Privacy Policy

Effective Date: 4 August 2026

Last Updated: 4 August 2026

1. Introduction

This Privacy Policy explains how PickRetreats collects, uses, shares and protects personal information when you visit our website, submit an enquiry or make a booking.

PickRetreats is owned and operated by:

CocoRoutes Hospitality Private Limited
CIN: U52291KL2025PTC092382
GSTIN: 32AAMCC4747K1ZE
Second Floor, Iris Plaza
Millennium Nagar
Edappally P.O.
Kochi, Ernakulam
Kerala – 682024
India

In this Privacy Policy, “PickRetreats”, “we”, “us” and “our” refer to CocoRoutes Hospitality Private Limited.

By using www.pickretreats.com, submitting information or making a booking, you acknowledge the practices described in this Privacy Policy.

2. Information We Collect

Depending on how you use PickRetreats, we may collect:

• your name, email address and telephone number;
• residential or billing address;
• age, date of birth, nationality and gender, where required;
• passport, visa and other travel-document information;
• flight, train, arrival and departure details;
• retreat preferences, accommodation requirements and travel plans;
• dietary preferences, allergies and accessibility requirements;
• enquiries and communications sent through email, WhatsApp, forms or chat;
• payment and transaction information;
• reviews, testimonials, photographs or other content submitted by you;
• IP address, browser type, device type and approximate location; and
• information about how you use our website.

We do not record customer telephone or video calls.

3. How We Collect Information

We may collect information:

• when you submit an enquiry or booking form;
• when you communicate with us by email, telephone, WhatsApp or chat;
• when you make a payment;
• when you submit a review or testimonial;
• from retreat providers and other suppliers involved in your booking; and
• automatically through cookies, analytics tools and similar technologies.

4. How We Use Your Information

We may use personal information to:

• respond to enquiries;
• recommend suitable retreats;
• check availability and prepare quotations;
• process and manage bookings;
• share booking requirements with relevant retreat providers;
• arrange accommodation, transfers and other booked services;
• process payments and issue invoices;
• provide customer support;
• communicate booking updates and service information;
• prevent fraud and protect the security of our services;
• improve our website, services and customer experience;
• comply with legal, tax and regulatory requirements; and
• send promotional communications where you have provided consent.

5. Health and Medical Information

Certain retreats may require information about medical conditions, allergies, medication, pregnancy, dietary requirements or treatment preferences.

Wherever possible, you may be asked to provide this information directly to the relevant retreat provider.

Where you provide health or medical information to PickRetreats, we will use it only to communicate your requirements to the relevant retreat provider or practitioner and to support your booking.

We will not retain health or medical information for longer than reasonably necessary for the booking, unless retention is required by law or in connection with a complaint, dispute or safety matter.

You should provide only information that is accurate and necessary for the safe delivery of the retreat services.

6. Passport and Travel Documents

We may collect passport, visa or other travel-document information where it is required to arrange or confirm a booking.

Such information will be used only for booking, travel, identity-verification or legal purposes.

Passport, visa and travel-document information will be retained only for as long as reasonably necessary to complete the booking or comply with applicable law.

7. Payments

Payments may be processed through authorised banks, payment gateways or other payment-service providers.

PickRetreats does not store complete debit-card or credit-card details. Payment providers process such information under their own privacy policies and security standards.

We may retain transaction references, payment status, invoice details and other records required for accounting, taxation, fraud prevention and legal compliance.

8. Cookies, Analytics and Advertising

PickRetreats may use cookies and similar technologies to operate the website, remember preferences, understand website usage and measure advertising performance.

These technologies may include services such as:

• Google Analytics;
• Google Ads conversion tracking;
• Meta Pixel; and
• other analytics or advertising tools introduced from time to time.

A cookie consent banner will allow you to accept or manage optional analytics and advertising cookies.

Necessary cookies may operate without separate consent where they are required for website functionality, security or booking services.

9. Marketing Communications

PickRetreats may send promotional emails, WhatsApp messages or SMS communications only where you have provided consent.

You may unsubscribe from email marketing by using the unsubscribe option provided in the message.

You may opt out of WhatsApp or SMS marketing by replying with an opt-out request or contacting us at info@pickretreats.com.

