COPA CABANA TOURISM L.L.C. (“Copa Cabana Tourism”, “we”, “us” or “our”) respects your privacy. This Privacy Policy explains how we collect, use and share personal information when you visit copacabanatravel.ae, submit an inquiry, request a consultation, communicate with us or use our travel and tourism services.

1. Information We Collect

Depending on your interaction with us, we may collect:

• Contact information, including your name, email address and telephone number.

• Travel information, including your requested service, destination, departure location, travel dates, number of travellers and preferences.

• Consultation requests, including your preferred appointment date, time and contact method.

• Information needed for a specific booking or visa-assistance request, such as nationality, country of residence and relevant traveller or passport details.

• Messages, correspondence, service notes and records of our communications with you.

• Transaction information, including invoices, payment references, payment status and refund records.

• Technical information generated when you use our website, such as IP address, browser type, device information and website activity, depending on the tools enabled and your applicable privacy choices.

Please provide only information relevant to your request. Do not submit passport copies, identity documents, payment-card details or other sensitive information through an initial inquiry form. If documents are needed, our team will explain what is required and how to provide them.

If you provide information about another traveller, you must have the appropriate authority to do so and make this policy available to them.

2. How We Receive Your Information

We receive information directly from you through our website forms, email, telephone, messaging channels and consultations.

We may also receive information you submit through Facebook or Instagram lead forms, WhatsApp or other platforms where our services are available. These platforms also process information under their own privacy policies.

Where necessary to fulfil your request, we may receive relevant information from travel suppliers, booking partners or a person authorised to act on your behalf.

3. How We Use Your Information

We use personal information to:

• Respond to inquiries and provide travel information.

• Arrange consultations and follow up on your requests.

• Prepare quotations and assist with bookings, travel arrangements and visa-related services.

• Communicate with suppliers and service partners involved in your request.

• Maintain customer records and manage service follow-up.

• Send inquiry acknowledgements, requested information and service updates.

• Process and reconcile payments, refunds and accounting records.

• Protect our services against fraud, misuse and security incidents.

• Meet applicable legal obligations and handle complaints or disputes.

A consultation request does not confirm an appointment. Our team will contact you to confirm availability and the agreed appointment time.

Where required by applicable law, we obtain your consent. We may also process information where another lawful basis applies, including taking steps at your request before entering a contract, performing a contract or complying with legal obligations.

4. Automated Tools and Artificial Intelligence

We use customer-management and automation tools, including Make, Google Sheets, email services and AI-assisted processing, to help manage inquiries.

These tools may process inquiry information to summarise requests, identify the requested service, assess follow-up priority and generate acknowledgement messages or suggested responses.

AI-generated content may contain errors. You may ask a travel consultant to clarify, correct or review a response.

Automated acknowledgements and classifications do not constitute visa approval, a confirmed booking, a price quotation or a guarantee of availability. Decisions made by airlines, hotels, immigration authorities and other service providers remain subject to their own procedures.

5. When We Share Information

We may share relevant information with:

• Technology providers supporting our website, email, customer records, automation, communications and hosting.

• Airlines, hotels, tour operators, transport providers and other suppliers involved in your requested travel arrangements.

• Visa-processing partners and relevant authorities where necessary for the assistance you request.

• Banks, payment processors and instalment providers involved in your selected payment method.

• Professional advisers or public authorities where necessary to meet legal obligations, protect rights or address disputes.

We limit disclosures to information relevant to the purpose. Some recipients, including travel suppliers, payment providers and public authorities, process information under their own privacy policies and legal obligations.

We do not sell or rent customer contact lists.

6. International Processing

Travel arrangements and cloud-based services may require information to be processed outside the United Arab Emirates, including in your destination country or countries where our service providers operate.

Where applicable, international transfers are subject to the safeguards and conditions required by relevant data-protection laws. You may contact us for information about recipients involved in your request.

7. Payments

Our current payment options include bank transfer, payment links, cash and instalments through Tamara, subject to availability and the provider’s applicable terms.

Direct payment checkout on our website is not currently available.

When you use a payment link or an instalment service, the relevant provider processes the payment information you submit under its own privacy policy. We may receive transaction references, payment status and information needed for reconciliation, refunds or accounting.

For bank transfers and cash payments, we retain appropriate payment records and receipts.

