Privacy policy

Who looks after your data

Backbeat Roads LLC is a small tour company registered in Tennessee, with its office at 1012 Division Street, Suite 204, Nashville, TN 37203. We decide how the details you send us are used, so we are responsible for them. Questions about this policy go to [email protected] with "Privacy request" in the subject line.

This policy covers this website, the emails you send us and the bookings we make for you. The booking terms cover payments, changes and cancellation.

What we collect and where it comes from

This website has no sign-up, no account and no contact form. The tour search runs inside your browser, so what you type there never reaches us. We receive personal details only when you write to us or book:

• Enquiries by email: your name, email address and whatever you put in the message, usually the tour, the date, the number of travelers and your home city.
• Bookings: names as they appear on photo IDs, phone number, room type, home airport if we book flights, dietary needs and any health or mobility details you choose to share so we can plan the trip with you.
• Payments: the amount, the date and the last four digits of the card. Card payments are handled by our card processor and bank transfers by our bank; we never see or keep full card numbers.
• Gift cards: the buyer's name and email, the name and email of the person receiving the card and the message for it.
• Server logs: like every website, our host records the IP address, browser type and the page asked for, to keep the site running and safe.

We do not run a newsletter and we do not buy mailing lists.

How we use your details and why

We use your details to answer your questions, hold seats, book hotels, venues, transport and flights, send your travel documents and take care of you on tour. For travelers in the EU and the UK, the legal bases are:

• Contract: to give you the tour you booked, or to answer you before you book.
• Legal obligation: to keep accounting and tax records.
• Legitimate interests: to keep the website secure and to improve our tours from your feedback.
• Consent: for health details you share with us, which you can withdraw at any time.

We never sell your personal information and we do not share it for advertising. We do not use it to profile you or to make automated decisions about you.

Who else sees your details

Only the people who need them to run your trip:

• Hotels, venues, studios, guides, drivers and airlines on your tour, who receive your name and only what they need to serve you.
• Our email provider, which stores our mailbox, and our accounting software.
• Our card processor and our bank, which handle payments.
• Our website host, which keeps the server logs.
• Authorities, when the law requires it.

Our service providers work under contracts that limit what they can do with your data. Your details are stored in the United States. If you write from the EU or the UK, we transfer them here to give you the tour you asked for, and our providers use standard contractual clauses or a similar safeguard where the law asks for one.

How long we keep it

• Emails that do not lead to a booking: two years, then deleted.
• Booking and payment records: seven years after the tour, for tax and accounting.
• Health and dietary notes: deleted 90 days after the tour ends.
• Gift card records: until the card is used or expires, plus one year.
• Server logs: 30 days.

Your privacy rights

Wherever you live, you can ask us to show you the details we hold about you, correct them, delete them or send you a copy. We answer within 30 days and do not charge for it. We may ask you to confirm who you are before we act on a request.

US residents. California residents have these rights under the CCPA, as amended by the CPRA, and residents of Tennessee, Virginia, Colorado and other states have similar rights under their own laws. We give the same rights to every traveler. We do not sell or share personal information, so there is nothing to opt out of. You will never be charged more or served less for using your rights. You may also ask someone to make a request for you.

EU and UK residents. Under the GDPR and the UK GDPR you can also object to our use of your details, ask us to limit it and withdraw consent at any time. If you are unhappy with our answer, you can complain to the data protection authority in your country, or to the Information Commissioner's Office in the UK.

Keeping your data safe

The site is served over an encrypted connection. Our mailbox and files are protected by strong passwords and two-step sign-in, and only the staff who plan your trip can open them. If a breach ever puts your details at risk, we will tell you and the authorities as the law requires.

Children

Our tours are for adults; the minimum age is 18. The website is not aimed at children and we do not knowingly collect details of anyone under 16.

Privacy questions and requests

Email [email protected] with "Privacy request" in the subject line, or write to Backbeat Roads LLC, Privacy, 1012 Division Street, Suite 204, Nashville, TN 37203. If we change this policy, we will update the date at the top of this page and tell travelers with a booking about any change that affects them.