Privacy Policy

Who we are

Passport Pin is operated by Next Collective LLC, a Wyoming limited liability company, of 30 N Gould St Ste N, Sheridan, WY 82801, United States. In this policy "we", "us" and "our" mean that company, and "you" means anyone using the site or the apps.

We are the data controller for the personal information described here. For privacy questions, requests or complaints, write to support@passportpin.com. We answer within one business day and resolve within 30 days.

What we collect

What the product needs to work, and — only if you allow it in the cookie banner, where the law asks for that — what Google and Meta need to tell us whether one of our ads led to a visit, a sign-up or a booking. We sell no advertising space, and we build no profile of you ourselves.

Account information — your email address, and a display name if you set one. If you sign in with a third-party provider, we receive your email address and nothing else from them.
Your map and your planning — the countries you stamp and pin, the trips you build, the packing lists and budgets you make, and the settings you choose.
Booking information — when you book a stay, the guest name, email address and phone number you type at checkout, the property, the dates, the room and the amount. We keep the booking reference and its status.
Payment information — we do not collect or store card numbers. Card details are entered directly into our payment partner’s own hosted form and never reach our servers.
Technical information — IP address, browser and device type, operating system, referring page, the pages you view, and roughly where your connection comes from — the country and the nearest city, worked out by our hosting provider from your IP address and rounded to about 10 km. We use it to pick your currency, the nearest departure airport for deals and trip plans, and whether to ask about cookies; it is kept in your browser, not on our servers. This is ordinary web-server and analytics data.
Where you came from — if you arrive from a tagged link (an ad, a newsletter, a campaign), the campaign tags in it and the ad network’s click ID, kept on your device and sent with a booking so we know which campaign it came from. Only with your analytics consent where the law asks for it.
Advertising measurement — only if you allow advertising cookies: the Google Ads and Meta cookie identifiers, the events that matter (a sign-up, a booking, its value and currency), and your email address scrambled with SHA-256 — a one-way hash — so Google and Meta can match it to their own users without us sending the address itself.
Communications — the content of emails you send us; for each email we send you, whether it was delivered or bounced; and, for marketing email only, whether you opened it or clicked a link in it, so we can stop writing to people who no longer read us.

How we collect it

Directly from you, when you create an account, build a trip, make a booking or email us.

Automatically, through cookies and similar technologies when you use the site — see our Cookie Policy for the detail.

From our partners, when a booking you made is confirmed, changed or cancelled on their systems.

Why we use it, and our lawful basis

Every use below is tied to a lawful basis under the GDPR and UK GDPR. Where a basis is legitimate interests, we have weighed those interests against your rights and describe the interest openly.

To run your account and save your map, trips and settings — performance of our contract with you.
To take and service a booking, including passing your details to the property and our booking partner — performance of our contract with you.
To send transactional email (confirmations, receipts, password resets, service notices) — performance of our contract, or our legitimate interest in operating the service.
To send the newsletter — your consent, which we obtain by double opt-in and which you can withdraw with one click in any issue.
To send other marketing email (deals from your airport, trip ideas, price alerts you set, puzzle reminders) — your consent, given by ticking a box or switching a topic on, which you can withdraw with one click in any email or on your email preferences page. If you are in the UK and start a booking with us, we may email you about similar stays and flights of our own unless you tick the box saying not to (the UK “soft opt-in”); every such email lets you stop with one click. We never use soft opt-in for anything a partner sells, and we never email you because you browsed or searched.
To record what you agreed to — each time you switch an email topic on or off we keep the date, the page and the words you were shown, so we can show what you consented to; our legal obligation to be able to demonstrate consent.
To email you about a booking you started and did not finish — when you have agreed to trip-ideas email (or, in the UK, did not tick the box saying not to), we keep the stay you were booking, your dates, the price we showed you and your email address, so a reminder can tell you honestly whether the price has moved. If you book, it stops. Your consent, or the UK soft opt-in described above.
To remember what you looked at — only if you are signed in and have switched trip-ideas email on yourself, we note the hotels you viewed and the searches you made, so we can send you those stays again with today’s prices. We never do this on the strength of soft opt-in. Your consent.
To watch a price for you — when you set a price watch, we keep the hotel, your dates and the price it was when you set it, and check it once a day until check-in. You asked for it; you can stop it any time.
To learn how a stay went — if you rate a stay from our “How was it?” email, we keep the rating and any comment with the booking. Our legitimate interest in knowing which stays to recommend.
To know whether our email arrives — our email provider tells us whether each email was delivered, bounced or marked as spam, and whether a link in a marketing email was clicked; our legitimate interest in sending email that reaches people and stopping email that is not wanted. Booking and account emails are not tracked.
To measure which pages and guides earn their place, with Google Analytics — your consent where the law asks for it (the EEA, the UK and Switzerland), otherwise our legitimate interest in improving the product, which you can switch off in Cookie settings.
To measure and improve our advertising on Google and Meta, including showing our ads to people who have visited — your consent where the law asks for it, otherwise our legitimate interest in knowing which ads work. Either way you can switch it off at any time in Cookie settings, and a Global Privacy Control signal from your browser switches it off for you.
To keep the service secure and prevent fraud and abuse — our legitimate interest, and compliance with legal obligations.
To meet tax, accounting and consumer-law obligations — compliance with a legal obligation.