Do not send us card security codes, online-banking passwords or one-time passwords by email, messaging or inquiry forms. Enter payment credentials only through the relevant provider’s authorised payment process.

8. Service Messages and Marketing

We use the contact details you provide to respond to your inquiry and send communications relevant to your consultation, quotation, booking or other requested service.

Submitting an inquiry does not, by itself, mean you agree to receive unrelated promotional messages.

Where required, we obtain permission before sending marketing communications. You may withdraw marketing consent or request that promotional messages stop by using an available unsubscribe option or contacting info@copacabanatravel.ae.

This does not prevent us from sending necessary communications about an existing request, transaction or legal obligation.

9. Cookies and Website Technologies

Our website uses cookies and similar technologies to support website functions and remember relevant preferences.

Where enabled, additional technologies may support functionality, analytics, performance measurement or advertising. The information collected depends on the tools in use and applicable consent settings.

You can use the website’s cookie notice and available preference controls to manage your choices. You can also control or delete cookies through your browser settings. Blocking necessary cookies may affect website functionality.

Where consent is required for optional technologies, that consent must be obtained before they are used.

Third-party websites and services linked from our website operate under their own privacy and cookie policies.

10. How Long We Keep Information

We retain personal information only for as long as needed for the relevant purpose, subject to applicable legal obligations and the handling of claims or disputes.

Our standard retention schedule is:

• Inquiries that do not lead to a booking: 12 months after the last meaningful contact, unless an ongoing request or another lawful reason requires retention.

• Spam and clearly irrelevant submissions: scheduled for deletion within 30 days of identification, unless needed to investigate misuse or a security incident.

• Booking and service records: retained for the period needed to deliver the service, manage follow-up and meet applicable legal, accounting or dispute-related obligations.

• Passport copies and visa-supporting documents: reviewed when the relevant service is completed. Copies no longer needed are removed, unless continued retention is legally required or necessary for an unresolved matter.

• Records required for UAE Corporate Tax purposes: retained for at least seven years following the end of the relevant tax period.

• Marketing preferences: a limited record may be retained where necessary to respect an unsubscribe request and avoid contacting you again.

The inquiry and spam periods are our operational retention choices, rather than universal legal requirements.

Deletion or anonymisation may involve manual review and is not necessarily instantaneous. Residual copies in backups may remain until the relevant backup cycle expires. Where information must be retained for a legal obligation or unresolved matter, its use is limited to that purpose.

11. Information Security

No website, email service, messaging platform or storage system can guarantee absolute security.

Personal information should be accessed only by authorised personnel and service providers who need it for the relevant purpose. Please contact us promptly if you believe information you provided to us has been accessed or used without authorisation.

Avoid sending unnecessary sensitive information through general inquiry forms or ordinary messages.

12. Children’s Information

Our inquiry forms and promotional communications are intended for adults.

A parent, guardian or authorised adult may provide a child’s information where necessary for a family booking or another requested travel service. Such information is used for the relevant service and associated legal requirements.

If you believe a child has submitted personal information without appropriate authorisation, please contact us so we can review the matter.

13. Your Privacy Rights

Depending on the law applicable to your information, you may have rights to:

• Request information about how your personal data is processed.

• Request access to or a copy of your information.

• Correct inaccurate or incomplete information.

• Request deletion, restriction or cessation of processing in applicable circumstances.

• Withdraw consent where processing relies on consent.

• Request transfer of your information where applicable.

• Raise a concern or complaint with a competent data-protection authority.

These rights may be subject to legal conditions and exceptions. For example, we may need to retain information required for accounting, legal obligations or an unresolved dispute.

To make a request, email info@copacabanatravel.ae. We may ask for proportionate information to verify your identity and understand the request.

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal. If certain information is necessary to provide a requested service, withdrawing permission to use it may affect our ability to continue that service.

14. Changes to This Policy

We may update this policy to reflect changes in our services, technology or legal obligations.

The “Last Updated” date identifies the latest revision. Where required, we will provide additional notice of material changes.

15. Contact Us

For privacy questions, corrections or requests concerning your personal information, contact:

COPA CABANA TOURISM L.L.C.
Office 105, Regus, DCC Dubai, UAE
Email: info@copacabanatravel.ae
Telephone: +971 56 601 7649
Website: https://copacabanatravel.ae/