Privacy Policy

India By Cycle is a travel brand of Gyan Yatra Wisdom Travel Private Limited, an India-registered company. Throughout this Privacy Policy, “India By Cycle”, “we”, “us” and “our” refer to the business operating this brand. We are responsible for personal information collected through indiabycycle.com and bookings made directly with us, unless another party is identified as the independent organiser or controller for a particular service.

Registered office: Sainath Bhawan, Girital Road, Kashipur, Uttarakhand – 244713, India.

Branch office: 4378, Ground Floor, Street No. 4B, Ansari Road, Daryaganj, New Delhi – 110002, India.

For general enquiries and privacy requests, email connect@indiabycycle.com. Our designated privacy and grievance contact is Himanshu Shekhar (details in section 15).

When you enquire about or request a tour, we may collect your name, email address, telephone or WhatsApp number, country of residence, selected tour, preferred dates, number of guests, details of accompanying travellers, room preferences, communication preferences, and information supplied in your messages or booking form.

For travel arrangements that go ahead, we may collect additional information needed for the journey, such as emergency contacts, dietary preferences, logistical requirements and passport or identity details when genuinely needed by a supplier or required by law. We may request relevant health or accessibility information to help assess safety and provide appropriate arrangements. Such information is treated with additional care and is limited to what is necessary.

When you use the website, our systems or activated website tools may collect technical data such as IP address, approximate location derived from IP, browser or device information, referral source and website activity, in line with your cookie choices and applicable law.

We may also receive authorised information about you from a lead traveller, travel agent or referral partner. Where the law requires, we will provide appropriate privacy information to the people concerned.

We use relevant information to respond to enquiries; check availability; provide quotations, invoices and booking confirmations; maintain payment and accounting records; arrange accommodation, guides, bicycles, transport and other agreed services; communicate travel arrangements or changes; assist travellers; meet legal requirements; protect our systems; manage concerns; and improve our services.

We may send optional tour news, newsletters or promotional communications only where we have an appropriate legal basis and have recorded any consent required for that purpose. Operational messages about an enquiry or booking are separate from marketing messages.

Where the EU General Data Protection Regulation (GDPR) or UK GDPR applies to a particular activity, our legal basis will depend on why we use the information. This may be the steps requested before entering into a contract or performance of a contract; compliance with legal obligations; legitimate interests such as proportionate administration, security and service improvement where permitted after appropriate assessment; or consent where required for optional marketing and non-essential tracking.

In a genuine emergency, information may be used to protect someone’s vital interests where the relevant legal requirements are met. Information about health or other specially protected matters will be handled only where an additional lawful condition applies. We do not treat submission of a booking enquiry as permission for unrelated advertising.

At present, our website does not accept online card payments, and we do not request payment-card details through our booking forms. Our team issues invoices and communicates authorised payment instructions separately. We record payment amounts, payment dates, transaction status, invoice information and relevant accounting or dispute records.

Please do not send passwords or payment-card details by email or through an enquiry form. If online payment facilities are introduced later, this policy and any relevant payment-provider information will be updated.

To operate your tour, we may share only the details reasonably required with hotels and guesthouses, guides and tour leaders, transport operators, bicycle rental or repair partners, and other activity suppliers. For example, accommodation providers may need guest names and dates, while guides may need relevant contact, dietary or safety information.

We may also use website hosting, cloud storage, email, customer support, analytics, advertising and other business technology providers as appropriate to the services we operate. Information may be made available to professional advisers, accountants, auditors and public authorities where legitimately needed or required by law.

Some recipients provide services under our instructions, while others operate as independent businesses with their own privacy responsibilities. We aim to share only the information necessary for the relevant purpose.

Our current website hosting is located in India. However, some authorised travel partners or third-party technology providers may access or process relevant information from other countries depending on their systems and the services used.

Where a particular international transfer is subject to legal restrictions, we will assess and apply the required legal safeguards or permitted transfer basis. You can contact us for further information relevant to your personal information.

We may invite you to receive trip updates or newsletters. We keep records of your marketing preferences and send optional promotional messages only when permitted, including obtaining your consent where required. Marketing emails will provide a way to unsubscribe, and we will honour valid withdrawal or opt-out requests.

Contact details supplied solely to enquire about or book a tour are not, by themselves, treated as consent to receive newsletters. Unsubscribing from marketing will not prevent important messages about an active booking.

Information held from earlier tours, travel agents or other brands is reviewed separately before use for marketing. We do not assume that an existing customer relationship automatically permits every type of future marketing, including email or WhatsApp messages.

India By Cycle uses cookies and similar technologies to support website functionality, understand website performance, and, where permitted, improve our marketing and visitor experience.

Some cookies are essential for the website to function, while others, including analytics and advertising cookies, are optional and subject to applicable consent requirements.

Visitors can learn more about the cookies we use, how information collected through them is processed, and how to manage their preferences by visiting our separate Cookie Policy. Where consent is required, visitors can accept, reject, or modify their preferences through our website’s Cookie Settings.

We keep personal information only while it is needed for the purpose for which it was collected, to meet applicable record-keeping requirements, or to resolve relevant disputes.

If a booking request is provisional or has not been confirmed, we retain its information while the request remains active and reasonably necessary to process or follow up. If the request is closed or becomes inactive, we review it for deletion or anonymisation according to our retention procedures.

For confirmed bookings and related invoices or payment records, our standard business retention policy is generally seven years from the completion or financial closure of the booking, subject to any longer period required by applicable law, audit, dispute or legal proceedings. Different statutory record-keeping rules may apply to particular documents.

Passport or identity records, optional health information, technical records, complaints and marketing preferences are assessed separately. They are not automatically retained for seven years merely because they relate to a booking. Marketing information will be used only in accordance with your applicable choices and permissions.

We use reasonable organisational, administrative and technical measures suited to the nature of the information to reduce the risk of unauthorised access, loss, alteration or misuse. Access is limited to people and suppliers who need information for authorised work.

No online service or electronic storage method is guaranteed to be completely secure. If we become aware of a personal-data incident, we will investigate, take appropriate action and make any notifications required by applicable law.

Depending on the law applicable to your information, you may have rights to ask for access, correction, deletion or portability; to object to or restrict certain uses; to withdraw consent; or to complain to a relevant regulator. Some rights are subject to legal conditions or exceptions, including mandatory retention of financial records.

To exercise a right, write to connect@indiabycycle.com or contact the designated privacy and grievance contact below. We may request proportionate identity verification before sharing or changing personal information. We will review your request and respond within applicable legal time limits, explaining any lawful limitation.

Our cycling tours generally have a minimum riding age of eight years. Younger children may be able to accompany a tour in a support vehicle or an appropriate child seat, where available and safe, subject to confirmation for the particular itinerary.

Bookings involving children must be made or authorised by a parent or legal guardian. We request only the information reasonably needed to organise their travel and safety and seek verifiable parental or guardian authorisation where applicable law requires it.

If one person provides details for fellow travellers, that person should have permission to do so and should help them access this Privacy Policy. We will give separate notices directly where required by law.

Our website may link to independent websites or include content supplied by external providers. Their practices may be covered by their own privacy policies. We encourage you to review those policies when using an external service. Non-essential embedded tracking should be subject to the required choices or consent.