Privacy Policy

Effective Date: September 1, 2025

Who we are

Trinity World Travel provides trip planning services for faith-based journeys, group travel, cruises, and luxury travel.
Business and data controller: Trinity World Travel, operated by Melinda Brown as a sole proprietorship doing business as Trinity World Travel, United States • melinda@trinityworldtravel.com •
(847) 250-7394

Application of international privacy laws

Trinity World Travel is based in the United States. References in this Privacy Policy to the General Data Protection Regulation (“GDPR”) or other location-specific privacy laws apply only when the relevant law governs our processing of your personal information. The availability of our website in a particular country does not, by itself, mean that every privacy law of that country applies to Trinity World Travel.

Personal information we collect (and why)

Legal bases where the GDPR applies
Where the GDPR applies to a particular interaction, our legal bases for processing may include taking steps at your request before entering into a contract, performing a contract, complying with a legal obligation, pursuing our legitimate interests where those interests are not overridden by your rights, and consent where consent is required or chosen.

(A) Information you provide to us
When you request a quote, complete an Interest/RSVP or Booking form, email us, or otherwise contact us, you may give us: name, email, phone, guest counts, travel dates/destinations, budgets, accessibility or dietary notes, and booking details needed to plan or fulfill travel.
Purpose: To respond to your request, prepare proposals, and, if you proceed, manage bookings and traveler communications.
Legal basis where the GDPR applies: Steps taken at your request before entering into a contract; performance of a contract; and legitimate interests in operating our business and assisting clients.

(B) Sensitive travel information
When necessary to arrange your travel, you may voluntarily provide accessibility requirements, medical or mobility-related needs, food allergies, dietary restrictions, or religious accommodations. We use this information only to evaluate or provide the requested travel arrangements and share it only with suppliers that need it to fulfill your request. Where required by law, we process this information with your explicit consent. Please provide only information necessary for your travel arrangements.

Legal basis where the GDPR applies: Explicit consent where required, and other applicable grounds permitted for travel-related processing.

(C) Information about other travelers
A lead traveler, parent, legal guardian, spouse, family member, or group organizer may provide information about other people traveling in the same party. This may include names, contact information, dates of birth, travel preferences, identification details, and information needed to arrange the trip.

If you provide another person’s information, you confirm that you are authorized to provide it and that you have informed that person, or the person’s parent or legal guardian where appropriate, that Trinity World Travel will use and share the information as described in this Privacy Policy. We may request information or consent directly from an individual traveler when appropriate.

(D) Scheduling information (Calendly)
If you book a call, Calendly collects the details you submit and technical data needed to run their service; we receive your appointment info.
Purpose: schedule and manage consultations.
Legal basis: Contract/steps prior; Legitimate interests. See Calendly Privacy Notice.

(E) Form data (Jotform)
When you complete our Jotform(s), Jotform processes and stores the information for us.
Purpose: securely capture and organize your inquiry/booking information.
Legal basis: Contract/steps prior; Legitimate interests. See Jotform Privacy Policy.

(F) Device and usage information (hosted website)
Our website (hosted by Hostinger) may collect limited technical data (e.g., IP address, browser type, pages viewed) primarily for security and performance.
Purpose: keep the site secure and functioning.
Legal basis: Legitimate interests (fraud prevention and diagnostics).

(G) Cookies and similar technologies
We don’t set our own analytics or advertising cookies. However, third-party embeds on our site—such as YouTube videos—may place cookies or similar technologies when the page loads or when you interact with the media. These are controlled by the third party (e.g., Google/YouTube), not by Trinity World Travel. You can manage cookies in your browser settings. If you prefer not to load third-party embeds, you can view our content directly on the provider’s site.

(H) Embedded YouTube videos
We display some videos using YouTube’s embedded player. When a page containing an embedded video loads, or when you interact with or play the video, YouTube and Google may receive technical, device, cookie, and usage information in accordance with their own policies. Trinity World Travel does not control YouTube’s collection or use of that information. You may choose to watch the content directly on YouTube rather than playing it on our website.

Sources of personal information

We generally collect personal information directly from you. We may also receive information from a lead traveler, parent or legal guardian, family member, group organizer, referral source, host agency, booking platform, payment processor, travel supplier, or other person or organization involved in requesting, arranging, or providing your travel. When information is provided by another source, we use it only for the purposes described in this Privacy Policy and as otherwise permitted or required by law.

Payment data

Trinity World Travel does not intentionally store complete payment-card numbers on its website or ordinary email systems. Payments are submitted through secure supplier, host-agency, or payment-processing systems. Those providers process payment information under their own privacy and security terms.

Please do not submit passport copies, payment-card details, Social Security numbers, or other highly sensitive documents through ordinary email or general inquiry forms unless Trinity World Travel has specifically provided or approved a secure submission method.

