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Privacy Policy

Last Updated: December 24, 2025

This Privacy Policy describes how The Virtual Facilitator collects, uses, and shares your personal information when you use our website, interact with our services, and purchase our specialized travel, event, and corporate coordination support.

By using our services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

The information we collect depends on the services you request. You may decline to submit personal information to us; however, that may prohibit us from having the ability to provide you with certain services. The personal information we collect and the purpose for which we use that information are described below.

A. Personal Information (Directly Provided)

This is information you voluntarily provide to us when booking a service, making an inquiry, or signing up for our newsletter. This may include:

  • Identification Data: Name, date of birth, gender.
  • Contact Information: Email address, phone number, mailing address.
  • Booking & Travel Data: Passport details, visa status, dietary restrictions, preferred accommodations, flight details, and emergency contact information (necessary for travel and logistics services).
  • Payment Information: Payment card details (processed securely via third-party gateways like Stripe or PayPal, we do not store full card details) or billing information.
  • Service Requirements: Specific details related to corporate coordination and event planning.
B. Usage Data (Automatically Collected)

When you access our website, we automatically collect certain information that your browser sends, known as Usage Data.

  • Device Information: Internet Protocol (IP) address, browser type, browser version, unique device identifiers, and other diagnostic data.
  • Browsing Activity: Pages you visit on our website, the time and date of your visit, the time spent on those pages, and referring website addresses.
C. Booking Data (Through Plugins)

We use Latepoint on our site, this plugin may collect and store data related to:

  • Service booked, date, and time.
  • Booking status and history.
2. How We Use Your Information

We use the collected data for various purposes, primarily to provide and improve our services:

  • Service Fulfillment: To coordinate your travel (flights, accommodations, professional drivers) and execute your corporate/event plans (venue booking, vendor coordination).
  • Communication: To send you confirmations, updates about your services, and respond to inquiries.
  • Compliance: To process necessary documentation like visa applications and travel permits (always with your explicit consent).
  • Payment Processing: To process transactions for services rendered.
  • Marketing: To send you newsletters, special offers, and information about other services we offer, consistent with your preferences.
  • Website Improvement: To monitor and analyze website usage and functionality to enhance your user experience.
3. Sharing Your Personal Information

We will only share your personal information on a need-to-know basis and in the following specific scenarios:

  • Service Providers: We share necessary data with trusted third parties who assist us in operating our business and providing the services (e.g., airlines, hotels, professional drivers, event venues, visa processing centers). These parties are obligated to keep your information confidential.
  • Payment Processors: Information required to complete transactions (e.g., card data) is shared securely with trusted payment gateways.
  • Legal Requirements: We may disclose your data if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
  • Business Transfers: If we are involved in a merger, acquisition, or asset sale, your Personal Data may be transferred.
4. Security of Data

The security of your data is paramount to us. We implement a variety of security measures to maintain the safety of your personal information, including SSL encryption on our website. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

5. Your Data Protection Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Right to Access: The right to request copies of your personal data.
  • Right to Rectification: The right to request that we correct any information you believe is inaccurate or incomplete.
  • Right to Erasure (“Right to Be Forgotten”): The right to request that we erase your personal data under certain conditions.
  • Right to Restrict Processing: The right to request that we restrict the processing of your personal data under certain conditions.
  • Right to Data Portability: The right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

To exercise any of these rights, please contact us using the details provided on our Contact Us page.

6. Links to Other Sites

Our Service may contain links to other sites that are not operated by us (e.g., links to airlines or hotel chains). If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

7. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of this policy.

8. Contact Us

If you have any questions about this Privacy Policy, please contact us using the details provided on our Contact Us page.