Privacy Policy

Effective Date: 19/02/2025
Last Updated: 23/08/2026

 

 

At LuxeTravel Asia, we understand that planning a journey often requires you to share personal information with us.

We take that responsibility seriously.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, how long we keep it, and the choices and rights available to you.

This Policy applies when you:

  • visit our website;
  • submit an inquiry or trip planning form;
  • communicate with our team;
  • request a quotation or Tour Proposal;
  • book or travel with LuxeTravel Asia;
  • subscribe to our marketing communications; or
  • otherwise interact with our services.

It should be read together with our Terms & Conditions.

 

1. Who We Are

LuxeTravel Asia is the trading name of:

LUXE TRAVEL ASIA COMPANY LIMITED
Vietnamese name: CÔNG TY TNHH DU LỊCH ĐẲNG CẤP Á CHÂU

Registered Office: No.3, Alley 17, Thay Street, Ngu Son, Thach That, Hanoi, Vietnam
Enterprise Registration No.: 0110959582 – Issued Date: 19/02/2025 – Issued By: Investment Planning Department Hanoi.
International Tour Operator Licence No.: 01-2778/2025 /CDLQGVN-GP LHQT – Issued Date: 26/02/2025 – Issued By: Vietnam National Administration of Tourism.
Website: luxetravelasia.com
Privacy Email: info@luxetravelasia.com
Telephone / WhatsApp: (+84)853355733

For the personal information covered by this Privacy Policy, LuxeTravel Asia will generally act as the organization responsible for deciding why and how that information is processed.

 

2. What Personal Information We Collect

The information we collect depends on how you interact with us and the services you request.

We aim to collect only the information reasonably necessary to plan, book and operate your journey or provide the service you have requested.

Identity and Contact Information

This may include:

  • full name;
  • title;
  • date of birth;
  • age;
  • gender where relevant to a booking or travel requirement;
  • nationality;
  • country of residence;
  • postal address;
  • email address;
  • telephone number; and
  • preferred method of communication.

Passport, Visa and Travel Document Information

Where required to arrange your journey, we may collect:

  • passport number;
  • passport issue and expiry dates;
  • passport issuing country;
  • passport copy or image;
  • visa information;
  • immigration or entry permit information; and
  • other identification information required by airlines, hotels, cruise operators, authorities or other travel providers.

We only request this information where it is reasonably required for your travel arrangements or legal obligations.

Booking and Travel Information

This may include:

  • destinations;
  • travel dates;
  • itinerary details;
  • hotel preferences;
  • rooming arrangements;
  • flight information;
  • transportation arrangements;
  • activities and excursions;
  • cruise arrangements;
  • preferred travel style;
  • budget information;
  • dietary preferences;
  • special requests;
  • loyalty program information where provided;
  • emergency contact information; and
  • information about other travelers included in your booking.

Payment and Transaction Information

We may process information relating to:

  • invoices;
  • deposits;
  • outstanding balances;
  • payment method;
  • payment status;
  • transaction references;
  • refund information; and
  • billing details.

Where payment is processed through a bank, card processor or other payment provider, some financial information may be processed directly by that provider under its own privacy and security arrangements.

LuxeTravel Asia does not require travelers to send complete card credentials through ordinary email or messaging unless an approved secure payment process specifically requires it.

Health, Mobility and Other Special Requirement Information

Where relevant to the safe and appropriate operation of your journey, you may choose or be asked to provide information relating to:

  • mobility requirements;
  • accessibility needs;
  • allergies;
  • food intolerances;
  • health conditions relevant to participation in an activity;
  • medication considerations relevant to an emergency;
  • pregnancy where relevant to a supplier safety restriction; or
  • other information necessary to make suitable travel arrangements.

We recognize that some of this information may be sensitive personal information and will handle it with additional care.

We will only request health or similar information where it is reasonably relevant to your journey, safety or requested service.

Communications

When you contact us, we may keep records of communications such as:

  • email correspondence;
  • inquiry forms;
  • telephone notes;
  • WhatsApp or other messaging conversations;
  • feedback;
  • complaints;
  • reviews; and
  • requests made to our travel consultants.

Website and Technical Information

When you use our website, certain information may be collected automatically, including:

  • IP address;
  • browser type;
  • device type;
  • operating system;
  • approximate location derived from technical information;
  • pages viewed;
  • referral source;
  • time spent on the website;
  • interaction with website features; and
  • cookie or similar technology identifiers.

