This policy explains what personal information EpickTours collects, why, and how we protect it.
Information we collect
- Booking details: your name, email address, phone number, optional address and country, stay dates, rooms and any special requests.
- Account details: if you create an account, your name, email address, phone number and a securely hashed password.
- Payment information: payment amounts, status and references. Card details are handled by our payment provider and are never stored by EpickTours.
- Messages: what you send us through the contact form, and your conversations with our virtual receptionist.
- Technical information: your IP address, browser and the cookies described in our cookie policy.
How we use it
- To make, manage and confirm your bookings, and to send you booking emails and invoices.
- To share the details a property needs with the property where you will stay.
- To answer your questions and provide support.
- To recognise returning guests and improve our service.
- To prevent fraud, keep the website secure and meet our legal obligations.
Who we share it with
- The property you book, so it can host you.
- Our payment provider, to process online payments and refunds.
- Our email provider, to send booking emails.
- Our AI service provider, which processes the messages you write to our virtual receptionist so it can answer them. Please do not share card details or passwords in the chat.
We do not sell your personal information.
How long we keep it
We keep booking and payment records for as long as needed for accounting, tax and legal purposes. Other information is kept only as long as it is useful for the purpose for which it was collected.
Your rights
You can ask us for a copy of your personal information, ask us to correct it, or ask us to delete information we no longer need to keep. Contact us to make a request.
Security
We protect your information with encryption in transit, hashed passwords, restricted staff access and audit logs of changes.
Changes
We may update this policy. The latest version is always published on this page.
Last updated 30 October 2026