Privacy Policy
Emerald Moments Travel, LLC
Effective Date: August 10, 2026
Last Updated: August 10, 2026
Emerald Moments Travel, LLC (“Emerald Moments Travel,” “EMT,” “we,” “us,” or “our”) respects your privacy and the trust you place in us when you share information about yourself and your travel plans.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit emeraldmomentstravel.com, submit a travel inquiry, work with us to plan or manage travel, inquire about a Hosted Journey, subscribe to our email newsletter, or otherwise interact with Emerald Moments Travel.
By using our website or providing information to us, you acknowledge the practices described in this Privacy Policy.
1. Information We Collect
The information we collect depends on how you interact with Emerald Moments Travel and the services you request.
Travel Inquiry and Client Information
Emerald Moments Travel uses forms provided through Tern, a travel-advisor client relationship and trip-management platform, for travel inquiries, Hosted Journey inquiries, and other travel-planning workflows.
A Tern form may appear directly within the Emerald Moments Travel website, but information entered into that form is submitted to and processed through Tern rather than through a Squarespace form.
Depending on the form and the services you request, we may collect information such as:
Name
Email address
Telephone number
City and state
Preferred departure airport
Number of travelers
Travel dates and date flexibility
Destinations or travel experiences of interest
Expected trip length
Approximate travel budget or investment range
Travel preferences
Prior travel experience
Interests and priorities for a trip
Special occasions
Airfare needs
Loyalty or frequent-traveler information
Information about existing reservations
Mobility or accessibility considerations
Dietary requests
Questions, comments, and other information you choose to provide
If you become a client or move further into the planning and booking process, additional traveler information may be required. Depending on the trip, this may include:
Full legal name
Date of birth
Gender or other information required by a travel Supplier
Citizenship or nationality
Passport information
Passport expiration date
Known Traveler Number
Redress Number
Cruise-line, airline, hotel, or other loyalty numbers
Emergency-contact information
Dietary requirements
Mobility or accessibility requirements
Information required by airlines, cruise lines, tour operators, hotels, government authorities, or other travel Suppliers
Some of this information may be considered sensitive personal information under applicable law.
Tern states that it uses encryption for data in transit and at rest and applies additional protection to sensitive information such as passport data.
Please do not send full payment-card numbers, passport images, detailed medical records, Social Security numbers, or other highly sensitive information through ordinary email or an unrestricted text field unless Emerald Moments Travel specifically instructs you to use an appropriate method.
When sensitive information is required, we may direct you to Tern, a travel Supplier’s secure system, a payment processor, or another appropriate platform.
Information About Other Travelers
When you provide information about a spouse, family member, friend, group participant, or other traveler, you represent that you have authority to provide information reasonably necessary for us to assist with the requested travel.
Please share only information that is relevant to planning, booking, or servicing the trip.
Payment Information
Travel payments, professional planning fees, deposits, and other transactions may be processed through Tern, Stripe, our host agency, a travel Supplier, or another approved payment system.
Emerald Moments Travel may receive information about the transaction, such as the amount, payment status, transaction date, or limited payment details necessary to identify the payment.
Payment processors and travel Suppliers may collect and process payment-card information under their own privacy and security practices.
We do not ask visitors to submit complete payment-card information through a general website inquiry form.
Sensitive Traveler Information
Travel sometimes requires information that would not ordinarily be needed for other types of services.
Depending on the journey, this may include:
Passport information
Citizenship or nationality
Date of birth
Traveler identification numbers
Payment information
Mobility or accessibility needs
Dietary requirements
Health-related travel requirements
Emergency-contact information
Other information required by travel Suppliers or government authorities
We use this information only as reasonably necessary to:
Research or provide travel services
Reserve travel
Communicate traveler requirements to Suppliers
Meet government or Supplier requirements
Service the trip
Respond to issues arising in connection with the trip
Carry out another purpose the traveler authorizes
Where applicable law requires specific consent before certain sensitive information may be processed, we will seek that consent as required.
We encourage travelers to avoid sending sensitive information through ordinary email when a more appropriate secure method is available.
