Privacy Policy

Effective Date: 15 August 2026

Travel Roots Pvt Ltd (“Travel Roots”, “we”, “us”, or “our”) respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains what information we collect, why we collect it, how we use it, and the limited circumstances in which your information may be shared when you use our website, contact us, submit an inquiry, or request our travel and visa-related services.

By using our website or providing your information to Travel Roots, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

Depending on the service you request, we may collect information such as:

Full name
Contact number
Email address
Residential or contact details
Passport details
Travel dates
Intended destination
Purpose of travel
Visa category
Travel history and relevant visa information
Employment or business information where required for a visa application
Financial or supporting information where required for the relevant visa application
Documents and supporting evidence provided by you
Any other information that is reasonably required to provide the requested travel or visa service

We may also collect information you voluntarily provide when communicating with us through our website, WhatsApp, telephone, social media, email, or other communication channels.

2. Why We Collect Your Information

Travel Roots collects personal information primarily to assist you with your travel and visa requirements.

We may use your information to:

Understand your travel requirements
Assess the services you may require
Provide visa consultation and guidance
Assist with visa application preparation
Review and organize supporting documents
Process travel-related requests
Arrange air tickets, hotels, tours, and other travel services
Communicate with you regarding your inquiry or application
Provide updates regarding your requested service
Contact you regarding information relevant to your travel requirements
Provide useful travel-related information and updates
Improve our customer service and internal processes
Maintain appropriate records relating to services provided

We only seek to collect information that is reasonably relevant to the service or assistance you have requested.

3. Use of Information for Travel Assistance

Information provided to Travel Roots may be used to understand your individual circumstances and provide more relevant travel or visa guidance.

For example, information relating to your destination, travel purpose, previous travel, employment, or supporting documents may be necessary to determine what information or documentation is relevant to your application.

Our purpose is to help you make informed travel decisions and assist you with the application or travel process.

4. Sharing of Personal Information

Travel Roots treats customer information as confidential.

We do not sell, rent, trade, or otherwise share your personal information with individuals, companies, organizations, or third parties for their own marketing or commercial purposes.

Your personal information may only be shared where reasonably necessary to provide the travel or visa service you have requested.

This may include sharing relevant information or documents with:

VFS Global, where applicable to the relevant visa application or submission process
The relevant embassy, high commission, immigration authority, or government authority, where required for the visa or travel application
Relevant service providers or authorities where such disclosure is necessary to complete a service specifically requested by you

We will only provide information that is reasonably necessary for the relevant purpose.

5. No Unauthorised Sale of Personal Information

Travel Roots does not sell customer databases or personal information to third parties.

We do not use your personal information as a commercial product or provide customer information to unrelated organizations for marketing purposes.

Our primary purpose in collecting your information is to provide the travel assistance, consultation, application support, and related services you have requested.

6. Communication With You

We may contact you using the contact details you provide to:

Respond to your inquiry
Arrange or conduct a consultation
Request documents or additional information
Provide updates regarding your application
Discuss travel arrangements
Clarify information provided by you
Provide information relevant to your requested travel services

Where appropriate, we may also send useful travel-related information, service updates, or information that may be relevant to your travel interests.

You may contact us if you do not wish to receive non-essential marketing or promotional communications.

7. Documents Provided for Visa Applications

Visa applications may require sensitive personal and supporting documentation.

If you provide documents to Travel Roots for the purpose of visa consultation or application assistance, we will use those documents for the purpose for which they were provided.

This may include reviewing, organizing, scanning, copying, submitting, or communicating the relevant information to the appropriate visa application channel, VFS Global, embassy, high commission, immigration authority, or other relevant authority where necessary.

Customers should provide only genuine and accurate documents.

Travel Roots does not guarantee visa approval, as visa decisions are made solely by the relevant embassy, immigration authority, or government authority.

8. Accuracy of Information

Customers are responsible for ensuring that the information and documents they provide to Travel Roots are accurate, complete, and genuine.

If you discover that information you have provided is incorrect or incomplete, please notify us as soon as possible so that we can determine whether any correction or further action is required.

9. Data Security

Travel Roots takes reasonable steps to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

Access to customer information is limited to personnel who reasonably require the information to perform their responsibilities.

However, no method of electronic storage, communication, or transmission can be guaranteed to be completely secure. Therefore, while we take reasonable precautions, we cannot guarantee absolute security of information transmitted electronically.

10. Retention of Information

Travel Roots may retain customer information and documents for as long as reasonably necessary to:

Complete the requested service
Maintain appropriate business records
Handle follow-up enquiries
Meet applicable legal, regulatory, accounting, or operational requirements
Resolve disputes or address service-related matters

When information is no longer reasonably required, we will take appropriate steps to securely dispose of or delete it where practicable.

11. Third-Party Websites and Services

Our website or communications may contain links to third-party websites or services.

These third-party websites operate under their own privacy policies and terms.

Travel Roots is not responsible for the privacy practices, content, security, or policies of third-party websites.

We recommend reviewing the privacy policy of any third-party website before providing personal information.

12. Cookies and Website Data

Our website may use cookies or similar technologies to support website functionality, understand website usage, improve user experience, and measure the effectiveness of our digital marketing activities.

Where applicable, information collected through these technologies may include:

Browser or device information
Pages visited
General website interaction information
Approximate usage information
Referral or campaign information

Cookies do not change our commitment to protecting the personal information you provide directly to us.

13. Children’s Privacy

Our services are primarily intended for adults and individuals who are legally able to make travel and visa arrangements.

Where travel or visa services involve minors, information relating to the minor should be provided by or with the involvement of an appropriate parent, guardian, or authorised person.

14. Your Privacy Rights

Depending on applicable law, you may have rights relating to your personal information, including the ability to:

Request information about the personal data we hold about you
Request correction of inaccurate information
Ask us about how your information is being used
Request deletion of information where legally and operationally appropriate
Withdraw consent where processing is based on consent, subject to applicable limitations

To make a privacy-related request, please contact Travel Roots using the contact details provided below.

Some information may need to be retained where required for legal, regulatory, operational, or service-related purposes.

15. Changes to This Privacy Policy

Travel Roots may update this Privacy Policy from time to time to reflect changes in our services, business practices, technology, or applicable legal requirements.

The updated Privacy Policy will be published on this page with the revised effective date.

We encourage you to review this page periodically.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the way Travel Roots handles your personal information, please contact us.

Travel Roots Pvt Ltd

Address:
183 1/1, Galle Road,
Dehiwala, Sri Lanka

Telephone / WhatsApp:
+94 760 330 885
+94 777 333 696

Website:
travelroots.lk

Our Commitment

Travel Roots believes that your personal information should be handled responsibly and only for legitimate purposes.

Our commitment is simple:

We collect your information to help you with your travel and visa requirements, provide relevant assistance and information, and deliver the services you request. We do not sell or provide your personal information to unrelated individuals or organizations. Where information must be shared for an application, it is limited to the relevant parties such as VFS Global or the appropriate embassy, immigration authority, or government body.