Privacy Policy
How Woodspring Travel, LLC collects, uses, shares, protects, and retains personal information.
Overview
This Privacy Policy explains how Woodspring Travel, LLC (“Woodspring Travel,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information when you visit our websites, view travel content, use our travel-deal pages, subscribe to communications, contact us, request travel information, interact with our social media or booking links, or otherwise communicate with us online or offline.
Woodspring Travel, LLC is an independent agency of Nexion LLC. Travel suppliers, host-agency systems, booking platforms, payment processors, insurance providers, cruise lines, airlines, hotels, tour operators, and other travel-related providers may have their own privacy policies and may independently collect, use, and retain your information when you interact with them or when information is needed to quote, reserve, ticket, insure, or service travel.
1. Scope of this Privacy Policy
This Privacy Policy applies to personal information we collect through:
- Woodspring Travel websites and related pages, including legal pages, deal pages, destination pages, calendar pages, landing pages, and social-sharing pages.
- Email, web forms, newsletter subscriptions, booking inquiries, quote requests, and customer-service communications.
- Travel planning conversations, consultation requests, and other communications with our team.
- Analytics, cookies, browser storage, local storage, logs, pixels, referral parameters, UTM parameters, and similar technologies used to operate, secure, measure, and improve the website.
- Social media interactions, advertising campaigns, affiliate links, and third-party travel or marketing platforms when those interactions relate to Woodspring Travel.
- Resume, contractor, partner, supplier, media, or business inquiries submitted to us.
This Privacy Policy does not control the privacy practices of third parties that we do not own or control. When you click a supplier link, social platform button, affiliate link, booking link, payment link, insurance link, map link, app-store link, or other external link, the third party’s privacy policy and terms apply.
2. Personal Information We May Collect
The information we collect depends on how you interact with us and what you choose to provide. We may collect the following categories of information.
2.1 Contact and identity information
This may include name, email address, telephone number, mailing address, company name, social media handle, preferred language, and other contact details.
2.2 Travel inquiry and preference information
This may include destination interests, cruise or vacation preferences, departure dates, ports, airports, loyalty program preferences, cabin or room preferences, budget range, traveler count, ages or age ranges of travelers, celebration details, accessibility needs, dietary preferences, special occasion details, itinerary interests, and other information you choose to share so we can help evaluate or service travel options.
2.3 Booking and passenger information
If you request quotes, reservations, ticketing, insurance, or travel servicing, we may collect information needed to facilitate those services. This may include legal names, dates of birth, gender where required by a supplier or government authority, passport or government identification details, traveler profile information, known traveler or redress numbers, nationality, emergency contact information, frequent flyer or loyalty numbers, cabin mate or rooming list details, accessibility or mobility information, dietary restrictions, medical or health-related travel needs that you voluntarily provide, and other information required by suppliers, host-agency systems, travel platforms, insurers, payment processors, or applicable law.
Please do not send payment card numbers, passwords, passport images, medical records, or highly sensitive information by unencrypted email unless we specifically request it through an appropriate secure process.
2.4 Payment and transaction information
We may receive limited payment-related information such as payment status, deposit or final-payment deadlines, transaction references, invoice numbers, booking confirmation numbers, refund status, chargeback information, and payment-related communications. Payment card information is typically processed by travel suppliers, host-agency systems, payment processors, or other PCI-compliant third parties. We do not intend to store full payment card numbers on our public website.
2.5 Communications and customer-service information
We may collect messages, emails, contact-form content, consultation notes, call notes, customer-service records, consent records, opt-in and opt-out records, support requests, reviews, testimonials, survey responses, and other communications you send to us.
2.6 Website, device, analytics, and security information
When you use our website, we may collect IP address, browser type, device type, operating system, referring URL, page views, clicks, language setting, approximate location derived from IP address, time zone, dates and times of visits, session identifiers, cookie or local-storage identifiers, UTM parameters, campaign parameters, social-sharing interactions, error logs, security logs, and similar technical information.
2.7 Newsletter and marketing information
If you subscribe to a newsletter, request travel updates, use a lead form, follow our social channels, or respond to marketing, we may collect your contact details, communication preferences, subscription status, consent history, email engagement information, and topics or deals you appear interested in.