More information is provided in the Cookies and Similar Technologies section below.

Photographs, Video and Testimonials

Where appropriate permission has been obtained, we may process:

  • travel photographs;
  • video;
  • written testimonials;
  • reviews; and
  • other content supplied by travelers.

Booking a journey with LuxeTravel Asia does not automatically give us permission to use your identifiable image for advertising or promotional purposes.

 

3. Information About Other Travelers

A Lead Traveler may provide information about family members, friends or other travelers included in the same booking.

If you provide personal information about another person, you should ensure that:

  • the information is accurate;
  • you are authorized to provide it where required; and
  • the other traveler is made aware that their information may be processed for the purposes of arranging and operating the journey.

We may contact individual travelers directly where necessary to confirm travel information, obtain consent or meet legal, safety or operational requirements.

 

4. How We Collect Personal Information

We may collect personal information directly from you when you:

  • complete an inquiry form;
  • contact us by email;
  • communicate by telephone or messaging service;
  • request a customized itinerary;
  • make a booking;
  • make a payment;
  • complete a traveler information form;
  • request visa assistance;
  • provide feedback;
  • subscribe to marketing communications; or
  • communicate with our team during your journey.

We may also receive information from:

  • the Lead Traveler in your booking;
  • family members or travel companions;
  • travel agents or business partners where you have booked through them;
  • airlines;
  • hotels;
  • cruise companies;
  • transportation providers;
  • payment providers;
  • visa service providers;
  • other travel suppliers; or
  • publicly available sources where permitted by law.
  •  

5. Why We Use Your Personal Information

We process personal information only for legitimate and identified purposes.

These may include the following.

To Respond to Your Inquiry

We use your information to:

  • understand what type of journey you are looking for;
  • communicate with you;
  • prepare recommendations;
  • create itineraries;
  • prepare quotations; and
  • answer questions about our services.

To Create and Manage Your Booking

Once you decide to travel with us, we use your information to:

  • confirm your booking;
  • arrange hotels;
  • reserve flights and transportation;
  • arrange cruises;
  • book guides and activities;
  • arrange restaurant or meal requirements;
  • obtain permits where required;
  • provide visa assistance where requested; and
  • coordinate the services included in your itinerary.

To Operate Your Journey

During your trip, we may use personal information to:

  • provide scheduled services;
  • coordinate guides and drivers;
  • manage changes;
  • communicate important travel information;
  • respond to delays or disruption;
  • provide emergency assistance; and
  • deal with operational or safety issues.

To Process Payments and Maintain Financial Records

We may use relevant information to:

  • issue invoices;
  • receive and reconcile payments;
  • process refunds;
  • investigate payment discrepancies;
  • maintain accounting records; and
  • comply with financial, accounting, taxation or legal requirements.

To Provide Customer Support

We may process information when responding to:

  • booking changes;
  • customer service questions;
  • requests for assistance;
  • complaints;
  • insurance related documentation requests; and
  • post trip feedback.

To Improve Our Services

We may use appropriate information to:

  • understand traveler preferences;
  • review service quality;
  • evaluate suppliers;
  • improve itineraries;
  • train our team;
  • improve our website; and
  • understand how travelers interact with our services.

Where practical, information used for internal analysis may be aggregated or de identified.

For Safety, Security and Legal Compliance

We may process information where reasonably necessary to:

  • protect travelers;
  • prevent fraud;
  • maintain the security of our systems;
  • respond to emergencies;
  • establish or defend legal claims;
  • comply with applicable laws;
  • respond to lawful requests from authorities; or
  • protect the legitimate rights and interests of LuxeTravel Asia, travelers or others.

 

6. Our Basis for Processing Personal Information

Depending on the circumstances and applicable law, we may process your information because:

  • you have given clear consent for a specific purpose;
  • the processing is necessary to take steps requested by you before entering into a travel contract;
  • the processing is necessary to perform a contract with you;
  • the processing is required to meet a legal or regulatory obligation;
  • the processing is necessary to protect a person’s vital interests in an emergency;
  • the processing is necessary for a legitimate business purpose permitted by applicable law; or
  • another lawful basis applies.

Where we rely on consent, consent will be requested for the relevant purpose and will not be treated as automatic merely because you visit our website or make a booking.

Where applicable law requires separate consent for different purposes, we will seek that consent separately.

