Information We Collect

We only collect the information we need to plan, book and support your Sri Lanka journey.

Information you give us directly

• Contact details: your name, email address, phone or WhatsApp number, and country of residence when you send an enquiry or contact us.
• Trip planning details: travel dates, length of stay, preferred destinations, activities, travel pace, accommodation style, budget and special requests shared through our tailor-made tour enquiry and Client Information Sheet.
• Traveller details: the number of people in your group, names and ages of travellers (including children), and any accessibility or mobility needs.
• Booking details: passport details, nationality, date of birth, flight arrival and departure information, and hotel or room preferences, where these are needed to confirm accommodation, permits, park entries or transfers.
• Payment information: billing name and transaction details for deposits and balances. Card payments are processed by our secure payment providers; we do not store full card numbers on our systems.
• Feedback and testimonials: reviews, comments and photographs you choose to share with us about your journey.
• Correspondence: emails, messages and call notes from your communications with our team, including during your trip.

Information collected automatically

When you browse our website, we may collect technical information such as your IP address, browser type, device type, pages visited, time spent on pages and the website that referred you. This is gathered through cookies and similar technologies.

How We Use Your Information

We use your personal information to:

• Respond to your enquiries and send you itinerary proposals and quotations.
• Design tailor-made itineraries that reflect your interests, pace, budget and needs.
• Confirm and manage bookings for accommodation, guides, drivers, safaris, excursions and activities.
• Process deposits, payments and refunds.
• Prepare and send your pre-departure travel pack, including day-by-day logistics, accommodation details and emergency contacts.
• Provide support before and during your trip, including our around-the-clock assistance while you are in Sri Lanka.
• Look after your safety and wellbeing, and respond to emergencies.
• Ask for feedback and, with your permission, publish testimonials.
• Send you travel news and offers, where you have agreed to receive them.
• Improve our website, services and customer experience.
• Meet our legal, tax, accounting and regulatory obligations, including those of the Sri Lanka Tourism Development Authority.

Legal Basis for Processing

We process your personal information only where we have a lawful reason to do so:

• Contract: to plan and deliver the journey you have asked for or booked with us.
• Consent: for marketing emails, for publishing your testimonial or photographs, for non-essential cookies, and for any health information you choose to share. You can withdraw consent at any time.
• Legitimate interests: to run and improve our business and website, prevent fraud and keep our systems secure, in ways that do not override your rights.
• Legal obligation: to comply with laws and regulations that apply to us.
• Vital interests: to protect your life or health, or that of another person, in an emergency.

Health, Dietary and Accessibility Information

To plan your journey safely, you may choose to tell us about health conditions, mobility considerations, dietary requirements or allergies. This is especially relevant for activities such as trekking, white-water rafting, scuba diving, hot air ballooning and Ayurvedic wellness programmes.

We treat this as sensitive information. We use it only to make suitable arrangements and to keep you safe, and we share it only with the partners who need it, such as your hotel, guide, dive centre or Ayurvedic practitioner. We collect it with your consent, and you may decline to provide it, although this may limit our ability to tailor certain experiences.

Children’s Information

Our website and services are intended for adults. We do not knowingly collect personal information directly from anyone under 18.

When families travel with us, a parent or guardian may provide the names, ages and needs of children in the group. We use this only to plan suitable accommodation, activities and transport, and to meet the requirements of hotels and activity providers.

How We Share Your Information

We never sell or rent your personal information. We share it only where needed to deliver your journey or run our business:

• Travel service partners: hotels, resorts, villas and other accommodation providers; chauffeur-guides and naturalist guides; safari jeep operators; whale-watching, dive, surf, kitesurfing, rafting and hot air balloon operators; Ayurvedic and wellness retreats; cooking class and village experience hosts; and rail or transport providers.
• Authorities and site operators: national park, heritage site and permit authorities where tickets or entry permits require traveller details.
• Service providers: payment processors, website hosting, email, booking and customer management systems, and analytics providers that act on our instructions.
• Professional advisers: accountants, auditors, lawyers and insurers, where reasonably necessary.
• Legal requirements: government bodies, regulators or law enforcement when required by law, or to protect the rights, safety and property of our guests, our team or others.
• Business changes: a buyer or successor if Ceyholiday is involved in a merger, acquisition or sale of assets, under equivalent privacy protection.

