Privacy Policy

Effective date: October 18, 2026

This Privacy Notice explains how WanderWise LLC collects, uses, discloses, stores, and protects personal information on polartravelbywanderwise.com and when you work with us for travel planning, bookings, forms, communications, and client support.

P1. Information We Collect

Depending on the service, we may collect:

  • Identity and contact data, including legal name, address, email, phone number, date of birth, citizenship, and emergency contact.
  • Travel-document data, including passport, visa, known-traveler, loyalty, membership, and booking identifiers.
  • Trip preferences and service requests, including room and seating preferences, dietary needs, mobility or accessibility information, and voluntarily disclosed health-related information needed to coordinate travel.
  • Transaction and billing information. WanderWise does not charge payment cards; card details are handled directly by Suppliers or Envoyage and should not be sent through ordinary email.
  • Communications, forms, consents, insurance decisions, feedback, and records of our work for you.
  • Newsletter sign-up data, such as the email address you enter in a sign-up form or pop-up on our website.
  • Website and device data, which may include IP address, browser or device type, referral source, cookies, analytics events, and similar usage information.

We collect health or accessibility information only when you choose to share it, and use it only to arrange your travel with the Suppliers who need it.

P2. Sources of Information

We receive information from you; a person authorized to act for you; travel companions or Group Leaders; Suppliers; our host agency, Envoyage, and industry platforms; insurers; payment processors; website, form, email, and analytics providers; and publicly available or government sources when reasonably needed for your trip.

P3. Why We Use Information

We use personal information to:

  • Prepare proposals, confirm reservations, arrange authorized payments with Suppliers or Envoyage, and deliver client support.
  • Communicate schedules, requirements, changes, deadlines, safety information, and post-trip follow-up.
  • Coordinate accessibility, dietary, medical, or other special requests with appropriate Suppliers.
  • Maintain business, accounting, tax, insurance, compliance, fraud-prevention, dispute, and security records.
  • Improve our services and websites, measure communications, and understand client interests.
  • Send optional marketing or use testimonials and media when consent or another lawful basis permits.

Where a law requires a legal basis, processing may rely on performance of a contract, steps requested before a contract, consent, legitimate business interests, or compliance with a legal obligation.

P4. How We Disclose Information

We may disclose only the information reasonably necessary to:

  • Suppliers and destination partners that provide or support requested travel services.
  • Envoyage, our host agency, which processes bookings, Supplier payments, and related records.
  • Service providers we use, including Travefy (trip planning and forms), Google Analytics (website analytics), and our email sign-up and newsletter tools, as well as technology, communications, document, accounting, and security providers.
  • Consortium or industry partners used to access inventory, benefits, or booking support.
  • Government, regulatory, law-enforcement, legal, insurance, or emergency recipients when required or reasonably necessary.
  • A buyer, successor, or adviser in a legitimate business transaction, subject to appropriate confidentiality and legal requirements.

Booking information handled through Envoyage is also covered by Envoyage’s Privacy Notice at envoyage.com/about/privacy-notice.

WanderWise does not sell personal information. Client booking information is never sold or shared for anyone else’s marketing. Some website analytics cookies may be treated as “sharing” under certain state laws even when no money changes hands; you can limit them as described in Section P8.

P5. International Processing

Travel necessarily requires information to be sent to Suppliers and authorities in destination or transit countries. Those countries may have different privacy laws. We use reasonable contractual, technical, and organizational safeguards where appropriate, but foreign recipients and authorities may process information under their local law.

P6. Retention

We keep information for as long as reasonably needed for the trip, client support, legal and accounting obligations, security, and dispute resolution. Many business and transaction records may be retained for up to seven years or longer when required, except that booking information received through Envoyage is returned or deleted when our agreement with Envoyage requires it. Newsletter sign-up data is kept until you unsubscribe or ask us to delete it. Sensitive travel-document copies should be deleted or securely disposed of when no longer reasonably needed, subject to legal holds and backup cycles.

P7. Security

WanderWise uses reasonable administrative, technical, and physical safeguards appropriate to the information and the size and nature of the business. We also rely on third-party platforms and Suppliers with their own security practices. No system or transmission is completely secure. Do not send passwords, full payment-card details, or unnecessary passport data through ordinary email or text. If a legally reportable breach occurs, notices will be provided as required by applicable law.

P8. Cookies, Analytics, Email Sign-Up, and Third-Party Links

Our websites and forms may use cookies, pixels, analytics, embedded content, or similar technologies to operate, remember preferences, measure engagement, and improve marketing. Browser settings and any available cookie controls can limit some technologies, although features may not work as intended.

Analytics. We use Google Analytics to understand how visitors use our site. You can opt out with Google’s browser add-on at tools.google.com/dlpage/gaoptout.

Email sign-up. Our website shows an email sign-up pop-up (provided by OptinMonster). If you enter your email address, we use it to send travel news and offers. The pop-up may use cookies to remember whether you have already seen or closed it.

Do Not Track. Our website does not currently respond to browser “Do Not Track” signals.

Third-party sites, apps, forms, and Supplier systems have their own privacy terms, which you should review.

P9. Your Choices and Privacy Rights

You may ask to access, correct, or delete your personal information, withdraw consent, or opt out of marketing at any time, and you may have other rights where applicable law provides them. Requests may be limited by identity verification, legal obligations, Supplier records, active bookings, or exceptions in law. We will not discriminate against you for exercising an applicable privacy right.

To make a request, email Amanda.Cahill@Envoyage.com. You may also use the WanderWise preference form at travefy.com/f/6ws9rquqqwjqra2uwxzt7bydwk23pnm7z2. We may need to verify identity and authority before completing a request. When a request concerns booking information held by Envoyage, we may forward it to Envoyage or ask you to contact Envoyage directly.

P10. Marketing, Testimonials, and Media

Service messages about a requested trip are not marketing and may be necessary to perform our agreement. Marketing messages are optional. Every marketing email identifies WanderWise, includes our mailing address, and includes an unsubscribe link; you can also email us to opt out, and we honor unsubscribe requests promptly. WanderWise will use an identifiable image, testimonial, or trip story for marketing only with affirmative consent. Consent may be withdrawn for future use by contacting us; withdrawal does not require removal of materials already lawfully printed or distributed.

P11. Minors

Our services and websites are directed to adults. A parent or legal guardian may provide a minor Traveler’s information when necessary to plan or book family travel and represents that they are authorized to do so. We do not knowingly ask a child under 13 to submit personal information directly through a general-audience online service. If we learn that information was collected directly from a child in a manner not permitted by law, we will take appropriate steps to delete it.

P12. Changes and Contact

We may update this Privacy Notice to reflect changes in services, technology, or law. The effective date at the top identifies the current version. Material changes will be communicated when required.

Privacy questions and requests may be directed to Amanda Cahill at Amanda.Cahill@Envoyage.com or (518) 545-4584, or by mail to WanderWise LLC, 54 State Street, Ste 804 #10356, Albany, NY 12207 USA. Website: polartravelbywanderwise.com.