Privacy Policy

Introduction

iceweavesog is committed to protecting the privacy of individuals who engage with our services. This policy explains how we collect, use, and safeguard personal information when you interact with our winter tourism offerings, website, or communications.

We operate in accordance with Singapore's Personal Data Protection Act (PDPA) and respect international privacy standards. Your trust matters to us, and we handle your information with the care it deserves.

Information We Collect

Contact Information

When you inquire about our journeys or book travel with us, we collect:

• Full name and preferred name
• Email address and phone number
• Mailing address
• Emergency contact details

Travel-Related Information

To facilitate journey planning and ensure safety, we collect:

• Passport information for international travel arrangements
• Dietary requirements and food allergies
• Medical conditions relevant to cold-weather travel
• Physical fitness level and mobility considerations
• Travel insurance details
• Special requirements or accommodations needed

Payment Information

We process payments through secure third-party processors. We retain transaction records but do not store full credit card details on our systems.

How We Use Your Information

Service Provision

Your information enables us to:

• Respond to inquiries and provide journey consultations
• Process bookings and coordinate travel arrangements
• Communicate itinerary details and logistical information
• Ensure appropriate accommodations and activity planning
• Facilitate emergency response if needed during travel

Communication

We use contact information to:

• Send pre-journey preparation materials
• Provide travel updates and relevant destination information
• Follow up after journeys for feedback
• Share seasonal offerings with past travelers (with consent)

Service Improvement

We analyze aggregate, non-identifying information to understand traveler preferences, refine journey design, and enhance overall service quality.

Legal Basis for Processing

We process personal information based on:

• Consent: You provide explicit consent when submitting information through our forms or correspondence
• Contract Fulfillment: Processing is necessary to deliver the travel services you've requested
• Legitimate Interest: We have legitimate business interests in understanding customer needs and improving services
• Legal Obligation: Some data retention is required by travel industry regulations and safety protocols

Data Sharing and Third Parties

Service Partners

We share necessary information with:

• Accommodation providers in journey destinations
• Local guides and cultural liaisons
• Transportation companies
• Travel insurance providers (if arranged through us)
• Payment processors for secure transaction handling

All partners are vetted and required to maintain appropriate data protection standards.

Analytics and Website Services

Our website uses analytics tools to understand visitor behavior. These collect anonymized usage data to help us improve the user experience.

What We Never Share

We never sell personal information to third parties or share it for marketing purposes without explicit consent. Medical and emergency contact information is used solely for traveler safety.

Data Security

We implement multiple security measures:

• Encrypted transmission of sensitive information
• Secure servers with restricted access
• Regular security assessments and updates
• Staff training on data protection protocols
• Physical security for paper records

In the event of a data breach affecting personal information, we will notify affected individuals promptly and take immediate steps to contain and remedy the situation.

Data Retention

We retain information for different periods based on type and purpose:

• Journey Records: 7 years after travel completion (industry standard for liability purposes)
• Medical Information: Deleted after journey completion unless future travel is planned
• Marketing Communications: Until you request removal from our contact list
• Financial Records: 7 years as required by Singapore tax regulations
• Inquiry Data: 2 years if no booking resulted

Your Rights

Access and Correction

You have the right to request access to personal information we hold about you and to request corrections of any inaccuracies.

Deletion

You may request deletion of your personal information, subject to our legal retention requirements. We will honor such requests within 30 days unless we have legitimate grounds to retain the data.

Data Portability

You can request a copy of your personal information in a structured, commonly used format.

Marketing Opt-Out

You may unsubscribe from marketing communications at any time through the link in our emails or by contacting us directly. This will not affect transactional communications about bookings you've made.

Withdraw Consent

Where processing is based on consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal.

International Data Transfers

Given the nature of international travel, your information may be shared with partners in journey destinations (Poland, Bavaria, Mongolia). We ensure that all international transfers meet appropriate data protection standards through contractual agreements with partners.

Cookies and Website Tracking

Our website uses cookies and similar technologies. For detailed information about cookie types, purposes, and management, please refer to our Cookie Policy.

Children's Privacy

Our services are designed for adults. We do not knowingly collect information from individuals under 18 without parental consent. If a minor will participate in travel, we require guardian information and consent.

Changes to This Policy

We review this privacy policy annually and update it as needed to reflect changes in our practices or legal requirements. Material changes will be communicated to active clients via email. The "Last Updated" date at the top indicates when changes were last made.

Contact for Privacy Matters

For questions, concerns, or requests regarding your personal information, please contact:

We will respond to privacy-related inquiries within 30 days.