Privacy Policy & Trade Confidentiality
Xpedia Holidays is dedicated to safeguarding agency trade data, end-traveler privacy, and wholesale net tariffs with complete commercial confidentiality and strict non-solicitation guarantees.
1. B2B Non-Disclosure & Absolute Client Ownership Guarantee
Xpedia Holidays operates exclusively as a wholesale Destination Management Company (DMC) and B2B tour operator headquartered in Kochi, Kerala. We do not solicit retail business, operate direct-to-consumer booking desks, or advertise directly to retail travelers.
- We will never contact, solicit, or market promotions directly to your agency's end clients.
- Any traveler telephone numbers or flight coordinates shared solely for airport transfer pickup coordination remain confidential and are strictly deleted from active driver logs after tour completion.
- Every traveler remains exclusively your client before, during, and after their journey.
2. Categories of Information We Collect
To accredit travel partners, verify corporate identity, and execute ground logistics across South India, Xpedia Holidays collects the following categories of information:
- Registered Company / Travel Agency Name
- GSTIN Registration & State Code
- IATA, TAAI, or Local Trade License Numbers
- Registered Office Address & Official Website
- Designated Contracting Officer Name & Email
- Travel party names & passenger counts
- Flight arrival & departure schedules (COK/TRV/CCJ/BLR)
- Selected hotel room categories & meal plans
- Chauffeur vehicle preference (Sedan/Crysta/Tempo)
- Special requests (wheelchair, infant seat, dietary)
3. How Information Is Used
All business information gathered is utilized strictly for executing contracted travel arrangements and trade obligations:
- White-Label Tariff & Itinerary Generation: Preparing unbranded quotes, customizable day-wise PDF/Word proposals, and net B2B rates for your trade client presentations.
- Hospitality & Fleet Allocation: Locking confirmed resort reservations, houseboat bookings in Alleppey/Kumarakom, and scheduling private AC chauffeur fleets.
- Statutory Tax Compliance: Raising GST-compliant electronic invoices and vouchers adhering to Kerala state GST regulations under SAC Code 998555.
- 24/7 Ground Ops Support: Tracking vehicle movements and delivering flight delay re-scheduling and roadside emergency support through our Kochi operations desk.
4. Tariff & White-Label Protection
All pricing shared via password-protected partner portals, wholesale rate sheets, and custom quotes are proprietary confidential wholesale tariffs.
Both Xpedia Holidays and registered travel partners agree to treat wholesale rates and booking vouchers with commercial non-disclosure. Partners agree not to publish unbranded wholesale prices on public price-comparison search engines or direct-to-consumer websites without retail markup.
5. Security, Hosting & Data Retention
We maintain strict technical and administrative safeguards to protect your commercial information:
- Network & Encryption: Transport Layer Security (TLS 1.3 / SSL 256-bit) protects all online data transmission.
- Storage Architecture: Data files and sensitive credentials are isolated in secure, hardened server environments with directory listing disabled and unauthorized script execution blocked.
- Credential Protection: Partner portal passwords are encrypted using secure cryptographic hashing algorithms.
- Retention Schedule: Invoicing and GST records are retained for statutory periods mandated under Indian tax law (7 years). Operational passenger contact lists are purged from active vehicle rosters within 30 days of tour completion.
6. Ground & Hotel Service Partners
To deliver tour packages across Kerala, Tamil Nadu, and Karnataka, essential operational information is shared only with verified suppliers:
- Vetted Hotels & Luxury Resorts: Guest names and check-in dates for room allocation.
- Private Chauffeur Fleets: Guest flight arrival time and name board details for airport pickup.
- Backwater Houseboats & Forest Safaris: Passenger counts for regulatory safety manifests (such as Periyar Wildlife Sanctuary or Kerala Maritime Board check-posts).
All suppliers are contractually prohibited from using guest details for secondary marketing or retail communications.
8. Agency Rights & Data Control
Registered travel agents and corporate partners have full control over their account data. At any time, you have the right to:
- Request a copy of your agency profile and booking history on file.
- Update contact persons, registered billing addresses, or bank details.
- Request de-activation of portal login credentials and removal from marketing trade dispatches.
To make any such request, please write to our compliance desk at info@xpediaholidays.com from your registered business email address.
9. Legal Desk & Grievance Officer
In accordance with the Information Technology Act 2000 and rules made thereunder, the contact details of our Compliance Officer are set forth below: