Privacy Policy

1. Who We Are

Field Seminar LLC ("Field Seminar," "we," "us," or "our") is a U.S.-based travel services company that organizes curated group travel experiences. This Privacy Policy applies to all personal information collected through our website (fieldseminar.com), applications, booking forms, email communications, and any other interaction with Field Seminar.

2. Information We Collect

2.1 Information You Provide

We collect personal information that you voluntarily provide to us, including:

• Full name, email address, phone number, and mailing address
• Date of birth and age
• Passport information and nationality (for travel arrangements)
• Medical conditions, dietary restrictions, allergies, and physical limitations
• Emergency contact information
• Educational background and professional information
• Application responses, essays, and writing samples
• Payment and billing information
• Travel preferences and special requests
• Communications you send to us (inquiries, feedback, correspondence)

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address and approximate geographic location
• Browser type, operating system, and device information
• Pages visited, time spent on pages, and navigation paths
• Referring website or source

2.3 Cookies and Tracking Technologies

We use cookies and similar technologies to improve your browsing experience, analyze website traffic, and understand how visitors interact with our site. You can control cookie preferences through your browser settings. Disabling cookies may affect the functionality of certain features on our website.

3. How We Use Your Information

We use your personal information for the following purposes:

• Processing and evaluating your application
• Arranging and administering your journey (accommodations, transportation, activities)
• Communicating with you about your booking, itinerary, and travel requirements
• Sharing necessary information with third-party travel service providers (hotels, airlines, safari operators, etc.)
• Ensuring your health and safety during travel, including sharing medical information with local providers in an emergency
• Processing payments and issuing refunds
• Sending you updates about future Field Seminar journeys and offerings (with your consent)
• Improving our website, services, and journey experiences
• Complying with legal obligations

4. How We Share Your Information

We do not sell your personal information. We may share your information with the following parties, solely to the extent necessary to fulfill the purposes described above:

• Travel service providers: Hotels, lodges, safari operators, airlines, ground transportation companies, and activity providers who require your information to deliver services included in your journey
• Payment processors: Secure third-party payment services used to process transactions
• Insurance providers: If you request assistance with travel insurance or in the event of a claim
• Government authorities: Where required by law, such as immigration, customs, or public health authorities
• Emergency contacts: Your designated emergency contact in the event of a medical or safety emergency
• Legal and compliance: Where necessary to comply with legal obligations, enforce our terms, or protect the rights, safety, or property of Field Seminar or others

We require all third-party service providers to handle your personal information in accordance with applicable data protection laws and to use it only for the purposes for which it was shared.

5. Sensitive Information

Certain information we collect is considered sensitive, including medical conditions, dietary restrictions, and health-related data. We collect this information only with your explicit consent, use it solely for the purpose of ensuring your safety and comfort during travel, and take additional care to protect it. Sensitive information is shared only with parties who need it to accommodate your health and safety needs (e.g., local medical providers in an emergency, accommodation staff for dietary requirements).

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, or as required by law. Specifically:

• Application data for declined applicants is retained for up to 2 years, then deleted
• Booking and journey records are retained for 7 years for legal and tax compliance
• Marketing preferences and contact information are retained until you opt out
• Website analytics data is retained in anonymized form

You may request earlier deletion of your data at any time, subject to our legal retention obligations.

7. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission, secure storage systems, and access controls limiting who can view your information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request that we correct inaccurate or incomplete information
• Deletion: Request that we delete your personal information, subject to legal retention requirements
• Opt out of marketing: Unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email or contacting us directly
• Data portability: Request your data in a structured, commonly used format
• Withdraw consent: Where processing is based on your consent, you may withdraw it at any time

To exercise any of these rights, please contact us at hello@fieldseminar.com. We will respond to your request within 30 days.

9. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect, use, and disclose
• The right to request deletion of your personal information
• The right to opt out of the sale of your personal information (Field Seminar does not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To submit a CCPA request, contact us at hello@fieldseminar.com.

10. Do Not Sell My Personal Information

Field Seminar does not sell your personal information to third parties for monetary or other valuable consideration. We do not share your personal information for cross-context behavioral advertising. This applies to all users regardless of location.

11. International Data Transfers

Your personal information may be transferred to and processed in countries other than your country of residence, including the United States and countries where your journey takes place. These countries may have different data protection laws. By booking a journey with Field Seminar, you consent to such transfers. We take reasonable steps to ensure your information is treated securely and in accordance with this policy.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these sites. We encourage you to review the privacy policies of any third-party websites you visit.

13. Children's Privacy

Field Seminar's services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a minor, we will take steps to delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised effective date. We encourage you to review this policy periodically. For material changes, we will make reasonable efforts to notify you via email or a prominent notice on our website.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:

Field Seminar LLC
hello@fieldseminar.com