Officer.
14. Children’s Information
Our website enquiry and booking facilities are intended to be used by adults or appropriately authorised representatives.
We may process a child’s information when necessary for family travel, accommodation, or participation in an authorised event. A parent, lawful guardian, or properly authorised representative must provide the information, with verifiable parental or guardian consent where required.
We do not use children’s information for targeted advertising or behavioural profiling prohibited by applicable law.
If you believe a child’s information has been provided without appropriate authority, please contact us.
15. Event Photography and Video
Photography, video recording, or livestreaming may take place at events we manage.
The relevant event notice or registration process should explain the purpose, intended audience, and available choices.
Event registration does not automatically grant unrestricted permission to use an identifiable individual’s image in unrelated advertising. We obtain appropriate permission where required, particularly for testimonials, promotional features, and children’s images.
If you have a concern about an image published by us, contact our Grievance Officer with the relevant link or event details.
16. Your Privacy Requests
You may contact us to:
- Ask about the personal information we hold and its use.
- Review information you supplied and request correction.
- Withdraw consent or stop promotional communications.
- Request deletion of information no longer required.
- Raise a concern about collection, use, disclosure, or security.
Additional statutory rights, including applicable access, erasure, grievance, and nomination rights, may be exercised as and when the relevant legal provisions become applicable.
We may take proportionate steps to verify your identity or authority before acting. We will not request unnecessary identity documents.
Requests remain subject to applicable law, lawful retention requirements, and the rights of other individuals. Where we cannot fulfil a request, we will explain the reason where legally permitted.
17. Grievance Officer and Contact Details
For privacy questions, consent withdrawal, correction or deletion requests, and complaints, contact:
Grievance Officer: Satish Kumar
Designation: Executive - Legal and Finance Adviser
Company: Chillax Holiday Private Limited
Email: satish@chillaxholiday.in
Postal address: 304, 3rd Floor, Welldonetechpark, Sector 48, Gurugram, 122018
Website: www.chillaxholiday.com
Please use the subject line “Privacy Request” or “Privacy Complaint”, as appropriate.
We will address privacy grievances expeditiously and within one month of receipt, or within any shorter mandatory period applicable to the matter.
You retain the right to approach a competent authority, regulator, court, or other statutory forum where available under applicable law. Nothing in this Policy restricts those rights.
Company and customer support details
Legal name: Chillax Holiday Private Limited
Registered office: 1066, Sector 47, Gurugram 122018
CIN: U63030HR2022PTC102252
GSTIN: 06AAKCC1827E1ZX
Customer support email: operations@chillaxholiday.in
Customer support number: +91 95997 09363
Support hours: 09:00 – 18:00 IST
Website: www.chillaxholiday.com
18. External Websites and Platforms
Our website and communications may link to external websites, booking platforms, social networks, maps, payment pages, or messaging services.
Those providers’ privacy policies govern information they collect independently. Please review their policies before sharing information.
This provision does not exclude responsibility for our own selection, configuration, use, or disclosure of information through such services where responsibility applies under law.
19. Changes to this Policy
We may update this Policy to reflect changes in our services, technology, practices, or legal requirements.
The current version will be published on our website with an updated date. Material changes will be communicated where required.
An update does not retrospectively authorise an incompatible new use of previously collected information. Fresh notice or consent will be obtained where required.
20. Applicable Law and Other Terms
This Policy is governed by applicable Indian law, including the Information Technology Act, 2000 and relevant rules while applicable, and the Digital Personal Data Protection Act, 2023 and associated rules as their relevant provisions come into force.
Nothing in this Policy excludes statutory privacy rights, consumer remedies, or liability that cannot lawfully be excluded.
Booking conditions, supplier terms, cancellations, refunds, payment obligations, and service-related liability are addressed in our separate Terms and Conditions and the relevant service agreement. This Privacy Policy does not replace those documents.