Privacy Policy

1. Who we are

Pearl Reach Tours (Pvt) Ltd (“Pearl Reach”, “we”, “us”) is a tour operator based in Colombo, Sri Lanka. We design and operate tailor-made round tours, day tours and private journeys across Sri Lanka.

This Privacy Policy explains what personal information we collect when you visit pearlreach.com, contact us, request a tailor-made itinerary or book a tour, and how we use, store and protect it.

2. Information we collect

• Contact details — your name, email address, phone number and country of residence, when you submit an enquiry, tailor-made request or booking form, or message us on WhatsApp.
• Travel details — travel dates, group size, preferred tour or itinerary, accommodation preferences, dietary or accessibility requirements and any special requests you share with us.
• Booking details — the tour package, departure slot and number of travellers you select, and the billing details needed to confirm your reservation.
• Payment information — payment confirmations and transaction references. Card payments are processed by our payment provider; we do not store your full card number on our systems.
• Communications — emails, form submissions, WhatsApp messages and notes from calls, so we can respond and keep a record of what was agreed.
• Technical data — basic device, browser and usage information collected automatically when you browse the site (for example pages visited and approximate location), used to keep the site secure and improve it.

3. How we use your information

• To respond to your enquiries and prepare tailor-made itineraries and quotations.
• To confirm, operate and manage your bookings, including sharing necessary details with hotels, transport providers, guides and activity operators in Sri Lanka.
• To process payments, deposits and refunds and to send booking confirmations and pre-departure information.
• To meet legal, tax, insurance and regulatory requirements, including guest registration requirements that apply to accommodation providers in Sri Lanka.
• To send you service messages about your trip, and — only if you opt in — occasional news and offers you can unsubscribe from at any time.
• To keep our website secure, prevent fraud and understand how visitors use the site so we can improve it.

4. Legal bases for processing

We process personal information only where we have a lawful basis: to perform a contract with you (your booking), to take steps at your request before a booking (a quotation), to comply with legal obligations, for our legitimate interests in running and improving our services, or with your consent (for example marketing emails).

5. Who we share your information with

We share only what is necessary to deliver your trip, with:

• Hotels, guesthouses, transport providers, driver-guides and activity operators involved in your itinerary.
• Payment processors and banks, to take payments and issue refunds.
• Authorities where required by Sri Lankan law (for example immigration, police or tourism authorities).
• Service providers who help us run the website, email and booking systems, under confidentiality obligations.

We do not sell, rent or trade your personal information to anyone.

6. International transfers

Some of the systems we use (website hosting, email and payment processing) may store data on servers outside Sri Lanka. Where this happens we use reputable providers and take reasonable steps to ensure your information remains protected.

7. How long we keep your information

Enquiry records are kept for up to 24 months so we can follow up on your travel plans. Booking, invoice and payment records are kept for the period required by Sri Lankan tax and company law (generally up to 7 years). Marketing consent records are kept until you unsubscribe.

8. Your rights

You may contact us at any time to:

• Request a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information where we have no legal obligation to keep it.
• Withdraw consent to marketing at any time, without affecting your bookings.
• Object to or restrict certain processing of your information.

9. Cookies

Our website uses a small number of cookies and similar technologies: strictly necessary cookies that make the site work (for example remembering your session), and privacy-respecting analytics that help us understand which pages are useful. You can control or delete cookies through your browser settings; the site will still work without them.

10. Third-party links

Our site links to third-party services such as WhatsApp, Google Maps, TripAdvisor, Facebook, Instagram and LinkedIn. When you follow those links, their own privacy policies apply and we are not responsible for their practices.

11. Security

We use industry-standard measures to protect your information, including encrypted connections (HTTPS), access controls and limiting personal data to staff who need it to serve you. No method of transmission over the internet is 100% secure, but we work to protect your information and will notify you and the relevant authorities if a breach creates a real risk to you.

12. Children

Our services are directed at adults. We only collect information about children when a parent or guardian provides it as part of a family booking, and we use it solely to deliver that booking.

13. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be published on this page with the date of the last update. Material changes will be highlighted on the site.

14. Contact us

Questions about this policy or your personal information? Reach our team and we will respond promptly.