Marketing communications

We send service-related emails to answer your request and manage travel. We send marketing emails only with your consent (opt-in). You can unsubscribe anytime via the link in each message or by emailing us.

Form language we use:

• Service consent (required): “I agree that Trinity World Travel may use my information to respond to my request and plan my trip.”

• Marketing opt-in (optional): “Yes—please email me travel deals and destination guides from Trinity World Travel. I can unsubscribe at any time.”

How long we keep your information

We retain information only for as long as reasonably necessary for the purposes described in this policy, including responding to inquiries, servicing travel, maintaining business records, resolving disputes, preventing fraud, and satisfying legal, tax, accounting, supplier, and insurance requirements. Typical retention periods are described below, but information may be kept longer when reasonably necessary or legally required.

• Lead & inquiry records: up to 24 months after our last interaction, so we can follow up on open requests and maintain accurate records.

• Booking & transaction records (including traveler manifests and invoices): generally 7 years to comply with tax, accounting, and regulatory obligations.

• Inquiry and service communications: generally up to 24 months after the last interaction, unless associated with a booking, dispute, legal obligation, or continuing client relationship.

When information is no longer needed, we delete or anonymize it. Where deletion is not feasible (e.g., backups), we securely store and isolate it until deletion is possible.

International transfers & service providers

We use trusted providers to host our site, manage forms, scheduling, and multimedia. These providers may process data in the United States or other countries. Our service providers may process information in the United States and other countries. Where applicable, those providers use legally recognized transfer mechanisms or other safeguards described in their privacy notices and contractual terms.

Travel suppliers and booking partners

When you request a proposal or proceed with travel planning or booking, we may share information reasonably necessary to quote, reserve, manage, or provide your travel with appropriate third parties. These may include airlines, cruise lines, hotels and resorts, tour operators, transportation providers, destination-management companies, excursion providers, travel-insurance providers, payment processors, host agencies, booking platforms, and other suppliers involved in your trip.

These organizations may process the information they receive under their own privacy policies, contractual terms, and legal obligations. We share only the information reasonably necessary for the relevant travel service.

Key processors:

• Website hosting: Hostinger (site hosting/security).

• Forms: Jotform (secure form collection/storage).

• Scheduling: Calendly (appointment booking).

• Video embeds: YouTube/Google (only when you play embedded videos).

We share information with providers only as needed for them to perform services under confidentiality and data-protection commitments.

Automated decision-making

Trinity World Travel does not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects. We may use ordinary software tools to organize inquiries, forms, communications, or travel information, but travel recommendations and service decisions involve human review.

Your privacy rights

Depending on your location and whether the relevant privacy law applies to Trinity World Travel’s processing of your information, you may have rights to request access, correction, deletion, restriction, objection, withdrawal of consent, or a portable copy of certain information.

To make a request, email melinda@trinityworldtravel.com with “Privacy Request” in the subject. We may request information to verify your identity and will respond within the time required by law. You may also lodge a complaint with your local supervisory authority.

U.S. state privacy notice (including California)

Residents of certain states may have privacy rights when the applicable state law covers Trinity World Travel. These may include rights to request access, correction, or deletion of personal information. Regardless of whether a particular law applies, you may contact us with a privacy request, and we will respond as reasonably appropriate and as required by applicable law.

We do not sell or share personal information for monetary value or for cross-context behavioral advertising.
To exercise your rights, email melinda@trinityworldtravel.com. We will not discriminate against you for exercising your rights.

Children’s information

Our website and marketing are not directed to children under 13. However, a parent, legal guardian, or authorized group representative may provide information about a minor when requesting or booking family or group travel. We use that information only as reasonably necessary to evaluate, arrange, or manage the requested travel. We do not knowingly request travel information directly from a child without appropriate adult authorization. If you believe a child submitted information directly without authorization, contact us so we can review and address it.

Security

We use reasonable technical and organizational measures to protect personal information. No method of transmission or storage is 100% secure; if we become aware of a security incident affecting your information, we will act in accordance with applicable laws.

Third-party links

Our website may link to third-party sites (including forms, scheduling, and video platforms). Those sites operate under their own privacy policies and terms.

Changes to this notice

We may update this notice to reflect legal, technical, or business developments. When we update it, we will revise the Effective date above and, if appropriate, provide additional notice (e.g., a banner).

How to contact us

Trinity World Travel (Owner: Melinda Brown)
United States • melinda@trinityworldtravel.com •
(847) 250-7394

Processor policies for your reference:

• Calendly Privacy: https://calendly.com/legal/privacy-notice

• Jotform Privacy: https://www.jotform.com/privacy/

• YouTube Privacy-Enhanced Mode: https://support.google.com/youtube/answer/171780