2.8 User-generated content
If we enable reviews, comments, testimonials, uploaded media, social posts, surveys, group-trip forms, or other interactive features, we may collect the content you submit and any metadata associated with it.
2.9 Career, contractor, media, and business-contact information
If you contact us about employment, contractor work, partnership, media, supplier, affiliate, or business opportunities, we may collect your resume, portfolio, work history, company information, credentials, references, availability, and communications.
3. How We Collect Information
We may collect information:
- Directly from you when you submit forms, send email, call, text, book consultations, subscribe, request quotes, or otherwise communicate with us.
- Automatically from your browser or device through cookies, local storage, logs, analytics tools, security tools, embedded content, or similar technologies.
- From travel suppliers, host-agency systems, booking platforms, payment processors, insurance providers, itinerary systems, email providers, social media platforms, advertising platforms, analytics providers, and other service providers.
- From public sources, referral sources, group leaders, family members, trip companions, employer contacts, event organizers, or other people who contact us on your behalf or include you in a travel request.
- From records generated when we provide, quote, service, document, or follow up on travel-related services.
If you provide information about another traveler, you represent that you have authority to provide it and that you will make this Privacy Policy available to that traveler where appropriate.
4. How We Use Personal Information
4.1 To operate the website
We use information to display pages, remember language or browsing preferences, enable navigation, support social sharing, improve page speed, prevent abuse, troubleshoot errors, measure performance, and maintain site security.
4.2 To respond to inquiries and provide travel services
We use information to respond to questions, research travel options, prepare quotes, communicate with suppliers, evaluate availability, assist with reservations, service bookings, send confirmations or reminders, support group travel logistics, and provide customer service.
4.3 To facilitate travel bookings and supplier services
When needed, we use and share information to obtain quotes, make reservations, arrange ticketing, process payments, purchase or quote travel insurance, arrange excursions or add-ons, manage documentation, resolve supplier issues, and otherwise support travel arrangements.
4.4 To communicate with you
We use information to send service messages, booking updates, quote follow-ups, itinerary reminders, deadline notices, newsletter emails, marketing messages where permitted, administrative notices, policy updates, survey requests, and responses to your communications.
4.5 To personalize and improve our services
We may use information to understand travel interests, improve website content, evaluate which deals or destinations are useful, develop new features, personalize content, improve customer experience, and train our team.
4.6 To support marketing, advertising, and affiliate activity
We may use information to measure campaigns, attribute traffic, understand referral sources, send travel updates, display or evaluate advertising, participate in affiliate programs, and understand whether users interact with supplier or partner links. We do not sell personal information for money. Some analytics, advertising, or social-media activities may be considered “sharing” or “targeted advertising” under certain privacy laws, depending on the tools enabled and how they are configured.
4.7 To protect rights, safety, and security
We use information to detect, prevent, and investigate spam, fraud, abuse, security incidents, unauthorized access, policy violations, chargebacks, illegal activity, or threats to travelers, our business, suppliers, or the public.
4.8 To comply with legal and business obligations
We use information to maintain business records, comply with accounting and tax obligations, respond to lawful requests, manage disputes, enforce agreements, support audits, comply with seller-of-travel, travel, consumer-protection, privacy, and other legal obligations, and preserve information when legally necessary.
5. Cookies, Local Storage, Analytics, and Similar Technologies
We may use cookies, local storage, session storage, log files, analytics identifiers, pixels, tags, referral parameters, UTM parameters, and similar technologies. These technologies may help us:
- Operate essential website functions.
- Remember language, preference, or browsing settings.
- Cache travel-deal data so pages load faster.
- Measure site performance, traffic, and content usefulness.
- Understand campaigns and social-sharing activity.
- Protect the website from spam, abuse, and security threats.
- Support marketing, social, or affiliate attribution when enabled.
You can adjust browser settings to block or delete cookies and storage. Some site features may not work correctly if cookies or local storage are disabled. For more detail, please review our Cookie Policy.
7. No Sale of Personal Information for Money
We do not sell personal information for money. We also do not intend to disclose sensitive travel information such as passport details, payment card numbers, known traveler numbers, or medical travel needs for advertising purposes.