You may withdraw consent in accordance with applicable law. Withdrawal does not normally affect processing that lawfully took place before the withdrawal.

 

7. Sensitive Personal Information

Travel arrangements can occasionally require information that receives enhanced protection under applicable privacy law.

This may include information relating to:

  • health;
  • disability or accessibility requirements;
  • biometric or identification information;
  • financial information; or
  • other information classified as sensitive under applicable law.

We will limit the collection of such information to what is reasonably necessary for the relevant purpose.

Access within LuxeTravel Asia should be restricted to personnel who reasonably require the information for their work.

Where required, we will obtain appropriate consent before collecting, using or sharing sensitive personal information.

 

8. Who We Share Personal Information With

Travel requires coordination with a number of independent service providers.

We do not disclose personal information indiscriminately.

We may share the minimum information reasonably required with the following categories of recipients.

Hotels and Accommodation Providers

For example, your name, rooming arrangements, dates of stay, passport details where required and special accommodation requests.

Airlines and Other Transport Providers

This may include:

  • airlines;
  • railway operators;
  • private transfer companies;
  • vehicle operators;
  • ferry operators; and
  • other transportation providers.

Cruise and Boat Operators

Where your itinerary includes a cruise, boat journey or overnight vessel, relevant passenger and travel information may be provided to the operator.

Local Guides and Destination Partners

Guides and operational teams may receive relevant itinerary, contact and traveler information needed to provide your services safely and efficiently.

Activity Providers and Restaurants

Where necessary, we may share booking information, dietary requirements, accessibility information or other relevant service details.

Visa and Immigration Service Providers

Where you request visa assistance, relevant passport, nationality and travel information may need to be shared with authorized visa providers or relevant authorities.

Government and Public Authorities

We may provide information where required by:

  • immigration authorities;
  • border authorities;
  • tourism authorities;
  • law enforcement;
  • courts;
  • regulators; or
  • other competent authorities.

Banks and Payment Providers

Information necessary to process payments, refunds, fraud prevention or related financial transactions may be shared with banks and authorized payment providers.

Technology and Business Service Providers

We may use third parties to assist with services such as:

  • website hosting;
  • cloud storage;
  • email;
  • customer relationship management;
  • booking administration;
  • communications;
  • cybersecurity;
  • analytics;
  • accounting; and
  • technical support.

Such providers should only process information for legitimate purposes connected with the services they provide to us and subject to appropriate contractual or legal safeguards where required.

Professional Advisers

We may share information with accountants, auditors, insurers, legal advisers or other professional advisers where reasonably necessary.

 

9. We Do Not Sell Your Personal Information

LuxeTravel Asia does not sell or rent traveler personal information to unrelated third parties for their own independent marketing purposes.

Where we collaborate with another company to deliver part of your requested journey, information is shared for the purpose of providing that service rather than for the unrelated sale of your personal information.

 

10. International and Cross Border Data Transfers

LuxeTravel Asia operates international travel services.

As a result, personal information may need to be transferred outside Vietnam or outside your home country in order to provide your journey.

For example, if you travel to Cambodia, Laos or Thailand, relevant information may need to be provided to a hotel, airline, cruise operator, local guide, transportation provider or other supplier in that destination.

Information may also be processed through technology or cloud service providers whose systems or servers are located in other countries.

Where cross border processing or transfer takes place, LuxeTravel Asia will take reasonable steps to comply with applicable data protection requirements and use appropriate contractual, organizational or technical safeguards where required.

Because standards of data protection can vary between countries, information transferred to another jurisdiction may be subject to the laws and lawful government access requirements of that country.

Where particular transfer mechanisms or additional safeguards are required by applicable law, we will implement them as appropriate.

 

11. Marketing Communications

We would like to keep interested travelers informed about destinations, travel inspiration, new journeys and selected LuxeTravel Asia news.

We will send direct marketing communications where:

  • you have given the required consent;
  • you have otherwise asked to receive them; or
  • another lawful basis permits the communication.

Where separate consent is required, agreeing to receive marketing is not a condition of making a travel booking.

Every electronic marketing communication will provide an appropriate way to unsubscribe where required.

You may also contact us at any time and ask us to stop sending marketing communications.

Unsubscribing from marketing will not prevent us from sending essential service communications about an active inquiry, booking, payment or journey.

 

12. Cookies and Similar Technologies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website performance and, where enabled, support marketing activities.

Cookies may include:

Essential Cookies

These are necessary for basic website operation, security or functionality.

