Privacy Policy

1. Information We Collect

Information is collected directly from you when you submit a form, correspond with the ranch or arrange a service, and automatically when you use the website.

• Contact and inquiry details: name, email address, phone number, country and the information included in your message.
• Reservation, eligibility and riding details: preferred dates, length of stay, group size, transport needs, each rider’s name, age, current body weight, height where volunteered, riding history, recent frequency, ability at different paces, open-country and unfamiliar-horse experience, disciplines, and relevant physical limitations or safety information.
• Emergency contact details: for Trail Ride requests, the contact’s name, relationship to the rider or party and mobile number, supplied by an authorised adult for safety and emergency communication.
• Residential pre-arrival details: if a Riding Holiday request advances, the Ranch may separately request each staying guest’s full legal name, date of birth, nationality, country of residence, emergency contact and limited passport or national-identity particulars where reasonably required for guest registration, accommodation operations or applicable law. The public request form does not ask for these identity particulars or for an identity-document image.
• Electronic consent record: Ranch booking reference, named riders, the exact declaration and acknowledgement wording accepted, accepted terms version and URL, consent timestamp, submitted answers and the form processor’s submission record.
• Technical and usage information: the website and its providers may process IP address, browser or device information, referring pages, pages viewed and similar activity as part of delivery, security and measurement. The rider forms do not add separate hidden IP-address or user-agent collection fields.
• Transaction information: where payment is arranged, relevant transaction details may be handled by a third-party payment provider. The Ranch does not request payment-card details through its inquiry or reservation forms.

2. How We Use Information

Information is used only where connected with a clear guest, operational or legal purpose.

• Responding to inquiries, conducting preliminary eligibility review, preparing an on-site assessment and assessing the practical requirements of a reservation.
• Preserving an auditable record of the rider information, declaration, risk acknowledgement and versioned terms accepted with a request.
• Planning riding, accommodation, transfers and other agreed services, including decisions concerned with rider and horse welfare.
• Completing residential guest registration, confirming identity where reasonably required, meeting applicable accommodation or legal obligations, and contacting a nominated person in an emergency.
• Managing records, payments, service communications and customer support.
• Improving website performance, understanding audience use and measuring communications or advertising.
• Sending promotional communication where consent has been given, and complying with applicable legal obligations.

3. Cookies, Analytics and Advertising

The website uses essential technologies required for delivery, security, navigation, request forms and saving privacy choices. These remain available because the site cannot provide the requested functions without them.

Optional technologies are controlled through the Privacy choices panel. Google Analytics is used, with IP anonymisation configured, to understand website use and measured enquiry journeys. Meta Pixel is used to measure visits and advertising effectiveness. Analytics and advertising technologies are not initialised unless the relevant category is allowed.

On your first visit, you can accept all optional cookies, reject them, or choose by category. You can reopen Privacy choices at any time to revise or withdraw your selection. Rejecting optional cookies does not prevent you from browsing the website or submitting a request form, although analytics attribution and campaign measurement will be limited.

Tilda supports website delivery and may record a cookieless visit estimate for internal statistics when Analytics is not allowed. Browser or device controls may provide additional ways to limit cookies, but they do not replace the choices available on this website.

4. Service Providers and International Processing

Vonfidel Ranch does not sell or rent personal information. Information may be processed by service providers that support the website and ranch operations, including Tilda for website infrastructure, Formspree for inquiry and reservation form delivery, Google Analytics, Meta Pixel, and payment or operational providers where relevant.

Some providers may process information outside Sri Lanka according to their infrastructure and service terms. Vonfidel Ranch limits disclosure to what is reasonably required for the relevant service and expects providers to apply appropriate safeguards.

Passport or national-identity particulars are not collected through the public Riding Holiday request form. If they are required after a request advances, the Ranch will provide a separate secure pre-arrival method. Guests should not send identity-document images or identity particulars through ordinary email or WhatsApp.

5. Retention and Security

Personal information is retained only for as long as reasonably necessary to manage an inquiry or reservation, assess and deliver riding safely, maintain the accepted consent record, resolve disputes, protect the website, or meet legal and accounting requirements. Emergency-contact details are used only for the connected request or service and are not used for marketing. Identity particulars collected for a residential stay are kept separately from the public enquiry record and retained only for the operational or legal period that justifies them. Accepted rider terms are versioned so the wording actually agreed is preserved rather than silently replaced. Retention periods for Formspree, analytics and advertising data may also depend on the settings and terms of the relevant provider.

Reasonable technical and organisational measures are used to reduce the risk of unauthorised access, loss, misuse or disclosure. No internet transmission or storage system can be guaranteed to be completely secure.

6. Your Rights and Choices

Subject to applicable law and any necessary identity verification, you may contact Vonfidel Ranch to:

• Ask what personal information is held about you.
• Request correction of inaccurate or incomplete information.
• Request deletion or restriction where the information is no longer required or another applicable ground exists.
• Withdraw consent to promotional communication or raise a concern about how information is handled.
• Reopen Privacy choices to change or withdraw permission for Analytics or Advertising technologies.

7. Information About Children

The website is not directed to children. A rider must be at least 12 under the Ranch’s current riding rules. Where an adult provides information about a rider aged 12 to 17, that adult must be the parent or legal guardian, or otherwise have appropriate authority, and the minor rider must be accompanied as required by the relevant service. Contact the Ranch if information has been submitted without appropriate authority.

8. Changes to This Policy

This policy may be updated when services, website technologies or legal requirements change. The revision date shown above identifies the current published version.

9. Contact

For a privacy request or question about the ranch's information practices, contact Vonfidel Ranch directly.