Opting out of marketing will not prevent us from sending important booking, payment or service-related communications.

10. Sharing of Information

We may share personal information only where reasonably necessary with:

• retreat centres, resorts and wellness providers;
• doctors, therapists, practitioners and instructors;
• hotels and accommodation providers;
• transport operators and travel-service providers;
• payment gateways, banks and payment-service providers;
• website hosting, technology and cloud-service providers;
• email, WhatsApp, SMS and customer-support providers;
• analytics and advertising-service providers;
• professional advisers such as lawyers, auditors and accountants;
• government, tax, immigration, police or regulatory authorities where legally required; and
• another business entity in connection with a lawful merger, restructuring or transfer of business.

Service providers may use the information only for the services they provide to PickRetreats or as otherwise permitted by applicable law.

PickRetreats does not sell or rent personal information to third parties.

11. International Transfer of Information

Personal information may be transferred to or accessed from outside India where necessary for:

• an international retreat booking;
• communication with an overseas retreat provider;
• payment processing;
• website hosting or cloud services;
• customer-support services; or
• other technology services used by PickRetreats.

Such transfers will be made subject to applicable Indian law and reasonable safeguards.

12. Use of Artificial Intelligence

PickRetreats may use artificial intelligence tools to:

• analyse customer enquiries;
• provide automated retreat recommendations;
• assist with customer-support responses;
• prepare summaries, translations or suggestions; and
• improve our services.

Automated recommendations are provided for convenience. You should independently review the retreat description, inclusions, exclusions, health requirements and booking conditions before making a booking.

Identifiable customer information will not be provided for training general artificial-intelligence models. Anonymised or de-identified information may be used to improve systems, analyse trends or develop services.

13. Reviews and Testimonials

When you submit a review, testimonial, photograph or similar content to PickRetreats, you authorise us to publish, display and use that content in connection with our website, services and marketing.

Reviews may be edited for spelling, formatting or clarity without materially changing their meaning.

We may choose not to publish or may remove content that is unlawful, misleading, offensive, unrelated, fraudulent or infringes another person’s rights.

You should not include confidential information or another person’s personal or medical information in a review.

14. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or as required under applicable law.

Retention periods may depend on:

• whether an enquiry becomes a booking;
• the duration and completion of the booking;
• accounting and taxation requirements;
• fraud-prevention and security requirements;
• an ongoing complaint, refund, chargeback or dispute; and
• other legal or regulatory obligations.

Enquiries that do not become bookings will be retained only for as long as reasonably necessary for communication, follow-up, record-keeping or legal purposes.

15. Information Security

PickRetreats uses reasonable administrative, technical and organisational measures to protect personal information against unauthorised access, misuse, alteration, disclosure or loss.

However, no website, internet transmission or electronic-storage system can be guaranteed to be completely secure.

You are responsible for keeping any booking reference, login details or other access credentials confidential.

16. Persons Under 18

PickRetreats is intended only for persons who are at least 18 years old.

We do not knowingly accept bookings from or collect personal information directly from persons under 18.

A person who is under 18 must not submit an enquiry, create an account or make a booking through PickRetreats.

17. Customer Accounts

PickRetreats may introduce customer accounts in the future.

If accounts are introduced, information connected with those accounts will be processed in accordance with this Privacy Policy and any additional notice displayed during account registration.

18. Third-Party Websites

The PickRetreats website may contain links to retreat providers, payment gateways, social-media services, maps or other third-party websites.

PickRetreats is not responsible for the privacy practices of third-party websites. You should review the privacy policy of the relevant third party before providing personal information.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, business practices or legal requirements.

The updated policy will be published on the PickRetreats website with a revised “Last Updated” date.

20. Privacy Questions and Grievances

Questions, complaints or concerns regarding this Privacy Policy or the handling of personal information may be sent to:

Director, CocoRoutes
Privacy and Grievance Officer – PickRetreats
CocoRoutes Hospitality Private Limited
Second Floor, Iris Plaza
Millennium Nagar
Edappally P.O.
Kochi, Ernakulam
Kerala – 682024
India

Email: info@pickretreats.com

Telephone: +91 9895 22 07 09

We will review privacy complaints and respond within a reasonable period or within any period required under applicable law.