At Loop the Map, we respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, how we use it, how we protect it, and your rights regarding your personal data.
By using our website or contacting us for our travel services, you acknowledge the practices described in this Privacy Policy.
We may collect personal information that you provide when you contact us, request a quotation, make a booking, or use our services. This may include:
We only collect information that is reasonably necessary to provide and improve our services.
Information may be collected through:
We may use your information to:
We will not use your personal information for unrelated purposes without appropriate consent where required.
Where payments are processed through third-party payment providers, your payment information may be handled directly by the relevant payment processor in accordance with its own privacy and security policies.
Loop the Map does not sell or commercially trade clients’ payment information.
We may share relevant information with trusted third-party service providers where necessary to deliver the services you request.
These may include:
We only share information that is reasonably necessary for the relevant service.
We do not sell or rent your personal information to third parties.
We take reasonable steps to protect the personal information we hold against unauthorised access, loss, misuse, alteration, or disclosure.
Information may be stored on secure and encrypted cloud-based systems, with access restricted to authorised team members and service providers who require the information to perform their responsibilities.
However, no online system can be guaranteed to be completely secure.
Our website may use cookies and analytics technologies to understand how visitors use ourwebsite and to improve its performance and user experience.
These technologies may collect information such as:
You may be able to manage or disable cookies through your browser settings.
As Loop the Map serves clients globally and works with travel suppliers in different countries, personal information may sometimes be processed or transferred across national borders where necessary to arrange your requested services.
We take reasonable steps to ensure that information is handled appropriately when shared with service providers.
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including fulfilling bookings, maintaining business records, resolving disputes, and meeting applicable legal or accounting requirements.
Depending on applicable law, you may have the right to:
Our website may contain links to third-party websites, including hotels, activity providers, payment platforms, or other travel-related services.
Loop the Map is not responsible for the privacy practices or content of external websites. We recommend reviewing the privacy policies of any third-party website you visit.
We may update this Privacy Policy from time to time to reflect changes to our services, website, or legal requirements.
Any updated version will be published on this page with a revised Last Updated date.
These Terms & Conditions apply to the use of our website and the travel-related services we arrange for our clients.
By requesting, confirming, or using our services, you agree to these Terms & Conditions.
Loop the Map provides travel planning and related services, which may include:
Services are subject to availability and confirmation by the relevant supplier.
Our services are available to individuals aged 18 years or older and to businesses and organisations.
Clients are responsible for ensuring that all travellers meet any applicable entry, visa, health, age, or activity requirements relevant to their journey.
Loop the Map serves clients internationally, with its primary operations based in Sri Lanka.
All prices and availability are subject to change until a booking has been confirmed.
Prices may vary due to changes in:
Any confirmed booking will be subject to the price stated in the applicable quotation or confirmation, except where changes are required due to circumstances outside our reasonable
control.
Clients may cancel a confirmed service or booking subject to the following conditions:
Cancellation 7 or More Days Before the Scheduled Service
Clients who cancel at least 7 days before the scheduled service date may be eligible for a full refund, subject to any supplier-specific cancellation conditions communicated at the time of booking.
Cancellation Less Than 7 Days Before the Service
Cancellations made less than 7 days before the scheduled service may be subject to partial refunds or applicable supplier charges.
The amount refunded may depend on the services already arranged, work completed, and cancellation charges imposed by third-party suppliers.
A 30% booking deposit may be required to secure services.
The deposit is refundable, subject to the cancellation terms applicable to the booking and any non-recoverable charges imposed by third-party suppliers.
Specific payment and refund conditions may be stated in the individual booking confirmation.
Partial refunds may be considered on a case-by-case basis, depending on:
Where a service has already been provided, the corresponding amount may not be refundable.
Refunds will generally not be provided for:
Exceptions may be considered where circumstances are genuinely beyond the client’s control and where supplier policies allow.
Clients may request to reschedule a confirmed service once without a rescheduling penalty, provided the request is made at least 72 hours in advance.
Rescheduling remains subject to availability.
Where appropriate, Loop the Map may offer a travel credit instead of a refund. Unless otherwise stated, credits will be valid for 3 months from the original service date.
Loop the Map may arrange services provided by independent third parties, including hotels, transport companies, guides, activity operators, restaurants, and other travel suppliers.
While we work with trusted service providers, these services remain subject to the supplier’s own terms, availability, operating conditions, and safety requirements.
Travel arrangements may occasionally need to be changed due to weather, road conditions, operational issues, supplier changes, safety concerns, or other circumstances beyond our reasonable control.
Where possible, Loop the Map will inform clients of significant changes and assist with reasonable alternatives.
Clients are responsible for providing accurate and complete information required for their booking.
This may include:
Clients should also provide timely responses and feedback when required to finalise travel
arrangements.
Clients are responsible for ensuring that they hold valid passports, visas, travel insurance, permits, and other documents required for their journey.
Where Loop the Map provides general travel information, clients should verify requirements with the relevant authorities before travelling.
Certain activities may involve physical activity, outdoor environments, water, wildlife, altitude, or other inherent risks.
Clients are responsible for following safety instructions provided by guides, operators, and service providers.
Age, fitness, health, height, weight, swimming ability, or other restrictions may apply to certain activities.
Loop the Map may recommend alternative activities where a particular experience is unsuitable for a traveller.
Loop the Map will not be responsible for failure or delays caused by circumstances beyond our reasonable control.
These may include:
Refunds or alternative arrangements in such circumstances will depend on the policies of the relevant suppliers.
All website content belonging to Loop the Map, including text, branding, graphics, photographs, designs, and other materials, is protected by applicable intellectual property laws.
Clients may not reproduce, distribute, modify, or commercially use our content without prior written permission.
Clients are also responsible for ensuring that any content, images, documents, or materials they provide to us do not infringe the intellectual property rights of others.
We make reasonable efforts to ensure that information provided through our website and travel proposals is accurate and up to date.
However, travel information, prices, schedules, availability, opening hours, weather conditions, and supplier services may change.
We cannot guarantee specific outcomes, experiences, wildlife sightings, weather conditions, or availability of particular services.
Loop the Map will take reasonable care when arranging travel services but cannot be held responsible for circumstances arising from the independent actions, omissions, delays, cancellations, or failures of third-party suppliers beyond our reasonable control.
Our responsibility is limited to the services we directly provide and the obligations applicable to our role as a travel service provider or intermediary
We encourage clients to contact us as soon as possible if they experience an issue during their booking or travel arrangements so that we have an opportunity to assist.
Any dispute should first be addressed through good-faith discussion and mediation between the parties before further legal action is considered.
Governing law and jurisdiction: Sri Lanka.
Loop the Map may update these Terms & Conditions when necessary to reflect changes to our services, business practices, or applicable requirements.
The latest version will always be published on this page with the updated date.
For questions regarding these Terms & Conditions or any of our services, please contact Loop The Map through the contact details provided on our website.
We are committed to providing transparent, professional, and reliable travel services while ensuring a safe and memorable experience throughout Sri Lanka.
