Last updated: August 29, 2026
This Privacy Policy explains how KSoul Travel collects, uses, stores, and protects personal data when users visit the website, use KSoul Travel services, complete forms or questionnaires, make purchases, subscribe to the newsletter, or participate in Travel With Me trips.
Personal data is processed in accordance with Regulation (EU) 2016/679 (“GDPR”) and applicable Italian data protection laws.
The Data Controller is:
Oumaima Ouadoudi – KSoul Travel
Italy
VAT Number: 12833180016
Italian Tax Code: DDOMMO02B59Z330A
Email: info.ksoultravel@gmail.com
For any questions regarding privacy or to exercise your data protection rights, you may contact the Data Controller at the email address above.
KSoul Travel has not appointed a Data Protection Officer (“DPO”), as its current activities do not appear to require the mandatory appointment of a DPO under the GDPR.
Depending on the service you use, KSoul Travel may collect the following categories of personal data.
This may include:
Where necessary for billing, accounting, and tax purposes, KSoul Travel may collect:
Billing information may be shared with KSoul Travel’s accountant or other professionals responsible for accounting, administrative, and tax compliance.
When a user submits the Contact Form, KSoul Travel may collect:
This information is used to receive, manage, and respond to the user’s request and, where applicable, to take steps requested by the user before entering into a contract.
Contact requests may be received through KSoul Travel’s Gmail account and may also be stored within the WordPress system.
Where a request does not result in a contractual relationship, the information will normally be retained for a maximum of 6 months, unless longer retention is necessary to resolve a dispute, establish or defend legal claims, or comply with a legal obligation.
To provide the Design My Trip service, KSoul Travel collects information necessary to understand and personalize the customer’s travel request.
This information may include:
Questionnaire responses are sent to KSoul Travel’s email address and are also stored within the WordPress system.
Questions following the initial required section of the questionnaire may be optional. Users are encouraged to provide only information that is relevant to planning their trip.
Certain optional questionnaire fields may allow users to voluntarily provide information concerning, for example:
Providing this information is optional and users should only provide information that is reasonably necessary for the planning and organization of their trip.
Where the information constitutes a special category of personal data under Article 9 GDPR, KSoul Travel will request the user’s explicit consent where required.
Users may withdraw their consent at any time by contacting KSoul Travel using the contact details provided in this Privacy Policy. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Where certain information is necessary to safely or appropriately personalize a trip, the absence of that information may limit KSoul Travel’s ability to recommend or include certain activities or services.
If the request does not result in the purchase of a service, questionnaire information will normally be retained for a maximum of 6 months.
If the user subsequently purchases a personalized travel planning service, information that remains necessary may be retained for the duration of the customer relationship and thereafter for the period necessary to comply with legal obligations or establish, exercise, or defend legal claims.
Special-category data that is no longer necessary will be deleted or anonymized when the purpose for which it was collected no longer applies, unless applicable law requires otherwise.
During the initial Travel With Me booking process, KSoul Travel may collect:
Additional information may be requested separately after booking only where necessary to organize and manage the participant’s trip.
This may include:
Where such information constitutes a special category of personal data under Article 9 GDPR, KSoul Travel will request explicit consent where required.
Passport information and copies of passports will only be requested when genuinely necessary for the organization of the trip or for specific travel-related arrangements.
KSoul Travel applies the principle of data minimization and will not request copies of identity documents where they are not necessary.
Passport copies will be securely deleted as soon as they are no longer necessary for the purpose for which they were collected, unless applicable law requires longer retention.
Where it becomes necessary to use a travel agency, operator, or other provider to make a reservation or provide a service requested by a participant, KSoul Travel may disclose only the personal data strictly necessary for that purpose.
Depending on the service, this may include information such as the participant’s name, surname, date of birth, nationality/citizenship, email address, or other information required to complete the relevant arrangement.
Personal data will only be disclosed when necessary for the organization or performance of the requested service.
Operational information will be retained for the period necessary to prepare and carry out the trip.
After the trip, personal data that is no longer required will be deleted in accordance with the retention principles set out in this Privacy Policy.
Information that must be retained for accounting, tax, legal, or legal-claims purposes may be retained for the longer period required by applicable law.
When purchasing digital Travel Guides, KSoul Travel may collect:
Digital product sales are managed through WooCommerce.
Following payment, the purchased digital content may be made available directly through the website. If a technical issue occurs, KSoul Travel may use the customer’s email address to send the purchased product or provide assistance.
Online payments may be processed through Stripe, PayPal, and Apple Pay.
KSoul Travel does not intend to directly store customers’ complete payment-card details. Such information is processed by the relevant payment service provider in accordance with its own privacy policy and terms.
For certain services agreed directly with the customer, KSoul Travel may also accept payment by bank transfer.
Following a website payment, order information, payment method, and billing information may be recorded within WordPress/WooCommerce.
KSoul Travel and the customer may also automatically receive a confirmation email containing the relevant order information, billing details, amount paid, payment method, payment date, and order or transaction reference.
Video calls may be booked through Calendly.
For the purpose of arranging a video call, the following information may be processed:
Calls may take place through Google Meet or Zoom and, where necessary to resolve technical or communication issues, by telephone or WhatsApp.
These service providers process personal data in accordance with their respective privacy policies and applicable terms.
Users may voluntarily subscribe to the KSoul Travel newsletter by providing:
The newsletter is managed through Mailchimp.
Communications may include:
Marketing communications are sent on the basis of the user’s consent where required by applicable law.
Purchasing a product, completing Design My Trip, or participating in Travel With Me does not automatically subscribe the customer to the newsletter.