Certain privacy laws define “sale,” “sharing,” or “targeted advertising” broadly enough to include some analytics, advertising, affiliate, or social-media technologies. If those technologies are enabled on our website, you may request opt-out support by contacting contact@woodspringtravel.com and by using available browser, cookie, platform, or device controls.
8. Sensitive Personal Information
Travel planning may sometimes require sensitive information, such as passport details, nationality, date of birth, accessibility needs, dietary restrictions, health-related travel limitations, emergency contacts, or other information required by suppliers or government authorities.
We request that you provide sensitive information only when it is necessary for a quote, booking, travel accommodation, insurance request, legal requirement, or customer-service issue. We use sensitive information only for the purposes for which it was provided, to provide or service travel, to comply with law, to protect safety, or as otherwise permitted by applicable law.
9. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information. These may include access controls, authentication, limited internal access, secure service providers, encrypted transport where available, logging, monitoring, data minimization, vendor review, and security-aware operational practices.
No website, email system, travel platform, supplier system, payment system, or internet transmission is completely secure. You are responsible for using secure networks, protecting your devices and accounts, and avoiding insecure transmission of highly sensitive information.
If you believe your interaction with us is no longer secure or that information you provided to us may have been compromised, contact us at contact@woodspringtravel.com.
10. Data Retention
We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide travel services, respond to inquiries, support bookings, maintain business records, comply with legal, accounting, tax, seller-of-travel, insurance, fraud-prevention, security, and dispute-resolution obligations, and enforce agreements.
Retention periods may vary depending on the type of information. For example:
- Inquiry and newsletter records may be retained until no longer needed or until you unsubscribe or request deletion, subject to legal exceptions.
- Booking, payment, invoice, and supplier records may be retained for longer periods for tax, accounting, audit, legal, supplier, insurance, or dispute-resolution reasons.
- Security logs and analytics records may be retained for shorter or longer periods depending on operational and security needs.
- Career or contractor submissions may be retained for future consideration unless deletion is requested, subject to legal exceptions.
When information is no longer needed, we will delete, de-identify, aggregate, archive, or otherwise handle it according to our retention practices and legal obligations.
11. Your Choices
11.1 Email and newsletter choices
You may unsubscribe from marketing emails using the unsubscribe link in the email where available, or by contacting us at contact@woodspringtravel.com. We may still send non-marketing messages related to transactions, bookings, inquiries, legal notices, or account/service matters.
11.2 Cookies and tracking choices
You can adjust your browser settings to block or delete cookies, local storage, and similar technologies. You may also use platform-level controls offered by advertising, analytics, social-media, or device providers.
11.3 Access, correction, and deletion requests
You may contact us to request access to, correction of, or deletion of personal information we maintain about you. We may need to verify your identity before processing a request. We may deny or limit requests when information must be retained for legal, accounting, security, fraud-prevention, supplier, booking, insurance, dispute-resolution, or other permitted reasons.
11.4 Opt-out requests
You may contact us to request that we stop sending marketing messages or to ask about available opt-outs related to targeted advertising, analytics, or other tracking technologies we control.
11.5 Authorized agents
Where applicable law allows you to use an authorized agent to submit a privacy request, we may require proof of authorization and may still ask you to verify your identity directly.
12. U.S. State Privacy Rights
Some U.S. state privacy laws may provide residents with rights to know, access, correct, delete, obtain a portable copy of, or opt out of certain processing of personal information, including sale, sharing, targeted advertising, or certain profiling. These rights and our obligations depend on the law, our size, the type of information, and whether the law applies to Woodspring Travel.
California residents may have rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, if Woodspring Travel is subject to those laws. Other states may provide similar rights now or in the future.
To submit a request, contact contact@woodspringtravel.com and include “Privacy Request” in the subject line. We will respond as required by applicable law. We will not discriminate against you for exercising privacy rights, but certain requests may affect our ability to provide travel services.
12.1 California notice at collection
The categories of personal information we may collect are described in Section 2. The purposes for collection and use are described in Section 4. The categories of third parties to whom we disclose information are described in Section 6. Retention practices are described in Section 10.
