Last updated December 23, 2025

At River Oaks Travel, we recognize that privacy is important. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website, use our services, or interact with us in any way.

We may collect personal information from you in the course of our business, including through your use of our websites, when you contact or request information from us, when you engage our services or as a result of your relationship with one or more of our staff, suppliers, affiliated entities or clients and their travel organizers.

By providing personal information to River Oaks Travel, you confirm that you are doing so on your own behalf and, where applicable, on behalf of any other travelers, companions, or individuals included in your booking or travel arrangements. You represent and warrant that you have the authority to provide such personal information and that you have informed those individuals of this Privacy Policy. You further confirm that you have obtained all necessary consents for the collection, use, disclosure, and processing of their personal information as described herein.

Information We Collect

We may process the following personal information:

Contact Information: Name, email address, phone number, postal address
Travel Itineraries and Booking Details: Passport information, travel preferences, itinerary, visa data, information about travel plans and past travel, interests, and other preferences, such as languages spoken, dietary and accessibility preferences
Payment Information: Name, Credit/debit card details, including card number, expiration date and security code, billing address (processed securely via third-party providers)
Device & Usage Data: IP address, browser type, operating system, referring URLs, pages visited, time spent on site
Online Account Data: password and other log-in details
Online Personal Data: when you visit our websites, we may automatically collect certain personal information including IP address, operating systems type, browser type, domain, and other system settings. We may also collect personal information in content you provide to us on our websites and social media platforms, such as photos and videos, dates of birth, and personal information provided in response to surveys and contests, in comments to our blog posts, and in feedback.
Location Data: If enabled, we may collect geolocation data to tailor services
Cookies & Tracking Technologies: We use cookies, web beacons, and similar technologies to: Enhance user experience, analyze website traffic and usage patters, personalize content and offers, enable social media features, and deliver targeted advertisements.

You can manage your cookie preferences through your browser settings. Disabling cookies may affect site functionality. Our websites use certain Tags, log files and other technologies. Contact us to find out more about the cookies we use and how to manage and delete cookies.

Job Application Data: other information we collect may include job application data, such as information in your resume and details about your employment and education
Demographic Information: we may obtain demographic information from third parties
Event attendance: our suppliers and partners may provide information about your attendance at events and other activities, such as name, contact information, job title, employer details

You are not required to provide this information, but if you choose not to do so, we may not be able to offer you certain of our services and features of our websites.

International Data Transfers

We may transfer your personal information to countries outside your country of residence. These transfers are conducted in compliance with applicable data protection laws and safeguards.

How We Use Your Information Follows:

Process bookings and travel arrangements: It is necessary for us to process your information to perform our obligations in accordance with any contract that we may have with you (“Necessary for Contract”). It is in our legitimate interest or a third party’s legitimate interest to use your personal information in such a way to ensure that we provide the very best client service we can to you or others (“Legitimate Interest”). For personal data relating to a minor child, we rely on the consent of the parent/guardian for the use of children’s data.
Communicate with you about your trips: Necessary for Contract Legitimate Interest.
Provide customer support: Necessary for Contract Legitimate Interest.
Send promotional offers: Legitimate Interest; We will only send you marketing communications where you have consented to receive such marketing communications, or where we have a lawful right to do so.
Comply with legal obligations: Legitimate Interest; Legal obligation to use your personal information to comply with any legal obligations imposed upon us (“Legal Obligation”).
Data security: Legitimate Interest Legal Obligation
Verify your identity: Necessary for Contract Legitimate Interest Legal Obligation
Deliver our other services, including recommending or referring you to other providers and travel vendors in the Virtuoso network: Necessary for Contract Legitimate Interest
Improve, develop and market new services: Legitimate Interest
Carry out requests made by you on our websites or in relation to our services: Necessary for Contract Legitimate Interest
Client insights and analytics: Where you have given your consent (where lawfully required), we use cookies, log files and other technologies to collect personal information from the computer hardware and software you use to access our website, or from your mobile. We also use this for marketing purposes (see above).
For recruitment purposes: To assess your suitability for any position for which you may apply; To review our equal opportunity profile in accordance with applicable legislation to ensure that we do not discriminate on the grounds of gender, race, ethnic origin, age, religion, sexual orientation, disability or any other basis covered by local legislation. All employment related decisions are made entirely on merit: Where we use your personal information in connection with recruitment, it will be in connection with us taking steps at your request to enter a contract we may have with you or it is in our legitimate interest to use personal information in such a way to ensure that we can make the best recruitment decisions for our organization. We will not process any special category data except where we are able to do so under applicable legislation or with your explicit consent.
Investigate or settle inquiries or disputes, and: Necessary for Contract Legitimate Interest
Use as otherwise required or permitted by law: Legitimate Interest

We implement industry-standard security measures to protect your data from unauthorized access, disclosure, or misuse. However, no system is 100% secure, and we encourage you to take precautions when sharing personal information online.

