Privacy policy

1. Introduction

MICEcafe Journey Private Limited (“we”, “us”, “our”) operates central.micecafe.com, the MICEcafe Central portal (the “Service”). This policy explains what information we collect through it, how we safeguard it and to whom we disclose it. By using the Service you agree to this policy. It should be read with our terms and conditions; together they form your agreement with us.

To put a person on a flight and into a hotel room in another country we have to hold their passport details. This page says exactly what we hold, why, and who else sees it.

2. Definitions

• Service — the central.micecafe.com portal, including the private links we send to travellers.
• Personal data — data about a living individual who can be identified from it, alone or with other information we hold.
• Usage data — data generated by use of the Service or by its infrastructure, such as the time of a request.
• Cookies — small files stored on your device.
• Data controller — the person who decides why and how personal data is processed. For this Service, that is us.
• Data processor — anyone who processes data on the controller's behalf, such as our hosting provider or our payment gateway.
• User — the individual using the Service; a traveller, or a member of the company that booked the trip.

3. What we collect, and why

What	Why we need it
Name as it appears on the passport	A ticket must match the passport or the traveller is refused at check-in.
Passport number, date of birth, dates of issue and expiry, nationality	Required for ticketing, for visa applications and by immigration.
A copy of the passport page, and a photo ID such as Aadhaar or PAN	Visa filing, and hotel check-in, which is a legal requirement in India and in most destinations.
Mobile number and email	To send the travel documents and to reach the traveller during the trip.
Departure city, meal preference, room sharing, T-shirt size	To book the right flight, meal and room, and to order group kit.
Consent given on the link — the name typed, the time, the IP address	It is a record of agreement to share those details with airlines, hotels and visa authorities.
Payment records, and any receipt or UTR uploaded	To reconcile what has been paid and to raise the invoice.
Usage data — the time of a request and the IP address it came from	Server logs, kept for security. We run no analytics on the Service.

We do not store card numbers, CVV or netbanking credentials. A card payment is handled entirely by the payment gateway; we receive only a payment reference and the amount. The gateway is PCI-DSS compliant and its use of your information is governed by its own policy.

We do not use the Service to send marketing. There is no newsletter, no promotional mail and no profiling from it. Operational mail — that a document is ready, that a payment was received — is part of the service you booked.

4. How we use it

• To provide and run the trip you or your company booked.
• To issue tickets, visas, vouchers and insurance in the correct names.
• To tell you when a document is ready and to answer your questions.
• To bill, collect and reconcile payment, and to raise the invoice.
• To keep the Service secure and to investigate misuse.
• To meet obligations under tax, company and travel law.

5. Who it is shared with

• Airlines — name, date of birth, passport details, contact number.
• Hotels — name, photo ID, and the room allocation.
• Visa authorities and their appointed centres — the full application, including passport copy and photographs.
• Insurers — name, date of birth and travel dates.
• The company that booked the trip — the traveller list, travel status and rooming, because the company is the customer and is paying.
• Our payment gateway and our bank — the amount, the booking reference and the payer's contact details.
• Public authorities — where we are required by law to disclose, or in response to a valid request.
• If the business is ever merged, acquired or sold, records may transfer with it, under this same policy.

We do not sell traveller data, and we do not pass it to anyone for marketing or advertising.

6. The private link

Each booking has its own link containing a long random token. It is not listed, not indexed by search engines, and cannot be guessed from another link. Anyone holding the link can see that booking's documents, which is why we ask that it is not forwarded. Tell us and we will replace it if a link has gone to the wrong person.

You are responsible for keeping your own portal password, and any card details you enter with the gateway, to yourself.

7. How it is protected

• The Service is served over HTTPS.
• Staff access is by individual account, and is granted per project, so a colleague not working on a trip cannot open its travellers.
• Uploaded documents are served only through the booking's own link or to a signed-in member of staff; they are not in a public folder.
• A traveller's documents stay locked until the papers we asked for are in and the consent is signed — the same rule is enforced on the file endpoints, not only in the page.
• Changes to traveller records are logged with who made them and when.

No method of transmission or storage is completely secure. We use commercially reasonable means to protect personal data, and we tell you if something has gone wrong with yours.

8. Cookies

The staff portal sets one session cookie so a signed-in user stays signed in. The public pages and the traveller links set no cookies. We run no analytics, no advertising and no remarketing on this Service.

9. Where it is processed

The Service and its data are hosted in India. If you are outside India and send us information, it is transferred to India and processed there, under this policy. Airlines, hotels and visa authorities in the destination country necessarily receive what they need in their own country.

10. How long we keep it

Traveller records and documents are kept for the trip and afterwards for as long as tax and audit rules require us to keep the booking they belong to — currently eight years for accounting records under Indian law. Passport and ID copies are removed sooner on request once the trip is complete and no claim is outstanding. Server logs are kept for a short period for security.

11. Your rights

Write to info@micecafe.com to ask for a copy of what we hold about you, to correct something that is wrong, or to ask for a document copy to be deleted. We reply within thirty days. Where we cannot delete something because we are required to keep it, we say which rule requires it.

12. Links to other sites

The Service links out to our payment gateway, and our documents may link to airline or hotel sites. We do not control those sites and are not responsible for their content or their policies. Read theirs before you use them.

13. Changes to this policy

We may update this policy. The date it was last updated is at the foot of this page, and material changes are told to bookings in progress.

14. Contact

Company

MICEcafe Journey Private Limited

Email

info@micecafe.com

Phone

+91 96670 66579

Address

2nd Floor, SSD Square, Plot No. 9, Pocket 3, Block B, Sector 17, Dwarka, New Delhi 110078