We ask our partners and service providers to protect your information and use it only for the purpose we shared it.

International Transfers

Ceyholiday is based in Sri Lanka, so information you send us from abroad will be transferred to and processed in Sri Lanka. Some of our service providers, such as email, hosting and payment platforms, may also store data in other countries.

Where we transfer your information outside your home country, we take reasonable steps to make sure it receives an appropriate level of protection, in line with applicable data protection laws.

How Long We Keep Your Information

We keep personal information only for as long as we need it:

• Enquiries that do not lead to a booking: up to 24 months, so we can help if you return to your plans.
• Booking records: for as long as needed to complete your trip and then for the period required by tax, accounting and legal obligations, typically 7 years.
• Health and dietary information: deleted or anonymised within 6 months after your trip ends, unless needed for a claim or legal matter.
• Marketing preferences: until you unsubscribe or ask us to stop.

When information is no longer needed, we securely delete or anonymise it.

How We Protect Your Information

We use appropriate technical and organisational measures to protect your information. These include encrypted (HTTPS) website connections, secure payment processing, restricted staff access on a need-to-know basis, and confidentiality commitments from our team and partners.

No method of transmission over the internet is completely secure, so we cannot guarantee absolute security. If we become aware of a data breach that affects you, we will notify you and the relevant authorities where required by law.

Cookies and Similar Technologies

Our website uses cookies, which are small text files stored on your device, to work properly and to help us understand how visitors use it.

• Essential cookies: needed for the website to function, such as remembering form entries and keeping the site secure.
• Analytics cookies: help us understand which pages are visited and how visitors find us, so we can improve the site. We may use tools such as Google Analytics.
• Marketing cookies: may be used to measure our advertising and show relevant Ceyholiday content on other websites and social media.

Non-essential cookies are used only with your consent, which you can give or change through our cookie banner. You can also block or delete cookies in your browser settings, although some parts of the website may not work as intended.

Testimonials, Reviews and Photographs

We are proud to share the stories of travellers who have explored Sri Lanka with us. We will only publish your testimonial, name, country or photographs on our website or social media with your permission. You may ask us to remove them at any time.

Reviews you post on third-party platforms such as Tripadvisor or Google are governed by those platforms’ own privacy policies.

Marketing Communications

With your consent, we may send you newsletters, travel inspiration and special offers. Every marketing email includes an unsubscribe link, and you can also opt out by contacting us. Opting out of marketing will not affect messages about an enquiry or booking you have made.

Your Rights

Depending on where you live, you have the right to:

• Access the personal information we hold about you and receive a copy.
• Correct information that is inaccurate or incomplete.
• Delete your information where we no longer have a reason to keep it.
• Withdraw consent at any time, where we rely on consent.
• Object to or restrict certain uses of your information, including direct marketing.
• Data portability: receive your information in a commonly used format, where applicable.
• Complain to a data protection authority. In Sri Lanka, this is the Data Protection Authority of Sri Lanka; travellers in the EU or UK may contact their local supervisory authority.

To use any of these rights, please contact us using the details below. We may ask you to verify your identity, and we will respond within the time required by applicable law.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or the law. The updated version will be posted on this page with a new “Last updated” date. Where changes are significant, we will let you know by email or through a notice on our website.

Contact Us

If you have any questions about this Privacy Policy or how we handle your information, please get in touch:

• Registered company address: 361/D, Udupila, Delgoda, Sri Lanka.
• Email: info@ceyholiday.com
• Phone / WhatsApp: +94 71 545 3017