Sharing Your Information

We may share your information with:

This may include personal information you provide about other travelers for whom you are booking or arranging travel, where you confirm that you have the authority to do so.

Travel partners (including but not limited to, airlines, hotels, cruise lines, transport providers, tour operators)
Payment processors
Marketing and analytics providers (with appropriate safeguards)
Third parties who perform services on our behalf, such as ad networks vendors, data analytics vendors like Google Analytics, survey platforms, printers and postal and courier companies, professional advisors such as lawyers and accountants
Virtuoso, Ltd. and the Virtuoso network of independent luxury travel agencies and preferred suppliers
Legal and government authorities (if required by law), for example for the purpose of or in connection with legal proceedings, or otherwise for the purpose of establishing, exercising or defending our legal rights, or when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity.
Affiliated entities and potential acquirers. We reserve the right to transfer any information we have about you in the even we sell or transfer all or a portion of our business or assets (including in the event of a reorganization, dissolution, or liquidation).
Our websites may contain links to other websites whose privacy practices and policies may differ from ours. Please consult the other site’s privacy policies as we do not have control over their practices.
Please note this list is non-exhaustive and there may be other examples where we need to share with other parties in order to provide the services as effectively as we can.

Do Not Sell: We do not sell or share you personal information, except as disclosed in this Privacy Policy. These third parties are not authorized by us to use or disclose the information except as necessary to perform services on our behalf or comply with legal requirements.

Data Retention

We will retain relevant personal information for at least seven years from the date or our last interaction with you and in compliance with our obligations under the EU General Data Protection Regulation or similar legislation around the world, or for longer if we are required to do so according to our regulatory obligations or professional indemnity obligations.

If personal information is only useful for a short period, for example for specific marketing campaigns, we may delete it.

Your Rights

Depending on your location, you may have rights to:
Access, correct, or delete your personal data
Object to or restrict certain processing
Withdraw consent at any time
Lodge a complaint with a data protection authority

Unsubscribe from newsletters or emails

You can exercise your data protection rights in various ways. For example, you can opt out of marketing by clicking the “unsubscribe” link in the emails, in your account as applicable, or contacting our customer service. If you have questions on how to exercise these rights, contact us at info@riveroakstravel.com.

Artificial Intelligence

We and our suppliers, partners and affiliates, including but not limited to Virtuoso (“we”, “us”, “our”, in this section), may use artificial intelligence and machine learning to power our platform and services, relying on your personal data for purposes including:

Enhancing your user experience and personalizing content, search results, and recommendations based on your profile, preferences, and real-time factors like weather or flight delays

Interacting with you via chatbots or virtual travel assistants to help plan trips
Optimizing pricing, alerts, and margin adjustments
Screening uploaded content (e.g. property images) for quality and formatting, and identifying amentities
Moderating reviews to protect privacy and assess satisfaction
Summarizing property reviews and answering frequently asked questions
Preventing fraud and enforcing our terms
Displaying language preferences in customer service interactions
Generating new content (e.g. summaries, translations, suggestions)
Improving operational efficiency
Resolving claims, complaints, disputes, and payments
Creating insights and analytics

Transcribing interactions with us and for taking notes during meetings and events.

Some decisions may be automated using your data. We rely on legitimate interests for safety, efficiency, administrative and for improving user experience. We do not make significant decisions solely through automated processing unless:

You’ve given explicit consent
It’s required for a contract
It’s authorized by law

You may request manual review of automated decisions or contest them.

Updates to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated effective date. Continued use of our services after changes indicates your acceptance.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact:

River Oaks Travel

2415 W Alabama, Suite 203, Houston, TX 77098

info@riveroakstravel.com

713.665.4767

Additional Information for California Consumers as defined in the California Consumer Privacy Act 2018, as amended from time to time (“CCPA”)

You have certain choices regarding our use and disclosure of your personal information, as described below.

Access: You have the right to request, twice in a 12-month period, that we disclose to you the personal information we have collected, used, disclosed and sold about you during the past 12 months.

Deletion: You have the right to request that we delete certain personal information we have collected from you.

Opt-Out of Sale: You have the right to opt-out of the sale of your personal information.

Shine the Light Request: You also may have the right to request that we provide you with

(a) a list of certain categories of personal information we have disclosed to third parties for their direct marketing purposes during the immediately preceding calendar year and (b) the identity of those third parties.

How to Submit a Request: To submit a rights request email us

at info@riveroakstravel.com.

Verifying Requests: To help protect your privacy and maintain security, we will take steps to verify your identity before granting you access to your personal information or complying with your request. If you have an account with us, we may verify your identity by requiring you to sign in to your account. If you do not have an account with us and you request access to or deletion of your personal information, we may require you to provide any of the following information: First Name, Last Name, Email Address, Physical Address. In addition, if you do not have an account and you ask us to provide you with specific pieces of personal information, we will require you to sign a declaration under penalty of perjury that you are the consumer whose personal information is the subject of the request. If you designate an authorized agent to make an access, deletion or opt-out of sale request on your behalf (1) we may require you to provide the authorized agent written permission to do so, and (2) for access and deletion requests, we may require you to verify your own identity directly with us (as described above).

Additional Information: If you choose to exercise any of your rights under the CCPA, you have the right to not receive discriminatory treatment by us. To the extent permitted by applicable law, we may charge a reasonable fee to comply with your request. This notice is available in alternative formats upon request. Please contact info@riveroakstravel.com to request this notice in an alternative format.

Additional Information for Residents of the EU, EEA, UK

You have the following rights in relation to the personal information we hold about you:

Your right of access: If you ask us, we’ll confirm whether we’re processing your personal information and, if necessary, provide you with a copy of that personal information (along with certain other details). If you require additional copies, we may need to charge a reasonable fee.

Your right to rectification: If the personal information we hold about you is inaccurate or incomplete, you are entitled to request to have it rectified. If you are entitled to rectification and if we’ve shared you personal information with others, we’ll let them know about the rectification where possible. If you ask us where possible and lawful to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

Your right to erasure: You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable). If you are entitled to erasure and if we’ve shared your personal information with others, we’ll let them know about the erasure where possible. If you ask us where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

Your right to restrict processing: You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you object to us. If you are entitled to restriction and if we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

Your right to data portability: You have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine-readable format) and to reuse it elsewhere or ask us to transfer this to a third party of your choice.

Your right to object: You can ask us to stop processing your personal information, and we will do so, if we are:

relying on our own or someone else’s legitimate interests to process your personal information, except if we can demmonstrat compelling legal grounds for the processing; or
processing your personal information for direct marketing purposes

Your right to withdraw consent: If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.

Your right to lodge a complaint with the supervisory authority: If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the relevant Supervisory Authority.

Please note that some of these rights may be limited where we have an overriding interest or legal obligation to continue to process the data or where data may be exempt from disclosure due to reasons of legal professional privilege or professional secrecy obligations.

Additional Information on Cookies and Other Tracking Technologies

This Cookie Policy explains how we use cookies and similar technologies on our website and mobile app to improve your experience, personalize content, and ensure the smooth functioning of our services.

What are Cookies?

Cookies are small text files stored on your device when you visit a website or use an app. They help us remember your preferences, understand how you interact with our services, and deliver relevant content.

We also use similar technologies like SDKs (Software Development Kits) in our mobile app to achieve the same goals.

Types of Cookies we use:

Strictly Necessary: Required for basic site/app functionality and security
Functional: Enhances user experience by remembering settings and preferences
Performance/Analytics: Tracks usage patterns to improve performance and usibility
Advertising: Delivers personalized ads and tracks campaign effectiveness
Third-Party: Set by partners (e.g., Google, Facebook) for analytics and advertising

Managing your Cookie preferences

You can control or disable cookies through your browser settings or device preferences. However, disabling certain cookies may affect the functionality of our services.

Web Browser: Most browsers allow you to manage cookies via settings
Mobile App: You can manage tracking preferences in your device’s privacy settings.

For more detailed instructions consult your browser/app documentation.

Third Party Cookies

We may allow trusted third parties to place cookies or SDKs on your device for analytics, advertising, and social media integration. These parties are responsible for their own privacy practices.

Updates to this Policy

We may update this Cookies Policy from times to time. Changes will be posted on this page with the updated effective date.

Contact Us

If you have any questions about our use of cookies, feel free to contact us at: info@riveroakstravel.com or 713.665.4737.