Sending information overseas

We are a United States company. Our database is hosted in Australia (Sydney), our website is served from the United States and the European Union, and our email is sent through Resend from Japan (Tokyo). Some of our other processors operate elsewhere, including the United Kingdom, so your information may be transferred to and accessed from those countries.

Where information leaves the EEA or the UK we rely on the European Commission’s Standard Contractual Clauses (and the UK Addendum where applicable), together with technical measures such as encryption in transit and at rest. We do not rely on the EU–US Data Privacy Framework.

You may ask us for a copy of the safeguards that apply to a specific transfer by writing to support@passportpin.com.

How long we keep it

We keep personal information only as long as we have a reason to, then delete it.

Account, map, trips and settings — while your account is open, and for 30 days after you delete it so the deletion can be reversed if it was a mistake.
Booking records — seven years from the date of the booking, because tax and consumer-law obligations require it.
Newsletter subscriptions — until you unsubscribe. An unconfirmed signup is deleted after 30 days.
Email preferences and the record of your consent — while any email topic is on, and for 24 months after the last one is switched off, so we can show what you agreed to; then deleted. If our email to your address bounces permanently or you mark it as spam, we keep only the address and the date, so we never email it again.
The log of emails we sent you — 25 months. Delivery reports from our email provider — 13 months.
Unfinished bookings and what you looked at — 30 days. Price watches — until 30 days after your check-in date. Stay ratings — 24 months.
Analytics — Google Analytics keeps event data for 14 months, then deletes it.
Advertising — Google and Meta keep what they receive under their own policies (Google, Meta). The record of where you came from is kept on your device for 90 days; a copy travels with a booking and is kept with the booking record.
Your cookie choice — kept on your device for 13 months, then we ask again.
Support email — 24 months from the last message in the thread.
Encrypted backups — 30 days, after which they are overwritten.

How we protect it

Everything travels over TLS. Data is encrypted at rest. Access to production systems is limited to the people who need it, protected by multi-factor authentication, and logged.

We do not store card numbers at any point, which removes the most valuable target from our systems entirely.

No system is perfectly secure. If a data breach occurs that is likely to result in serious harm, we will notify affected individuals without unreasonable delay, together with any regulator we are required to tell — the state attorneys general whose breach-notification laws apply, and a supervisory authority within 72 hours under the GDPR.

Your rights

Wherever you live, you can ask us to show you what we hold, correct it, or delete it. Write to support@passportpin.com. We do not charge for this and we do not treat you differently for asking.

You can also delete your account yourself at any time from Settings, which removes your map, pins, trips and email address within 30 days, backups included. There is no retention flow and no "are you sure" maze.

If you are in the United States

There is no single federal privacy law covering a service like ours. A growing number of states — California, Virginia, Colorado, Connecticut, Texas, Oregon and others — give their residents the right to know what we hold, to have it corrected or deleted, to receive a copy in a portable format, and to opt out of its sale, its sharing for targeted advertising, and profiling.

We extend those rights to everyone in the United States rather than checking which state you live in. Write to support@passportpin.com and we will verify the request against the email address on your account, at no charge. We do not sell personal information for money. If you allow advertising cookies, we share limited data with Google and Meta for targeted advertising; to opt out, use Cookie settings in the footer of any page and switch Advertising off — and we treat a Global Privacy Control signal from your browser as that opt-out automatically. We make no automated decisions about you.

If we decline a request, we will say why, and you may appeal by replying to our answer. If the appeal does not satisfy you, you may complain to the attorney general of your state.

If you are in California

Under the CCPA as amended by the CPRA, you have the right to know what personal information we collect and why, to have it deleted, to have it corrected, to opt out of its sale or sharing, to limit the use of sensitive personal information, and not to be discriminated against for exercising any of these rights.

We do not sell personal information for money. The advertising cookies described above may count as “sharing” for cross-context behavioural advertising; you can opt out at any time with Cookie settings in the footer of every page, or by sending a Global Privacy Control signal, which we honour automatically. We do not collect sensitive personal information as the CPRA defines it.

The categories we collect are set out under "What we collect" above; the categories of recipient under "Who we share it with"; the purposes under "Why we use it"; and the retention periods under "How long we keep it". To make a request, write to support@passportpin.com. You may use an authorised agent, and we will verify the request against the email address on your account.

If you are in Canada

We handle personal information in accordance with PIPEDA. We collect it for the purposes identified in this policy, with your knowledge and consent, and we limit both what we collect and how long we keep it to those purposes.

You may ask for access to your personal information and challenge its accuracy. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Children

You must be at least 16 to hold an account, and at least 18 to make a booking.

We do not knowingly collect personal information from anyone under 16. If you believe a child has given us personal information, write to support@passportpin.com and we will delete it.

Cookies

We use cookies and local storage to keep you signed in and to remember your settings, and — with your permission where the law asks for it — Google Analytics, Google Ads and the Meta Pixel. You can change your mind at any time with Cookie settings in the footer. Every one of them, and how long it lasts, is in our Cookie Policy.

Changes to this policy

If we change this policy we will update the date at the top. Where a change materially affects your rights, we will tell you by email or by a notice on the site before it takes effect.

Contact us

Privacy questions, access requests and complaints: support@passportpin.com.

Next Collective LLC, 30 N Gould St Ste N, Sheridan, WY 82801, United States.