Preference Cookies

These may remember choices such as language, display or other website preferences.

Analytics Cookies

These help us understand how visitors use the website, such as which pages are viewed and how visitors move through the Site.

Marketing Cookies

Where used, these may help measure advertising performance or provide more relevant marketing.

Where required by applicable law, non essential cookies will only be activated after the appropriate consent has been obtained.

You can also manage or delete cookies through your browser settings. Disabling some cookies may affect certain website functions.

For greater transparency, LuxeTravel Asia may provide a separate Cookie Policy or Cookie Settings tool identifying the specific cookies and technologies currently in use.

 

13. Social Media and Third Party Platforms

Our website may contain links to or integrations with platforms such as social networks, messaging services, video platforms or review websites.

If you interact with LuxeTravel Asia through a third party platform, that provider may independently collect or process information according to its own privacy policy.

For example, if you choose to contact us using a messaging platform, information sent through that service will also be processed by the platform provider.

We recommend reviewing the privacy settings and policies of services you choose to use.

 

14. How Long We Keep Personal Information

We do not intend to keep personal information indefinitely.

The appropriate retention period depends on:

  • why the information was collected;
  • whether you have made a booking;
  • whether the information is needed to provide ongoing service;
  • accounting and tax requirements;
  • legal or regulatory requirements;
  • limitation or claim periods;
  • safety and fraud prevention needs; and
  • whether you have asked to continue receiving communications.

As general principles:

  • inquiry information that does not result in a booking will be retained only for a reasonable period necessary for follow up and business administration;
  • booking and transaction records may be retained for the period required by accounting, taxation, tourism and other applicable laws;
  • passport or identification information will not be retained longer than reasonably necessary for the travel or legal purpose for which it was collected, unless continued retention is required by law;
  • sensitive health or accessibility information will be retained only for as long as reasonably required for the relevant journey, claim or legal requirement;
  • marketing information may be retained while you remain subscribed or until it is no longer required for the relevant lawful purpose; and
  • certain records may be retained where reasonably necessary to establish, exercise or defend legal rights.

When personal information is no longer required, we will take reasonable steps to delete, destroy or de identify it, subject to applicable law and technical limitations such as secure backup cycles.

 

15. How We Protect Personal Information

LuxeTravel Asia uses reasonable administrative, organizational and technical measures designed to protect personal information against:

  • unauthorized access;
  • accidental loss;
  • improper disclosure;
  • alteration;
  • misuse; and
  • unlawful destruction.

Measures may include, as appropriate:

  • access controls;
  • password protection;
  • restricted access to sensitive information;
  • secure systems and service providers;
  • staff confidentiality requirements;
  • appropriate internal procedures;
  • data backup and recovery controls; and
  • security monitoring.

No online system or method of electronic transmission can be guaranteed to be completely secure.

We therefore continually aim to use safeguards appropriate to the nature and sensitivity of the information concerned.

 

16. Personal Data Breaches

If we become aware of a personal data breach, we will take reasonable and appropriate steps to:

  • contain and investigate the incident;
  • limit potential harm;
  • secure affected systems or information;
  • document the incident;
  • notify the relevant authorities where required; and
  • notify affected individuals where required by applicable law.

 

17. Your Privacy Rights

Depending on the law that applies to you and the circumstances of the processing, you may have rights relating to your personal information.

These may include the right to:

  • know whether and how your personal information is being processed;
  • receive information about the purposes of processing;
  • provide or refuse consent where consent is required;
  • withdraw consent;
  • request access to your personal information;
  • request correction of inaccurate or incomplete information;
  • request deletion or destruction of information where applicable;
  • request restriction of processing;
  • object to certain processing;
  • request information about recipients or categories of recipients;
  • request a copy of certain personal information;
  • make a complaint to the appropriate authority;
  • seek compensation or other remedies where provided by law; and
  • exercise other rights available under applicable data protection legislation.

Some rights are subject to legal limitations.

For example, we may need to retain certain information where required by tax, accounting, tourism, legal claim or other mandatory obligations.

Withdrawing consent will also not automatically require deletion where another lawful reason requires or permits us to retain the relevant information.

 

18. Privacy Rights for Travelers in the European Economic Area, United Kingdom and Other Jurisdictions

Where the General Data Protection Regulation, UK GDPR or comparable privacy legislation applies to our processing, additional rights and requirements may apply.

