Privacy Policy

Commitment to Guest Privacy

At The Vivaak (operating The Vivaak Luxury Mountain Estate & Villas, including The Vivaak Pine Hills Villa in Dharampur and Vaza in Barog, Himachal Pradesh, hosted at https://vivaak.com), we recognize that discretion, security, and privacy are foundational pillars of genuine luxury hospitality.

This Privacy Policy governs the collection, storage, processing, protection, and transfer of personal data gathered through our website, direct WhatsApp concierge interactions, booking enquiry forms, customer portals, and any Google OAuth or API integrations. By accessing our website or reserving a stay at our estates, you agree to the data handling practices outlined in this policy.

1. Information We Collect

We collect personal information necessary to deliver bespoke hospitality experiences and satisfy Indian regulatory lodging compliance:

• Identity & Contact Information: Full name, salutation, residential address, telephone number, mobile/WhatsApp number, and email address. Emergency contact details for principal guests.
• Statutory Check-In Documentation: Government-approved photo identity (Aadhaar Card, Passport, Voter ID, or Driving License) for all adult guests checking in, as legally mandated by the Himachal Pradesh Tourism Development & Registration Act and local district police regulations. For foreign passport holders: Passport copies, valid Indian Visa details, and Form 'C' arrival reporting details as required by the Bureau of Immigration (BOI), Government of India.
• Reservation & Stay Preferences: Arrival and departure dates, party size, children's ages, dietary preferences, bespoke chef requirements, room preferences, and special celebration requests.
• Payment & Billing Data: Billing name, billing address, transaction reference IDs, and payment confirmation tokens. Note: The Vivaak does NOT store credit/debit card numbers, CVVs, or net banking credentials. All digital transactions are securely encrypted and processed directly by RBI-licensed payment gateways and acquiring banks.
• Technical & Browsing Analytics: Device type, browser version, IP address, geographic location, referring URLs, and website interaction metrics gathered via privacy-focused analytics (Google Analytics GA4) to optimize site speed and browsing performance.

3. Data Protection & Security Safeguards

We maintain rigorous security procedures to protect the confidentiality, integrity, and availability of all user data and Google user data:

• Encryption in Transit & at Rest: All data exchanged between your browser and our servers is encrypted using industry-standard 256-bit SSL/TLS encryption (HTTPS). Sensitive database records are stored in secure cloud environments protected by encryption at rest.
• Access Controls: Only authorized personnel with a legitimate business need are granted access to guest information, protected by multi-factor authentication (MFA) and strict role-based access controls.
• Physical Estate Logs: Physical government declaration forms and identity copies collected at estate check-in are kept under lock and key and retained strictly according to Himachal Pradesh police rules.

4. Data Retention and Deletion Policy

We adhere to clear data lifecycle principles to ensure data is not kept longer than necessary:

• Retention Period: We retain your personal information and Google user data only for the length of time needed to fulfill the hospitality and business purposes outlined in this privacy policy, or as required by applicable tax, accounting, and lodging laws (typically up to 3 years for tax invoice records, and 1 year for statutory lodging guest registers).
• Automatic Expiration & Destruction: When the data retention period expires for a given category of data, we securely delete or permanently anonymize it from our databases.
• User-Requested Deletion: You have the absolute right to request the deletion of your personal data and any associated Google user data at any time:
  • To request immediate deletion of your data, email us at stay@vivaak.com with the subject line "Data Deletion Request". We will process and confirm your request within 7 business days.
  • You may also revoke The Vivaak's access to your Google account at any time directly through your Google Account Security Settings.

5. Cookies and Tracking Technologies

Our website utilizes essential session and analytical cookies to:

• Ensure smooth site navigation, interactive visual galleries, and optimal page loading speeds.
• Measure aggregate, anonymized traffic patterns via Google Analytics GA4 to improve website performance without tracking individual identities.
• You can manage or disable cookies through your web browser preferences; however, disabling essential cookies may impact certain interactive booking features.

6. Your Rights & Choices

Under applicable Indian data protection principles, you possess the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request corrections to inaccurate, out-of-date, or incomplete contact details.
• Opt-Out: Unsubscribe from promotional announcements or seasonal villa updates at any time by clicking unsubscribe in any email or replying "STOP" on WhatsApp.
• Data Portability & Erasure: Request the deletion or export of your personal information, subject to statutory lodging and tax compliance obligations.

7. Changes to This Privacy Policy

The Vivaak reserves the right to update this Privacy Policy from time to time to reflect operational, legal, or technical changes. Any revisions will be published immediately on this dedicated web page with an updated "Last Updated" date. We encourage visitors to review this policy periodically.

8. Contact Information & Developer Details

If you have any questions, concerns, or requests regarding this Privacy Policy, your personal data, or our data handling practices, please contact our designated privacy team: