01Who we are and scope

This Privacy Policy explains how Villa Akasa collects, uses, shares, protects and retains personal data when you visit our website, make an enquiry or reservation, pay for a booking, communicate with us, visit the property or use our services.

Villa Akasa acts as the data fiduciary/controller for personal data it decides to collect and use. Booking platforms, Razorpay, banks, card networks and other providers may separately act under their own privacy policies.

02Personal data we may collect

• Contact and identity data: name, email, telephone number, postal address, date of birth or age confirmation, signature and government-issued identification.
• Foreign guest registration data: nationality, passport, visa or OCI details, arrival/departure and travel information required for lawful guest registration.
• Booking and stay data: dates, room, occupancy, companions, preferences, requests, communications, booking source and service history.
• Payment and transaction data: amount, currency, payment status, transaction reference, billing details, refund information and limited card metadata supplied by the payment provider. Villa Akasa does not ordinarily receive full card numbers, CVV values or online-banking credentials.
• Optional personal needs: dietary, allergy, mobility, accessibility or other information that you choose to provide so we can assess and support your stay.
• Website and device data: IP address, browser/device type, pages visited, referral source, cookie identifiers and basic security logs, where enabled.
• Feedback and safety data: reviews, complaints, lost-property information, incident records and evidence reasonably required to resolve a concern.

03How we collect data

We collect personal data directly from you, from another person making a booking for you, through our website and communication channels, at check-in, and from booking platforms, travel agents, payment processors and service providers connected with your reservation.

The booking guest should ensure that companions have been informed that their details may be shared with Villa Akasa for the reservation and lawful guest registration.

04Why we use personal data

• Respond to enquiries, provide quotations and manage availability.
• Create, confirm, modify and administer bookings and stays.
• Verify identity, register guests and comply with immigration, police, tax, accounting and other legal duties.
• Process and reconcile payments, invoices, cancellations, refunds, disputes and chargebacks.
• Provide accommodation, meals, transport coordination, housekeeping and requested guest services.
• Manage safety, property security, fraud prevention, incident response and enforcement of house rules.
• Improve our website, operations, guest experience and service quality.
• Send service messages about an enquiry or booking. Marketing messages are sent only where permitted and may be opted out of.

We process data on the basis of your consent, steps taken at your request before a booking, performance of the booking, compliance with law, and other legitimate uses permitted under applicable data-protection law.

05Payments through Razorpay

Online payments may be processed by Razorpay and its banking, card-network and technology partners. Payment details entered into the Razorpay checkout are collected and processed by those parties under their own terms and privacy notices.

06Cookies and website technologies

Our website may use essential cookies for security, forms, booking functions and payment flows; functional cookies for preferences; and analytics cookies to understand website use. Third-party booking or payment tools may place their own cookies.

Where required, non-essential cookies will be used only after your choice. More information is provided in the separate Cookie Policy.

07When we share personal data

We share personal data only where reasonably necessary and subject to appropriate safeguards with:

• booking platforms, channel managers, website/hosting providers and communication services;
• Razorpay, banks, card networks and payment or fraud-prevention providers;
• accountants, auditors, insurers, legal advisers and professional service providers;
• transport, laundry, tour or other service providers where you ask us to arrange the service;
• government, tax, immigration, police, court or regulatory authorities where required or lawfully requested; and
• a successor or purchaser if the business is reorganised or transferred, subject to lawful protections.

Villa Akasa does not sell personal data to advertisers or data brokers.

08International processing and transfers

Some booking, email, hosting, analytics, communication or payment providers may process data outside Kerala or outside India. Where such processing occurs, Villa Akasa will use providers and safeguards permitted by applicable law. A guest's bank or card issuer may also process an international payment in its own country.

09Retention

We retain personal data only for as long as reasonably needed for the purpose collected and for legal, accounting, immigration, fraud-prevention, insurance and dispute requirements.

• Enquiries: Unconverted enquiries are ordinarily retained for up to 12 months unless a longer period is needed to continue the conversation.
• Booking & Financial Records: Booking, guest registration, invoice, transaction and refund records are generally retained for the period required by law and may be kept for up to eight years after the stay, or longer where proceedings or a legal hold applies.
• Marketing Data: Marketing contact data is retained until consent is withdrawn, an opt-out is received, or the data is no longer useful.
• Logs & Cookies: Website logs and cookie records are retained according to operational and security needs and the relevant provider settings.

10Security

Villa Akasa uses reasonable administrative, physical and technical measures appropriate to a small hospitality business, including limited staff access, password protection, secure payment providers, device controls and careful handling of identification and booking records.

No internet or storage system is completely risk-free. Guests should use secure devices and networks, protect booking references and never send full card details or passwords through ordinary messages.

11Children

Bookings must be made by an adult. We may process limited information about children where necessary for occupancy, safety, legal registration or the requested stay. A parent or lawful guardian should provide the information and any consent required by law. We do not knowingly use children's data for behavioural advertising.

12Your choices and rights

Subject to applicable law and identity verification, you may ask Villa Akasa to:

• provide a summary of personal data being processed and relevant sharing information;
• correct, complete or update inaccurate personal data;
• erase personal data that is no longer required and is not subject to a legal retention duty;
• withdraw consent for optional processing, including marketing;
• nominate another person to exercise rights where the law allows; and
• raise a grievance about how personal data has been handled.

Withdrawing optional consent does not affect processing already carried out lawfully. Some information is necessary to confirm a booking, accept payment, complete guest registration or meet legal duties; without it, Villa Akasa may be unable to provide the service.

13Third-party links and platforms

Our website may link to booking platforms, maps, social media, payment pages or other third-party sites. Their privacy practices are controlled by them, and guests should review their notices before providing data.

14Complaints and data grievances

Privacy questions or requests should be sent to villa.akasa@gmail.com with enough information to identify the booking or interaction. We may request proof of identity before acting on a request.

Villa Akasa aims to acknowledge a privacy grievance within two working days and provide a substantive response within seven working days where practical. You may also use any complaint mechanism available under applicable data-protection or consumer law.

15Changes to this policy

We may update this Privacy Policy to reflect changes in law, technology, payment providers or our services. The updated version will be posted with a revised date. Material changes will be highlighted where reasonably practical.

Last updated: 18 July 2026. This document should be read with the other Villa Akasa website policies and the guest's booking confirmation.

01What cookies are

Cookies are small text files or similar technologies stored on a device when a website is visited. They help a website function, remember choices, maintain security and understand how pages are used.

02Cookies Villa Akasa may use

• Strictly necessary cookies: support security, form submission, booking functions, session management and payment flows. The website may not work correctly without them.
• Functional cookies: remember preferences such as language, dates or form entries.
• Analytics cookies: help us understand visits, page performance and general use so the website can be improved.
• Third-party cookies: may be used by the booking engine, Razorpay checkout, maps, embedded media, social links or analytics provider.

03Razorpay and booking tools

When a guest opens a Razorpay payment page or a third-party booking widget, that provider may use cookies or similar technologies for security, fraud prevention, payment processing and service operation. Those providers control their own cookie practices and privacy notices.

04Consent and choices

Where applicable, the website will ask for a choice before using non-essential cookies. Necessary cookies may operate without optional consent because they are required for the requested service or website security.

A guest can change cookie choices through the website banner or browser settings. Blocking some cookies may prevent the booking form, payment page, map or other functions from working correctly.

05Retention

Some cookies expire when the browser closes; others remain for a set period or until deleted. The retention period depends on the purpose and the relevant website or third-party provider.

06Updates and contact

This Cookie Policy may be updated when website tools or providers change. Questions may be sent to villa.akasa@gmail.com.

Last updated: 18 July 2026. This document should be read with the other Villa Akasa website policies and the guest’s booking confirmation.