Depending on the circumstances, these can include rights relating to:

  • access;
  • correction;
  • erasure;
  • restriction;
  • objection;
  • data portability; and
  • complaint to the competent data protection authority.

Where processing is based on consent, you may withdraw that consent at any time, subject to applicable law.

Where applicable privacy law requires a particular lawful basis for processing, LuxeTravel Asia will process the relevant personal information on the applicable basis, such as performance of a contract, legal obligation, legitimate interests, protection of vital interests or consent.

Nothing in this Privacy Policy is intended to reduce any mandatory privacy right available to you under applicable law.

 

19. How to Exercise Your Rights

If you would like to exercise a privacy right or ask a question about your personal information, contact:

Privacy Contact
LUXE TRAVEL ASIA COMPANY LIMITED
Email: info@luxetravelasia.com

Please include enough information for us to understand your request.

For security reasons, we may need to verify your identity before disclosing, correcting or deleting personal information.

Where a request concerns another traveler, we may need evidence that you are authorized to act on that person’s behalf.

We will respond within the period required by applicable law.

If we are unable to comply fully with a request because of a legal or contractual requirement, we will explain this where required and permitted.

 

20. Children’s Personal Information

Family travel is an important part of our services, and we recognize that children’s information requires particular care.

We may need to process a child’s information in order to arrange:

  • flights;
  • accommodation;
  • child rates;
  • passports or visas;
  • transportation;
  • activities;
  • meals;
  • safety arrangements; or
  • other travel services.

Information concerning children should normally be provided by a parent, legal guardian or other appropriately authorized adult.

We will not intentionally use a child’s personal information for independent direct marketing without the consent required by applicable law.

We will take additional care before publishing identifiable photographs, video, testimonials or information concerning a child’s private life.

Where applicable law requires the consent of both the child and the child’s legal representative for a particular use, we will seek the required permissions.

 

21. Photographs, Video and Testimonials

During some journeys, our team may take photographs or video.

Being photographed for personal or operational purposes does not automatically mean that your image can be used in advertising.

Where LuxeTravel Asia wishes to use an identifiable photograph, video or testimonial for:

  • our website;
  • social media;
  • brochures;
  • advertising; or
  • other promotional material,

we will seek appropriate permission where required.

You may decline promotional use without affecting your booking or travel services.

If you later wish to withdraw permission for future use, please contact us. We will take reasonable steps to stop future use where required, although we may not always be able to recall material that has already been lawfully printed, distributed or published by third parties.

 

22. Automated Decision Making

LuxeTravel Asia does not intend to make significant travel or booking decisions about travelers solely through automated decision making without meaningful human involvement.

Technology may be used to support website functionality, analytics, communications, itinerary planning or administrative processes, but our travel planning services are designed to involve human review and interaction.

If our use of automated decision making materially changes, we will update this Policy where required.

 

23. Data Accuracy

Accurate information is especially important for travel bookings.

Please tell us promptly if personal information relevant to your journey changes or is incorrect.

In particular, names used for airline tickets, visas or other official travel arrangements should match the relevant travel documents exactly.

LuxeTravel Asia may ask you to verify important booking information before tickets or other non refundable services are confirmed.

 

24. Security of Communications

Email, messaging services and other electronic communications are convenient but may not always provide the same level of security as dedicated secure systems.

Please avoid sending unnecessary sensitive information through open or unsecured channels.

Where we provide a secure method for submitting passport, payment or other sensitive information, we recommend using that method.

If you believe you have sent sensitive information to us in error, please contact us.

 

25. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • changes to our services;
  • new technologies;
  • changes in our processing practices; or
  • changes in applicable law.

The most recent version will be published on our website together with the effective or last updated date.

Where a change materially affects how we use personal information and applicable law requires notice or renewed consent, we will take appropriate steps to provide that notice or obtain the required consent.

 

26. Contact Us

If you have questions, concerns or requests regarding this Privacy Policy or the way LuxeTravel Asia handles personal information, please contact:

LUXE TRAVEL ASIA COMPANY LIMITED
Trading as LuxeTravel Asia

Address: No.3, Alley 17, Thay Street, Ngu Son, Thach That, Hanoi, Vietnam
Privacy Email: info@luxetravelasia.com
Telephone / WhatsApp: (+84)853355733
Website: luxetravelasia.com

We take privacy concerns seriously and will make reasonable efforts to address them promptly and fairly.