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Privacy Policy for Lapland X Tours

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Last Updated: March 20, 2025

At Lapland X Tours, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you book or inquire about our tours, including the Rovaniemi Summer Day Tour and our aurora chasing and photography tour, through our website (www.laplandxtours.com) or Bokun. By booking with us or using our services, you agree to the practices described in this policy.

1. Who We Are
Lapland X Tours is a small, immigrant-background-run tour operator based in Rovaniemi, Finland. We offer small-group, personalized tours to experience the magic of Lapland, including summer day tours and aurora hunting adventures. You can contact us at contact@laplandxtours.com or +358413106854 for any privacy-related inquiries.

2. Information We Collect
We collect the following types of personal information to provide and improve our services:

  • Booking Information: When you book a tour through our website (www.laplandxtours.com), Bokun, or contact us directly (e.g., via DM or email), we collect your name, email address, phone number, and payment details (processed securely via Bokun’s payment system).

  • Tour-Related Information: We may collect details such as your age (for child pricing), clothing size (for thermal clothing on aurora tours), or dietary preferences (for the lunch buffet on the summer tour).

  • Photographs: During our aurora chasing and photography tour, we take professional photos of you with the Northern Lights, which are delivered online after the tour.

  • Communication Data: If you contact us via email, social media (e.g., Instagram, Facebook), phone, or through our website, we may retain your messages to respond to your inquiries.

  • Website Usage Data: When you visit www.laplandxtours.com, we may collect anonymized data via cookies or analytics tools (e.g., Google Analytics) to understand how our site is used. This includes your IP address, browser type, and pages visited.

3. How We Use Your Information
We use your personal information for the following purposes:

  • To Process Bookings: To confirm your tour reservation, send booking confirmations, and provide pickup details (e.g., meeting point in central Rovaniemi).

  • To Provide Services: To tailor your tour experience, such as arranging thermal clothing, preparing meals for the lunch buffet, or delivering professional photos after the aurora tour.

  • To Communicate: To respond to your inquiries, provide tour updates (e.g., weather conditions for aurora tours), and send reminders or follow-ups via email or phone.

  • To Improve Our Services: To analyze feedback and website usage data to enhance our tours and customer experience.

  • To Comply with Legal Obligations: To meet requirements under Finnish and EU laws, such as tax or safety regulations.

4. Legal Basis for Processing
We process your data under the following legal bases (as per GDPR):

  • Contractual Necessity: To fulfill our contract with you (e.g., processing your booking and providing the tour).

  • Legitimate Interests: To improve our services, communicate tour updates, and take photos during tours for delivery to you.

  • Consent: For optional uses, such as using your photos in marketing materials (we’ll ask for your explicit consent during the tour).

  • Legal Obligation: To comply with applicable laws (e.g., tax records).

5. How We Share Your Information
We do not sell or rent your personal information to third parties. We may share your data in the following cases:

  • With Service Providers: We use Bokun to process bookings and payments. Bokun handles your payment details securely, and we do not store your credit card information.

  • With Guides: We share your name and relevant details (e.g., clothing size, dietary preferences) with our guides to ensure a smooth tour experience.

  • For Legal Reasons: If required by law, we may share your data with authorities (e.g., for tax or safety purposes).

  • For Photo Delivery: We use secure online platforms (e.g., Google Drive, Dropbox) to deliver professional photos taken during the aurora tour.

6. How We Protect Your Information
We take the security of your data seriously:

  • Secure Storage: We store your personal information in password-protected systems and limit access to authorized personnel only.

  • Secure Communication: We use encrypted methods (e.g., HTTPS for www.laplandxtours.com and Bokun, secure email) to transmit sensitive data.

  • Photo Protection: Photos taken during tours are stored securely and shared with you via password-protected links.

  • Data Minimization: We only collect and retain the information necessary to provide our services.

7. How Long We Keep Your Information

  • Booking Data: We retain your booking information (name, email, etc.) for 5 years to comply with Finnish tax and accounting laws.

  • Tour Photos: Photos taken during the aurora tour are stored for 1 year to ensure delivery, then deleted unless you consent to their use in marketing.

  • Communication Data: We keep emails and messages for 2 years to maintain a record of our correspondence.
    After these periods, we securely delete your data unless required by law to retain it longer.

8. Your Rights Under GDPR
As a customer in the EU, you have the following rights regarding your personal data:

  • Access: Request a copy of the data we hold about you.

  • Rectification: Ask us to correct inaccurate information.

  • Erasure: Request deletion of your data (subject to legal obligations, e.g., tax records).

  • Restriction: Ask us to limit how we use your data.

  • Objection: Object to certain uses of your data (e.g., marketing).

  • Data Portability: Request your data in a machine-readable format.
    To exercise these rights, contact us at contact@laplandxtours.com or +358413106854. We’ll respond within 30 days.

9. Cookies and Website Analytics
When you visit www.laplandxtours.com, we may use cookies to improve your experience. These include:

  • Essential Cookies: To enable basic website functions (e.g., booking forms).

  • Analytics Cookies: To collect anonymized data (e.g., via Google Analytics) on how our site is used.
    You can manage cookie preferences through your browser settings or via the cookie consent popup on our website. We do not use cookies for advertising or tracking across other sites.

10. International Data Transfers
Lapland X Tours is based in Finland, and your data is primarily stored within the EU. If we use third-party services outside the EU (e.g., Google Drive for photo delivery), we ensure they comply with GDPR through Standard Contractual Clauses or other safeguards.

11. Changes to This Privacy Policy
We may update this policy to reflect changes in our practices or legal requirements. The updated policy will be posted on www.laplandxtours.com and Bokun with the new “Last Updated” date. We encourage you to review it periodically.

12. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact us:

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