Consent and Privacy Notice Framework
The exact wording, placement and record-keeping for every point where we collect personal data
Effective: October 2026
Version 1.0
In plain words
Every time we ask a person for their data, we tell them in plain words what we will do with it, at that moment. Data needed to deliver the booking is handled under the booking itself; anything extra, such as marketing, needs a separate, unticked choice that is as easy to withdraw as it was to give. This document gives the ready-to-use wording for each screen.
Legal requirements in short
| Requirement | Source | What it means for our screens |
|---|---|---|
| Notice before or at the time of consent | DPDP Act s.5; DPDP Rules, Rule 3 | Show a short notice where data is collected, in clear and plain language, standing on its own, with a link to the full Privacy Policy. |
| Notice in English or any Eighth Schedule language | DPDP Act s.5(3) | Offer the notice in English and Hindi at least. |
| Consent must be free, specific, informed, unconditional and unambiguous, with a clear affirmative action | DPDP Act s.6(1) | No pre-ticked boxes. No bundling of marketing with booking. Silence or scrolling is not consent. |
| Ask only what is necessary | DPDP Act s.6(1) | Consent covers only the data needed for the stated purpose. |
| Withdrawal as easy as giving consent | DPDP Act s.6(4) | Every optional consent has a one-tap off switch in Profile → Privacy & Data. |
| Legitimate uses without consent | DPDP Act s.7 | Data the customer gives us to fulfil a booking they asked for, and processing required by law, need notice but not a separate consent tick. |
| Children | DPDP Act s.9; DPDP Rules, Rule 10 | Customers must be 18 or over to hold an account. Child travellers' data is provided by the booking adult, who confirms they are the parent or lawful guardian. |
| Proof of consent | DPDP Act s.6(10) | We must be able to show what the person agreed to, when and through which notice. |
Design rules
- One purpose per checkbox. Every optional checkbox starts unticked.
- The booking must work whether or not optional boxes are ticked.
- Notices are short: what we collect, why, who gets it, how to withdraw or complain, with a link to the full policy.
- The same consent is shown and respected on the website and in the app, from one back-end record.
- Withdrawal takes effect within 7 days across all systems, including messaging vendors.
Notice texts by collection point
Account sign-up
Sign-up screen We use your name, email and mobile number to create your account, sign you in securely and send you booking updates. We keep them until you delete your account. You can access, correct or delete your data at any time from Profile → Privacy & Data. Read our Privacy Policy.
Send me offers and travel deals by email, SMS and WhatsApp. (Optional. You can turn this off at any time.)
Flight booking: passenger details
Passenger details screen We share passenger names, date of birth, gender, nationality and passport details with the airline and our booking partner to issue your ticket, and as airline and immigration rules require. Contact details are used to send your ticket and trip alerts. By adding a child or infant, you confirm you are their parent or lawful guardian, or have their guardian's permission. Read our Privacy Policy.
Hotel booking: guest details
Guest details screen We share guest names, nationality and contact details with the hotel and our booking partner to confirm your stay. Read our Privacy Policy.
PAN and TCS declaration
PAN entry Your PAN is required by Indian tax law for this booking. We verify it through our verification partner and use it only for Tax Collected at Source and your invoice. It is kept with your tax records for 8 years, as the law requires.
Saving a traveller for later
Traveller form Save this traveller to my profile for faster bookings. (Optional. You can remove saved travellers at any time.)
Travel insurance
Insurance card at checkout To quote and issue travel insurance, we share each insured traveller's name, date of birth, gender, contact details, passport number (international trips) and nominee with the insurer. The insurer becomes responsible for this data under its own privacy policy. Please make sure each traveller and nominee knows their details are being shared.
Enquiry forms (tour, transfer, group, holiday package)
Under the Submit button We use these details only to reply to your enquiry and prepare your quote. If you don't book, we delete them after 12 months. Read our Privacy Policy.
Push notifications (app)
Before the system permission prompt Allow notifications so we can send booking confirmations, flight changes and refund updates. We will only send offers if you have opted in to marketing.
Cookie banner (website)
First visit; see the Cookie Policy We use essential cookies to keep you signed in and your booking working. With your permission we also use cookies to remember your preferences and measure how the site is used. “Accept all” “Reject non-essential” “Choose”
Corporate employee onboarding
First sign-in of a corporate user Your employer has given us your work details so you can book business travel under their account. Your employer's travel administrators can see the bookings you make under it. Read our Privacy Policy.
Consent records
Every consent and withdrawal is written to the back end as a record that cannot be edited, only added to:
| Field | Example |
|---|---|
| User reference | Account ID (never the raw password or full ID number) |
| Purpose | marketing_email, marketing_sms, marketing_whatsapp, save_traveller, cookies_analytics |
| Status | granted / withdrawn |
| Notice version | NOTICE-SIGNUP-v1.2 and its language |
| Channel and screen | android_app / signup; web / cookie_banner |
| Timestamp | 2026-10-03T10:15:22+05:30 (synchronised to NIC/NPL time) |
| Source details | App version, IP address (web) |
Records are kept for the life of the consent plus 3 years, as set out in the Data Retention and Deletion Policy.
Privacy & Data centre (in app and on web)
Each signed-in user gets one place to see and change their choices:
- Marketing preferences: separate switches for email, SMS, WhatsApp and push offers. Service messages (tickets, OTPs, changes) are not affected.
- My data: request a summary of the personal data we hold and who we have shared it with (DPDP Act s.11).
- Correct my data: edit profile and saved travellers, or request a correction (s.12).
- Delete my data or account: see the Account Deletion Policy (s.12).
- Nominee: name a person who can exercise these rights if the user dies or becomes incapable (s.14).
- Complaints: raise a privacy grievance and track its ticket (s.13).
Looking ahead. Consent Managers registered with the Data Protection Board may later let customers give and withdraw consent through their own platforms. Our consent records are designed to accept such instructions when that framework is in use.
Document ref: T4T-POL-CNS-07 · Version 1.0 · Effective October 2026. Questions about this policy: privacy@t4travelonline.com