2. How We Use Personal Information
We may use personal information to:
Respond to travel inquiries
Determine whether our services appear to fit a prospective client’s travel needs
Prepare for discovery conversations
Research and recommend travel experiences
Develop proposals and itineraries
Reserve and manage travel
Coordinate cruises, tours, hotels, flights, transfers, excursions, and related arrangements
Communicate with travel Suppliers
Manage deposits, payment deadlines, and final payments
Track booking requirements and deadlines
Communicate dietary, accessibility, bedding, mobility, or other traveler requests to appropriate Suppliers
Prepare travel documents and pre-departure information
Provide support before, during, and after travel
Manage Hosted Journeys and group travel
Manage Hosted Journey inquiries and waitlists
Maintain information about client preferences that may help with future travel
Provide customer service
Respond when travel plans change
Improve our website, services, and client experience
Understand website traffic and usage
Measure marketing effectiveness
Protect against fraud, abuse, security incidents, or unauthorized transactions
Meet accounting, tax, recordkeeping, regulatory, contractual, or legal requirements
Resolve disputes
Enforce our agreements
Send marketing communications when you have chosen to receive them
Carry out another purpose you request or authorize
We seek to collect only information reasonably related to the services we provide and the operation of our business.
3. How We Share Personal Information
Travel planning requires us to share certain information with companies and organizations involved in providing or supporting the travel you request.
We do not sell or rent client or prospective-client contact information to unrelated businesses for their own marketing purposes.
We may disclose information to the following categories of recipients.
Travel Suppliers
Travel Suppliers may include:
Cruise lines
Tour operators
Airlines
Hotels and resorts
Rail operators
Transfer companies
Ground-transportation providers
Rental-car companies
Excursion providers
Destination-management companies
Local guides
Travel-protection or insurance providers
Other companies providing travel-related services
We share information reasonably necessary to research, reserve, administer, or support the services you request.
Once information is provided to an independent Supplier, that Supplier’s own privacy policy, terms, systems, and legal obligations may apply.
PTN Travel Network and Professional Travel Partners
Emerald Moments Travel is an independent affiliate of PTN Travel Network, a Virtuoso member agency.
We may use systems, support services, preferred partnerships, booking channels, or other professional resources made available through our host agency or travel network when necessary to research, reserve, manage, or support your travel.
Information may therefore be shared with or processed through PTN Travel Network or related professional travel systems when reasonably necessary to provide the requested services.
Technology and Business Service Providers
We use third-party services to operate Emerald Moments Travel.
Our primary technology providers currently include:
Squarespace — website hosting and website operation
Tern — travel inquiry forms, client relationship management, traveler information, trip planning, itineraries, communications, and related travel workflows
Kit — newsletter subscriptions and email marketing
Google Analytics — website traffic and usage analytics, if enabled
Payment-processing and accounting services used to process authorized transactions or maintain business records
We may add, replace, or discontinue providers as our business needs change.
These providers may process information necessary to perform the services we have engaged them to provide.
Legal, Safety, and Business Requirements
We may disclose personal information when we reasonably believe doing so is necessary to:
Comply with applicable law or regulation
Respond to a subpoena, court order, governmental request, or legal process
Protect the rights, property, or safety of Emerald Moments Travel, our clients, Suppliers, or others
Investigate fraud or unlawful activity
Address security concerns
Establish, exercise, or defend a legal claim
Enforce an agreement or policy
If Emerald Moments Travel is involved in a merger, acquisition, sale of assets, restructuring, or similar business transaction, relevant business records may also be transferred as permitted by applicable law.
4. Sale of Personal Information and Advertising
Emerald Moments Travel does not sell personal information for money.
We do not sell client lists, prospective-client information, traveler information, or newsletter subscriber lists to unrelated businesses for their own direct marketing.
Some privacy laws define terms such as “sale,” “sharing,” or “targeted advertising” more broadly and may include certain uses of advertising or tracking technologies even when money does not change hands.
If Emerald Moments Travel later uses technology that creates additional rights under applicable privacy law, we will provide any notice or choices required by that law.