We do not sell personal information for money. If any analytics, advertising, social-media, or affiliate technologies used on our website are considered a “sale” or “sharing” under California law, you may contact us to request opt-out support.
13. International Visitors, EEA, UK, and Canadian Privacy Considerations
Woodspring Travel is based in the United States. If you access our website or provide information from outside the United States, your information may be transferred to, stored in, or processed in the United States or other countries where our suppliers, host-agency systems, service providers, or travel partners operate. Those countries may have privacy laws that differ from the laws where you live.
If you are located in the European Economic Area, United Kingdom, Switzerland, Canada, or another jurisdiction with specific privacy rights, you may contact us to request access, correction, deletion, restriction, objection, portability, withdrawal of consent where processing is based on consent, or other rights available under applicable law. We may process information based on consent, performance of a contract or pre-contractual request, legitimate interests, legal obligations, vital interests, or other lawful bases recognized by applicable law.
When travel services require sharing information with suppliers, those suppliers may act as independent controllers or organizations responsible for their own processing.
14. Children’s Privacy
Our website and services are intended for adults and for travelers who are legally able to use travel services with appropriate consent. We do not knowingly collect personal information directly from children under 13 without appropriate parental or guardian consent. If you believe a child under 13 has provided personal information directly to us without appropriate consent, contact contact@woodspringtravel.com and we will take appropriate steps.
Travel bookings may require information about minor travelers when provided by a parent, guardian, group leader, or other authorized adult for legitimate travel-planning or booking purposes.
15. Third-Party Websites, Suppliers, and Social Platforms
Our website may link to or embed content from travel suppliers, booking engines, host-agency platforms, insurance providers, payment processors, social networks, video platforms, map providers, app stores, affiliate partners, advertising platforms, analytics providers, and other websites or services.
We are not responsible for the privacy, security, accuracy, availability, or practices of third-party websites or services. Review their privacy policies before providing information to them.
17. Affiliate Links, Sponsored Content, and Advertising Disclosures
Some links, travel offers, posts, emails, social content, or booking paths may involve affiliate relationships, referral tracking, supplier incentives, commissions, sponsored content, or other compensation. When you click these links, a third party may receive technical information or attribution information and may use cookies, pixels, referral codes, or similar tools.
Affiliate or supplier compensation does not give us permission to disclose sensitive personal information for unrelated advertising purposes. Third-party websites and suppliers may separately collect information under their own policies.
18. Do Not Track and Global Privacy Controls
Some browsers offer “Do Not Track” or Global Privacy Control signals. Because technical standards and legal requirements for these signals vary, our website may not respond to all such signals automatically. Where required by applicable law and where technically feasible for tools we control, we will honor legally recognized opt-out preference signals.
You may also contact contact@woodspringtravel.com for help with privacy choices.
19. Data Accuracy and Traveler Responsibility
Travel arrangements often require accurate legal names, dates of birth, passport information, identification details, traveler preferences, and contact information. You are responsible for providing accurate and complete information and for promptly notifying us if information changes. Incorrect information may affect pricing, availability, ticketing, entry requirements, boarding, travel documents, insurance, refunds, or supplier fees.
20. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, website functionality, technologies, legal requirements, supplier practices, or business operations. The updated version will be posted on our website with a new effective date. Your continued use of our website or services after an updated Privacy Policy is posted means you acknowledge the updated policy.
21. Contact Us
For privacy questions, requests, or concerns, contact:
Woodspring Travel, LLC
390 North Orange Ave, Suite 2300
Orlando, Florida 32801
Email: contact@woodspringtravel.com
Subject line suggestion: Privacy Request
If you contact us about privacy rights, please describe your request clearly and provide enough information for us to verify and process the request. Please do not include payment card numbers, passwords, or unnecessary sensitive documents in an ordinary email.
16. Social Sharing and Public Posts
If you use social-sharing buttons, post about Woodspring Travel, tag us, comment on our social pages, submit reviews, or otherwise interact publicly, your activity may be visible to other people and governed by the privacy settings and policies of the relevant platform. We may view, respond to, share, or use public posts as permitted by the platform’s terms and applicable law.
Do not post booking numbers, passport details, payment information, personal travel documents, or other sensitive information on public social media.