Users may withdraw their consent and unsubscribe at any time by using the unsubscribe link included in marketing communications or by contacting KSoul Travel.
KSoul Travel may use a double opt-in process to verify newsletter subscriptions.
The website is built using WordPress and hosted by Hostinger.
According to the technical information currently provided to KSoul Travel, the website uses servers located in Italy.
KSoul Travel also uses Cloudflare as a Content Delivery Network (CDN) and for performance and security purposes.
Website forms may be protected by Google reCAPTCHA to prevent spam, abuse, and automated submissions.
KSoul Travel implements reasonable technical and organizational measures designed to protect personal data against loss, unauthorized access, disclosure, alteration, or destruction.
However, no internet-based or electronic system can guarantee absolute security.
The website may use Google Analytics 4 (GA4) to obtain statistical information regarding website usage and Google Ads Conversion Tracking to measure the effectiveness of advertising campaigns.
Under the intended website configuration, tracking technologies requiring user consent will remain blocked until the user has made the relevant choice through the website’s cookie consent system.
Further information concerning cookies, tracking technologies, providers, purposes, duration, and consent management will be provided in the KSoul Travel Cookie Policy.
The website may contain links to social media platforms and other external websites.
Currently, such links are primarily used to redirect users to the relevant external platform and do not necessarily involve embedding social media content directly within the KSoul Travel website.
Once a user leaves the KSoul Travel website and accesses an external service, the processing of personal data is governed by the privacy policies and terms of the relevant third-party provider.
If KSoul Travel introduces embedded videos, social media feeds, or other third-party content in the future, the Privacy Policy, Cookie Policy, and consent mechanisms will be reviewed and updated where necessary.
Depending on the circumstances, KSoul Travel may process personal data for the following purposes and on the following legal bases:
Responding to requests and taking pre-contractual steps:
To respond to enquiries, prepare proposals, and manage Design My Trip requests before a contract is concluded.
Performance of a contract:
To provide personalized travel planning, Travel Guides, Travel With Me services, video calls, and other purchased services.
Compliance with legal obligations:
To comply with applicable administrative, accounting, tax, and other legal requirements.
Processing special categories of personal data:
On the basis of the user’s explicit consent where consent is the appropriate legal basis under Article 9 GDPR.
Newsletter and marketing:
On the basis of the user’s consent where required by applicable law.
Security and protection of legal rights:
To prevent fraud, abuse, and security incidents and to establish, exercise, or defend legal claims, where permitted by applicable law.
Cookies and tracking technologies:
On the basis of consent where required, without prejudice to technologies that are strictly necessary for the operation of the website.
Providing information marked as mandatory is necessary to allow KSoul Travel to process the user’s request, provide the requested service, or comply with applicable obligations.
Failure to provide mandatory information may make it impossible to process the request or provide the relevant service.
Information marked as optional may generally be omitted without preventing the user from submitting the request.
Health information and other special-category data requested through optional fields should only be provided where the user considers such information relevant and necessary for the planning or management of the trip.
To the extent necessary for the relevant purposes, personal data may be processed by or disclosed to categories of recipients including:
Depending on the circumstances, such parties may act as data processors, independent data controllers, or other authorized recipients in accordance with applicable data protection law.
Some service providers used by KSoul Travel may operate or use infrastructure located outside the European Economic Area (“EEA”).
Where the processing of personal data involves an international transfer, the transfer will be carried out in accordance with Articles 44 and following of the GDPR and, where applicable, on the basis of an adequacy decision, Standard Contractual Clauses, or another transfer mechanism or safeguard recognized by applicable data protection law.
KSoul Travel retains personal data only for as long as reasonably necessary for the purposes for which it was collected, taking into account applicable legal obligations.
In particular:
Certain information may be retained for a longer period where necessary to comply with a legal obligation, resolve a dispute, or establish, exercise, or defend a legal claim.
KSoul Travel does not currently use solely automated decision-making processes that produce legal or similarly significant effects on users.
In particular, Design My Trip questionnaire responses are personally reviewed by KSoul Travel. Travel proposals and prices are not determined exclusively by an automated algorithm.
KSoul Travel services are intended for individuals aged 18 or over.
KSoul Travel does not intentionally collect personal data directly from minors independently using its services.
An adult customer may nevertheless provide limited information concerning the ages or needs of minors participating in a family trip where such information is necessary to properly plan the trip.
Users are requested not to provide identifying information concerning minors unless such information is necessary for the requested service.
Subject to the conditions and limitations established by the GDPR, individuals may have the right to:
To exercise these rights, please contact:
info.ksoultravel@gmail.com
Individuals also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali).
The website uses or may use cookies and similar technologies.
Detailed information concerning the categories of cookies used, their providers, purposes, duration, and the methods available to accept, refuse, or withdraw consent will be provided in the Cookie Policy.
Where consent is required, the relevant tracking technologies will not be activated before the user has made the appropriate choice.
Users will also be able to manage or change their cookie preferences in accordance with applicable law.
KSoul Travel may update this Privacy Policy from time to time to reflect changes in applicable law, technology, business practices, or the services offered.
The updated version will be published on the website and will indicate the date of the latest revision.
Where changes are material, KSoul Travel will take appropriate steps to inform affected individuals where required.
For questions regarding this Privacy Policy, the processing of personal data, or the exercise of data protection rights, please contact:
KSoul Travel
Oumaima Ouadoudi
Italy
VAT Number: 12833180016
Italian Tax Code: DDOMMO02B59Z330A
Email: info.ksoultravel@gmail.com
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