5. Email Communications
Emerald Moments Travel uses Kit to manage newsletter subscriptions and marketing email.
When you voluntarily subscribe to the Emerald Moments Travel newsletter, the information requested through the Kit signup form—typically your name and email address—is submitted to and processed through Kit.
Kit provides forms and subscriber-management tools for email newsletters and maintains its own privacy and data-processing practices.
You may receive marketing emails when you:
Subscribe to our newsletter
Join a marketing or Hosted Journey interest list through a newsletter signup process
Request a resource when the signup clearly states that email communication is included
Otherwise ask or authorize us to send marketing email
Submitting a Tern travel inquiry alone does not add you to our marketing email list.
Marketing communications may include:
Travel insights
River-cruise information
Destination ideas
Hosted Journey announcements
New travel opportunities
Emerald Moments Travel news
Educational resources
You can unsubscribe at any time using the unsubscribe mechanism included in our marketing emails.
Unsubscribing from marketing communications does not prevent us from sending non-marketing communications needed to respond to or service:
A travel inquiry
An active client relationship
A reservation
A Hosted Journey inquiry
A payment
Travel documentation
A schedule or itinerary change
A traveler-service issue
Another transaction or service you requested
The CAN-SPAM Act requires commercial email senders to provide recipients with an effective way to stop future marketing messages.
6. Cookies and Similar Technologies
The Emerald Moments Travel website is hosted through Squarespace.
When you visit the website, Squarespace and any analytics tools we enable may automatically receive technical and usage information such as:
Internet Protocol (IP) address
Browser type
Device type
Operating system
Pages viewed
Referring website or traffic source
Date and time of a visit
Links clicked
Website interactions
Approximate geographic information derived from an IP address
Other technical information associated with use of the website
Squarespace and other services used on our website may use cookies or similar technologies.
These technologies may help:
Securely deliver the website
Make website features function
Remember preferences
Understand website traffic
Measure how visitors interact with pages
Evaluate website and marketing performance
Operate embedded third-party services
Some cookies are necessary to operate the website. Other cookies may relate to analytics or performance.
Squarespace allows site owners to provide a cookie-consent banner and options for visitors to decline non-essential cookies, including when Google Analytics is connected.
We may also use Google Analytics or similar analytics tools to understand website traffic, visitor behavior, and the effectiveness of our website and marketing.
Where appropriate or required by applicable law, Emerald Moments Travel may provide visitors with choices regarding non-essential cookies or similar technologies.
You may also control certain cookies through your browser settings. Blocking some cookies may affect website functionality.
Some browsers offer a “Do Not Track” signal. Because there is not currently a universally accepted standard for responding to Do Not Track signals, our website may not respond to them in all circumstances. You may control certain cookies through the cookie-management options provided on our website and through your browser settings. Third-party services used on our website may collect information according to their own privacy practices.
Emerald Moments Travel does not use Squarespace forms to collect travel inquiries.
Embedded third-party services, including Tern and Kit, may receive technical information necessary to display, secure, and operate their services.
7. Third-Party Websites and Services
Our website may contain links to or embedded services provided by third parties, including:
Cruise lines
Tour operators
Airlines
Hotels
Virtuoso
PTN Travel Network
Tern
Kit
Travel-protection providers
Social-media platforms
Payment processors
Other travel or business partners
Emerald Moments Travel does not control the privacy practices of independent third parties.
When you provide information directly to another company or leave our website to visit another website, that organization’s privacy policy and terms may apply.
We encourage you to review the privacy information provided by companies with which you interact.
8. Data Retention
We retain personal information for as long as reasonably necessary for the purposes for which it was collected and for legitimate business, contractual, and legal needs.
Retention periods may vary based on the type of information involved.
We may retain information in order to:
Respond to inquiries
Plan and service travel
Support ongoing client relationships
Remember useful travel preferences
Maintain records of reservations and transactions
Meet Supplier requirements
Maintain accounting and tax records
Resolve disputes
Protect against fraud
Meet insurance, contractual, regulatory, or legal requirements
Exercise or defend legal rights
Information associated with a client relationship may be retained for future travel because knowledge of a client’s prior trips and preferences can help us provide more personal service.
