Travel planner privacy
Checking an itinerary
The travel planner tools process the inputs provided for each check. These can include your stops, dates, party size, children’s ages, or prices and inclusions copied from a travel offer. Remove names, supplier contact details, passport numbers and payment information from offers before sharing them. A route, budget or offer check does not create a traveller enquiry.
Looking up hotel rates
For a supported hotel search, the planner may send your destination, arrival and departure dates, guests’ nationality country, number of adults per room, children’s ages and pricing preferences to BIRTOUR’s accommodation supplier to look up offers. You can check room options without providing guest names, passport numbers, phone numbers or an email address. Requesting a written quotation is a separate step.
When you request a quote
When you submit the website form, or review and confirm a quote request in the ChatGPT app, BIRTOUR receives your name, email, optional telephone, trip brief and the dates and party details you provide. BIRTOUR stores the enquiry in its traveller system and uses it to prepare and discuss your quote. Its email service sends the traveller acknowledgement and the team notification. The enquiry includes a reference and source information so our team can identify it and understand how travellers found us.
Agency and corporate briefs
If you submit an agency programme brief, BIRTOUR receives your company, business contact details, estimated participants and the programme information you choose to send. The team uses the enquiry record to prepare a proposal, notify the operator and acknowledge the request. Keep individual guest details out of the programme brief.
Website and ChatGPT records
The BIRTOUR website’s privacy page describes browser source tracking and how to turn it off. OpenAI processes activity in ChatGPT under its privacy policy. Managing a chat and managing an enquiry sent to BIRTOUR are separate actions.
How long we keep enquiries
For traveller and agency enquiries that do not lead to a booking, BIRTOUR keeps the contact and trip details for 12 months after the last substantive communication about the enquiry. If there is no follow-up, the period starts when we receive the enquiry. Each month our team reviews expired enquiries and deletes those details from our enquiry system and BIRTOUR work email. Confirmed bookings are handled separately.
Your enquiry and privacy questions
To ask about retention or request access, correction or deletion of an enquiry held by BIRTOUR, email info@birtour.com from the address you used. Include your enquiry reference if available. Please keep identity documents out of this email.