Cotrav runs the guest travel desk for XXII INQUA Congress 2027. This page explains, in plain language, what personal data we collect from guests to arrange stays and transport, how we use it, and the choices you have.
We ask for what's required to book your stay and transport — nothing beyond that.
Every connection to this portal runs over HTTPS; payments go straight to our payment gateway, never through our own servers.
Your details are never sold, rented or handed to advertisers. We only share what's needed to fulfil your booking.
Ask us to access, correct or delete your data at any time — write to inqua@cotrav.co and we'll act on it.
We handle guest data in line with India's Digital Personal Data Protection Act, 2023.
This Privacy Policy is published by Cotrav ("we", "us", "our"), which operates the official guest travel desk for XXII INQUA Congress 2027 in Lucknow, India — handling hotel stays and ground transport for invited guests on the organiser's behalf.
This policy applies to anyone whose personal data we process through this booking portal: invited guests, the accompanying guests they book for, and the primary contact on any cab-only booking.
We collect data you provide directly when booking, plus a small amount your device sends automatically. For a guest already known to the event organiser, some of these fields may already be filled in for you.
An uploaded ID document (for hotel check-in verification) is stored encrypted and is only ever used to fulfil that booking.
Every use below exists to get your booking made, confirmed, and honoured at check-in — we don't use your data for anything beyond that without asking first.
| Purpose | Data used |
|---|---|
| Verifying your invitation and preventing duplicate bookings | Registration ID / URN, name, email |
| Booking your hotel room and pricing it correctly | Stay dates, room & occupancy choice |
| Booking airport transfers & cab packages | Flight details, pickup/drop points, passenger count |
| Hotel check-in verification | Government ID reference, address |
| Processing payment | Amount due — card/UPI details never reach us |
| Sending your confirmation, voucher & invoice | Email address, WhatsApp number |
| Customer support | Booking reference, contact details |
| Keeping this portal secure | Session cookie, IP address |
We don't sell your data. It's shared only with the parties below, and only as far as needed to deliver your booking.
This portal uses one small, essential cookie to remember that your invitation was verified, so you don't have to re-verify it on every page of the booking flow. It carries no personal data itself, expires automatically after a few hours, and is never used for advertising or cross-site tracking.
Your browser may also keep a short-lived local copy of your in-progress booking (room choices, guest details you've typed) so you don't lose your place if you refresh the page. That copy stays on your device and is cleared once your booking is complete.
We keep your booking data for as long as needed to deliver your stay and transport, handle any support request about it, and meet our tax and accounting obligations (GST invoicing typically requires records to be kept for several years under Indian law).
After that period, data is deleted or anonymised. You can ask us to delete your data sooner — see Your rights below — though we may need to keep what tax law requires us to retain.
No system is perfectly secure, but we design this portal to keep your data protected at every step, and we review it as the product evolves.
You can ask us at any time to:
Write to inqua@cotrav.co with your booking reference and we'll respond as quickly as we can.
This portal is built for Congress attendees and their accompanying guests, and isn't directed at children. The primary guest on any booking must be at least 18 years old — the same requirement already stated on every booking voucher. We don't knowingly collect data from children through this portal.
If we change how we collect or use your data, we'll update this page and revise the "Last updated" date at the top. For significant changes, we'll aim to let guests know directly where we can.
The same cancellation schedule already shown to you for cab/transport packages during booking also applies to your hotel stay:
| When you cancel | Charge on the base fare |
|---|---|
| Up to 10 January | No cancellation charge |
| 11 January to 20 January | 50% of the base fare |
| After 20 January | 100% of the base fare |
"Base fare" means the quoted price of the hotel package or transport package itself — before GST, and before any extra usage charges, which were never collected upfront in the first place.
The exact refundable amount for a given cancellation is confirmed following internal review before it's processed, and is credited back to the original payment method. Write to inqua@cotrav.co with your booking reference for a status update on any refund.
Questions about this policy or your data are always welcome.