When information is no longer reasonably needed, we may delete, anonymize, archive, or securely dispose of it, subject to applicable legal and operational requirements.
You may contact us if you would like us to review information retained about you.
9. Data Security
Emerald Moments Travel takes reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, disclosure, loss, alteration, or misuse.
We also rely on the security measures maintained by the technology providers, host agency, payment processors, and travel Suppliers that process information as part of providing their services.
No website, database, email system, electronic transmission, or storage system can be guaranteed to be completely secure.
For that reason, we cannot promise absolute security.
If you believe information provided to Emerald Moments Travel has been compromised, please contact us promptly.
10. Your Choices and Privacy Rights
You may contact Emerald Moments Travel to:
Ask about personal information we maintain about you
Request correction of inaccurate information
Request deletion of certain information
Update your contact information
Update communication preferences
Unsubscribe from marketing email
Ask questions about how we use your information
We may need to verify your identity before acting on certain requests.
We may also need to retain information despite a deletion request when reasonably necessary to:
Complete or service a transaction
Maintain active travel arrangements
Keep legally required records
Meet tax or accounting requirements
Prevent fraud
Resolve a dispute
Establish, exercise, or defend legal rights
Meet other lawful obligations
Depending on your state or country of residence and whether an applicable privacy law applies to Emerald Moments Travel, you may have additional rights regarding personal information.
These may include rights to request:
Access to personal information
Correction
Deletion
A portable copy of certain information
Information about categories of information collected or disclosed
Opt-out from certain types of sale, sharing, or targeted advertising
Where applicable law provides you with a privacy right, Emerald Moments Travel will respond as required by that law.
We will not discriminate against you for exercising a privacy right available under applicable law.
11. Children’s Privacy
The Emerald Moments Travel website is intended for adults and is not directed toward children under 13.
We do not knowingly solicit personal information online directly from children under 13.
Parents, guardians, or other authorized adults may provide information about minor travelers when that information is reasonably necessary to plan or reserve family travel.
In those cases, we rely on the responsible adult to provide appropriate information on behalf of the minor.
If you believe a child under 13 has submitted personal information directly to us without appropriate parental or guardian involvement, please contact us so that we may address the information appropriately.
12. International Travel and International Data Transfers
Travel frequently involves Suppliers, service providers, systems, or governmental authorities outside the United States.
When you ask Emerald Moments Travel to arrange international travel, information necessary for your trip may need to be transmitted to or accessed by organizations in other countries.
For example, your information may need to be provided to:
An international airline
A cruise line
A foreign hotel
A tour operator
A destination-management company
A transfer provider
A local guide
Border, immigration, customs, or other governmental authorities
Technology systems used by those organizations
Privacy and data-protection laws in those countries may differ from those in the United States.
By requesting international travel services, you understand that information reasonably necessary to research, reserve, administer, or support those services may need to be transmitted internationally, subject to applicable law.
13. Travel Documents and Government Requirements
Government authorities and travel Suppliers may require traveler information as a condition of transportation, entry, lodging, participation, security screening, or other travel services.
Emerald Moments Travel may collect or transmit such information when necessary to facilitate the travel you have requested.
Government authorities, airlines, cruise lines, and other Suppliers control their own collection, retention, and use of information once it is submitted to them.
Their own privacy policies, regulations, and legal requirements may apply.
14. Changes to This Privacy Policy
We may update this Privacy Policy when our:
Website changes
Technology providers change
Travel-planning systems change
Business practices change
Services change
Legal or regulatory obligations change
When we update the Policy, we will revise the Last Updated date at the top.
If applicable law requires additional notice or consent for a material change affecting information already collected, we will provide that notice or seek consent as required.
15. Contact Us
If you have questions about this Privacy Policy, our privacy practices, or personal information related to you, please contact:
Emerald Moments Travel, LLC
Website: emeraldmomentstravel.com
Email: beccawest [at] emeraldmomentstravel [dot] com
Please include enough information for us to understand and respond to your request, but do not send highly sensitive traveler information through ordinary email unless we ask you to do so.