Privacy Policy Effective date: 04/12/2026

This Privacy Policy describes how The Cottom Agency (“we,” “us,” or “our”), a travel agency located in West Terre Haute, Indiana, collects, uses, discloses, and protects personal information when you visit or use our website, communicate with us, or engage our travel services. By using our website or services, you agree to the practices described in this policy.

1. Information we collect

• Information you provide directly: name, email address, phone number, postal address, date of birth (when required), passport details and other travel document information, emergency contact, payment information (collected and processed by our payment processor), traveler preferences, health or accessibility information (when voluntarily provided), and other details needed to plan travel.

• Information collected automatically: IP address, browser and device data, pages visited, referring/exit pages, usage and analytics data, and location data (approximate) when you permit it.

• Cookies and similar technologies: cookies, web beacons, local storage, and similar technologies to remember preferences, analyze trends, administer the site, and personalize content and advertising.

• Information from third parties: travel suppliers, booking partners, social networks, public sources, and third-party data providers (including background or identity verification where required).

1. How we use your information We use your information to:

• Provide, book, manage and fulfill travel services and reservations.

• Communicate with you about bookings, itineraries, confirmations, alerts, and customer service.

• Process payments and prevent fraud.

• Personalize your travel experiences and marketing (with your consent where required).

• Improve and operate our website, perform analytics, and troubleshoot issues.

• Comply with legal obligations, industry rules, and law enforcement requests.

• Maintain records for accounting, risk management, and dispute resolution.

1. Legal bases for processing (where applicable) When required by law (e.g., under GDPR), our legal bases include performance of a contract, compliance with legal obligations, consent (for marketing, cookies, or special categories of data), and our legitimate interests (operating the business, fraud prevention, and improving services), balanced against your rights.

2. Sharing and disclosure of information We may share personal information with:

• Travel suppliers and partners (airlines, hotels, cruise lines, tour operators, travel insurers) to book and manage travel.

• Service providers and vendors (payment processors, IT providers, CRM and marketing platforms, analytics providers) who perform services on our behalf.

• Government authorities, border control, or law enforcement when required for travel, safety, or by law.

• Other third parties with your consent or at your direction.

• In connection with a sale, merger, reorganization, or asset transfer (you will be notified if your personal information is transferred).

1. Third-party links and services Our website may contain links to third-party sites and integrate third-party services. We are not responsible for their privacy practices. Review their privacy policies before providing personal information.

2. Cookies and tracking We use cookies and similar technologies to enable website functionality, remember preferences, measure site performance, and deliver relevant content. You can control cookies through your browser settings and opt-out tools provided in site banners where applicable. Note that disabling certain cookies may affect site functionality.

3. Security We implement reasonable administrative, technical, and physical safeguards designed to protect personal information. While we strive to protect your data, no method of transmission or storage is completely secure. We will notify you of data breaches when required by applicable law.

4. Data retention We retain personal information as long as necessary to provide services, comply with legal obligations, resolve disputes, enforce agreements, and for legitimate business purposes. Retention periods vary by information type and legal requirements.

5. International transfers Personal information may be transmitted to, stored, and processed in the United States or other countries. When transfers occur, we take steps to protect your information in accordance with this policy and applicable law.

6. Children Our services are not directed to children under 16 (or a different age if required by local law). We do not knowingly collect personal information from children. If we learn we have collected information from a child without parental consent, we will take steps to delete it.

7. Your rights and choices Depending on your jurisdiction, you may have rights to:

• Access, correct, update, or delete your personal information.

• Request restriction of or object to certain processing.

• Obtain a copy of your personal data in a portable format.

• Withdraw consent where processing is based on consent.

• Opt out of marketing communications. To exercise rights, contact us using the contact information below. We may ask you to verify your identity before acting on requests. We will respond in accordance with applicable law.

1. Marketing communications We may send promotional emails or messages if you opt in or as otherwise permitted by law. You may opt out of marketing communications at any time by following unsubscribe instructions in emails or contacting us directly.

2. Changes to this Privacy Policy We may update this Privacy Policy from time to time. Any material changes will be posted on this page with an updated “Effective date.” Continued use of our site or services after changes indicates acceptance of the updated policy.

3. Contact us For questions, requests, or privacy concerns, contact: The Cottom Agency Email: [insert email address] Phone: [insert phone number] Address: West Terre Haute, Indiana

If you are located in a jurisdiction with a privacy regulator, you may also have the right to file a complaint with your local data protection authority.

1. Additional travel-specific notices

• Travel document and government data: To secure travel bookings and comply with government requirements, we may collect passport numbers, country of citizenship, and other government-required data and share it with carriers and border authorities as needed.

• Health and safety information: If you voluntarily provide health information (dietary needs, medical conditions, mobility needs), we will use it to accommodate your travel arrangements and share it with travel providers when necessary.

End of policy