Privacy Policy

Cognizant Voyages respects your privacy and takes the protection of personal information seriously. This Privacy Notice explains what information we collect, how we use it, when it may be shared, and your privacy rights.

In this Privacy Notice, “Cognizant Voyages,” “we,” “us,” and “our” refer collectively to Cognizant Voyages, a business registered in, Singapore, and Cognizant Voyages Co., Ltd., Thailand, which work together to arrange and manage travel services.

This notice applies to information collected through our website, inquiry forms, email, telephone, WhatsApp, booking forms, and other communications.

Depending on your interaction with us, we may collect:

• Your name, email address, telephone number, and country of residence
• Travel dates, destinations, budget, preferences, and trip interests
• Information about other travelers included in your inquiry or booking
• Full legal names, dates of birth, nationality, and passport details
• Passport copies, where voluntarily provided or required for a particular service
• Flight, accommodation, visa, insurance, and booking information
• Dietary requirements, allergies, medical or mobility information, and emergency contacts
• Communications, invoices, payment confirmations, and transaction records
• Technical information relating to the use of our website

Website inquiries may be received by email, stored through our WordPress website, and added to HubSpot, which we use to manage client inquiries and communications. HubSpot may record whether an email is opened or a link is clicked.

Some of the information you provide, including dietary requirements, allergies, and medical or mobility information, is treated as sensitive personal data under applicable law. References to personal information throughout this notice include sensitive personal data unless stated otherwise. We collect this category of information only where you choose to provide it, and only to arrange services that require it.

Cognizant Voyages will never ask for personal information, payment details, or booking confirmations through Instagram, Facebook, or any other social media direct message. If you receive a message claiming to be from us requesting this kind of information, please verify it through our official contact channels before responding.

We may use personal information to:

• Respond to inquiries
• Prepare itineraries and quotations
• Arrange and manage flights, hotels, tours, transfers, visas, and other travel services
• Verify traveler information and passport validity
• Communicate with clients and travel suppliers
• Provide assistance before and during travel
• Manage changes, cancellations, complaints, and emergencies
• Maintain booking, accounting, tax, and business records
• Improve our website, advertising, and services
• Protect our clients, staff, systems, and business
• Comply with legal and regulatory obligations

We currently contact prospective clients only regarding the trip or service they requested. We do not automatically add inquiries to marketing newsletters.

We never collect passport information through our website. We only ask for passport details from clients who confirm and book travel with us.

Passport details may be required to arrange services such as flights, ferries, visas, tours, or insurance-backed activities.

Providing a complete passport copy is generally optional. Travelers may normally provide the required information instead, including their full legal name, date of birth, nationality, passport number, and expiration date.

However, some services, including certain visa applications or government procedures, require a complete passport copy. Travelers who do not wish to provide a passport copy may need to arrange those particular services independently.

Passport information is used only for legitimate travel-related purposes and is stored in company-controlled systems with access limited to team members who require it for their work.

We do not sell or rent personal information.

We share information only where reasonably necessary to respond to an inquiry, arrange or operate travel services, process payments, protect travelers or our business, comply with law, or where the client has authorized us to do so.

Information may be shared with:

• Airlines and flight-booking providers
• Hotels and resorts
• Tour operators, guides, and drivers
• Transportation, ferry, boat, and rail providers
• Visa agents, embassies, and immigration authorities
• Insurance and emergency-assistance providers
• Local travel partners and destination-management companies
• Payment processors and banks
• Website, email, cloud-storage, and technology providers
• Accountants, lawyers, insurers, and professional advisers
• Courts, regulators, or government authorities where legally required

We aim to provide each supplier only with the information reasonably necessary to perform the relevant service.

Travel suppliers and service providers may process information according to their own privacy policies and legal obligations.

Because we arrange international travel, personal information may be transferred betweenSingapore, Thailand, the United States (where several of our service providers are based), and the countries included in a traveler’s itinerary.

Information may also be processed in countries where airlines, hotels, visa providers, technology providers, and other suppliers operate.

We take reasonable steps to protect personal information when it is transferred or shared internationally.

Payments may be made through credit or debit cards processed by Stripe or by bank transfer.

We do not directly collect or store complete credit-card numbers, card security codes, or online banking login details.

Payment providers and financial institutions process payment information under their own privacy and security policies.

Our website uses cookies and similar technologies for website security, general analytics, and advertising measurement.

We use:

• Cloudflare for website security and protection against spam and automated activity
• Google Analytics to understand general website activity
• Google Ads conversion tracking and remarketing to measure advertising performance
• Meta Pixel to measure advertising performance on Facebook and Instagram

These providers may automatically process technical information such as browser or device type, cookie identifiers, pages viewed, website interactions, and approximate geographic location.

The reports available to us generally show overall website and advertising activity. We do not ordinarily use these tools to identify a particular website visitor by name.

Visitors may manage non-essential cookies through available cookie controls or their browser settings.

We make every effort to keep the information, prices, and photographs on this website accurate. Because each trip is planned individually, specific details about accommodations, pricing, and availability are confirmed at the time of your inquiry and may differ from what is shown here. Please contact us directly for an accurate, current quote based on your travel dates and requirements.

Our website may contain links to third-party websites. We do not control these sites and are not responsible for their content or privacy practices. Visiting a linked site is at your own discretion.

We use reasonable administrative, technical, and organizational safeguards to protect personal information against loss, unauthorized access, misuse, alteration, or disclosure.

These measures include limiting access to staff who need the information, using password-protected company systems, access controls, authentication measures, and reputable technology and payment providers.

No electronic storage or transmission system can be guaranteed to be completely secure.

We retain personal information for as long as reasonably necessary to provide services and meet operational, accounting, tax, legal, security, insurance, and dispute-resolution requirements.

Passport copies and sensitive traveler information are reviewed after travel and deleted or anonymized when they are no longer reasonably required.

Inquiry records and communications may be retained for customer service, administration, fraud prevention, recordkeeping, dispute resolution, and legal purposes.

Booking, invoice, and payment records may be retained as required for accounting, tax, audit, chargeback, and legal purposes. Some records may be maintained independently by Stripe, banks, or other service providers under their own retention requirements.

Depending on applicable law, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion or restriction of certain information
• Object to certain uses
• Withdraw consent where processing is based on consent
• Request transfer of information where applicable
• Make a complaint to an applicable privacy authority

These rights may be subject to legal limitations. For example, we may need to retain certain booking, financial, or communication records to comply with law or manage disputes.

Requests may be sent to:

Travel@cognizantvoyages.com

We may need to verify your identity before acting on a request.

Our website and travel documents may contain links to third-party websites. We do not control those websites or their privacy practices.

We may update this Privacy Notice to reflect changes in our services, technology, business practices, or legal obligations.

The latest version will be posted on our website with an updated effective date

For questions, concerns, or privacy requests, please contact:

Cognizant Voyages Co., Ltd

Suite 1043, 10th floor, 252 Phahonyothin Rd,
Phaya Thai, Bangkok 10400

Email: Travel@cognizantvoyages.com