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Last updated: 25 August 2026
At Experiencia Cafetera we run coffee journeys in the south of Quindío, Colombia, together with the coffee-growing families who live here. To host you properly we need to know a few things about you: your name, how to write to you, when you want to come, and anything we should keep in mind to look after you during the trip.
This page explains plainly what data we ask for, what we use it for, who we share it with, how long we keep it and what you can demand from us at any time. It is written in accordance with Law 1581 of 2012 and Decree 1074 of 2015, the Colombian regulations governing the right of habeas data. The supervisory authority is the Superintendency of Industry and Commerce (SIC).
This is the current and complete policy. It replaces the information published on our earlier Data protection page; if you find differences between the two, this page prevails.
The controller responsible for processing your personal data is:
We are a small company: requests about personal data are handled directly by our administration team, at the email address above.
We only ask for what we need in order to reply to you, put your trip together and comply with the law. These are the data we may process:
| Category | What it includes | Where it comes from |
|---|---|---|
| Identification and contact | First and last name, phone or WhatsApp number, email address, the country or city you write from, and the language you prefer. | You give it to us when you write to us or fill in a form on the website. |
| Message content | Everything you write to us on WhatsApp or by email and everything we reply: text, voice notes, photos and documents you choose to send. | The conversation itself. |
| Booking data | Tour or plan chosen, date, number of travellers, ages when minors are travelling, accommodation, pick-up point and time, and — where the tour, the accommodation or the invoice requires it — type and number of your ID or passport and your nationality. | You give it to us during the booking. |
| Trip preferences and needs | Dietary preferences (vegetarian, vegan, gluten-free), allergies, and any health or mobility condition you choose to tell us about so that we can adapt the walk, the transport or the food. | You give it to us voluntarily. |
| Payment data | Amount, date and status of the payment, and the receipt or transaction number from the payment link. We never see or store your full card number or its passwords: those are processed directly by the payment gateway. | The payment gateway and the receipts you send us. |
| Invoicing data | Whatever the Colombian tax authority (DIAN) requires in order to issue an electronic invoice, when you request one or when the law obliges us to issue it. | You give it to us. |
| Technical platform data | IP address, device and browser type, operating system, pages you visit and time spent on them, how you reached us (search engine, advertisement, third-party link), and cookie and measurement-tool identifiers. | Generated automatically when you browse the website or open a conversation from an advertisement. |
Allergies, dietary restrictions based on health or belief, and any medical or mobility condition are sensitive data under Law 1581 of 2012. In practice this means three things:
If you would rather not put it in writing, you can tell the guide on the day of the tour.
We process your personal data for these purposes and no others:
If we ever wanted to use your data for anything beyond the above, we would ask you first.
Most of our customer service happens over WhatsApp, on the number +57 311 4632328. For this we use the WhatsApp Business Platform, the business service provided by WhatsApp LLC, a company of the Meta Platforms, Inc. group.
It matters that you understand how this works:
You can read how Meta handles that information in the WhatsApp privacy policy: https://www.whatsapp.com/legal/privacy-policy
If you would rather not use WhatsApp, you can write to us at administracion@experienciacafetera.com or book@experienciacafetera.com. We will look after you just the same.
We will say it straight: some of the replies you receive on WhatsApp are generated by an automated assistant powered by artificial intelligence. It is there to answer you quickly at any hour about tours, prices, dates and availability, and to help you get your booking sorted. The rest of the conversation is written directly by the Experiencia Cafetera team.
About that assistant:
If you do not want us to keep writing to you, there is no form to fill in:
Please note that if you have a booking in progress we will keep sending you the messages that booking requires (confirmation, meeting time and place, last-minute changes), because they are part of the service you purchased. Once the trip is over, we stop writing.
If you also want us to delete your data, opting out is not enough: ask for it as explained under “Your rights and how to exercise them”.
We process your personal data on two grounds, depending on the case:
This is the general rule under Law 1581 of 2012. You give us that consent when you write to the company’s WhatsApp number, when you submit a website form having ticked the acceptance box, or when you reply to an email expressly accepting this policy. In every one of those cases this page is available to you before you decide, and the consent is recorded together with the date and the channel through which you gave it.
For sensitive data (allergies, health, mobility) and for commercial communications we ask for separate, explicit consent. You may refuse without it affecting your booking.
Consent can be withdrawn at any time by writing to our contact email. Withdrawal does not affect the lawfulness of what we did with your data beforehand, nor data we are legally required to keep.
When you book with us a contractual relationship comes into being, and there are data we simply cannot stop processing without breaching it: your name, your phone number, the date of the tour, the pick-up point, the payment. That processing is based on performance of the contract and on compliance with our legal obligations (accounting, tax and tourism registry). If you withdraw consent for those specific data, we will not be able to provide the service.
We do not sell your personal data. Ever. We share it only with those who need it for your trip to happen and to comply with the law:
| With whom | What they receive | What for |
|---|---|---|
| Tourism partners: coffee-growing families, accommodation, drivers, guides and restaurants. | The minimum for the day: your name, number of people, pick-up time and place and, where relevant, allergies or dietary restrictions. | To deliver the service you booked. |
| Payment gateway (Bold). | Transaction data and whatever you enter yourself on its payment platform. | To process the deposit or balance securely. |
| Technology providers: website hosting, email, conversation and automation tools, and backups. | The data each service needs in order to operate, under our instructions. | To keep the business running. |
| WhatsApp LLC / Meta Platforms, Inc. | Your number, your profile name and the metadata and content travelling through the platform; and, in campaigns, measurement events linked to the ads. | To provide the messaging service and measure advertising. |
| Google LLC (Google Analytics). | Website browsing data, mostly aggregated and pseudonymised. | To understand how the site is used and improve it. |
| Electronic invoicing and accounting: our invoicing technology provider and our accountant. | The tax data on the invoice. | To meet our obligations before the DIAN. |
| Public authorities: DIAN, SIC, Tourism Police, judicial and administrative authorities. | Strictly what is required. | To comply with a legal obligation or a formal request. |
Providers that process data on our behalf are required to keep it confidential and to use it only for what we have asked them to do.
Some of the services we use are operated by companies located outside Colombia — mainly in the United States and the European Union — including Meta Platforms, Inc. (WhatsApp) and Google LLC. This means that when you use WhatsApp to write to us, or when you browse our website, your data may be stored and processed on servers outside the country.
These international transfers and transmissions are based on:
If you would rather your data did not travel through WhatsApp’s infrastructure, write to us by email: we will look after you exactly the same, with no difference in service.
We do not keep data “just in case”. These are our retention periods:
| Type of data | How long we keep it |
|---|---|
| Conversations with people who enquired but did not book | Up to 12 months from the last message. |
| Conversations and contact details of customers | While the relationship is active and for up to 2 years after the last contact. |
| Booking, payment and invoicing data | 10 years, because of the accounting and tax obligations imposed by Colombian law. |
| Sensitive data (allergies, health, mobility) | Deleted once the trip is over, unless needed to deal with an incident that occurred during the activity. |
| Records of consent | For as long as the processing lasts, plus the time needed to prove we obtained it. |
| Technical and analytics data | According to the retention settings of each measurement tool. The reports we use are aggregated and do not identify you. |
Once the period is over, data is deleted or anonymised so that it can no longer be linked to you. If you ask us to delete it sooner, we will, unless there is a legal duty to keep it.
As the data subject, Colombian law grants you the right to:
Write to administracion@experienciacafetera.com — or on WhatsApp at +57 311 4632328 — telling us your full name, something that lets us identify you (the phone number or email you wrote from, or your booking date), what you are asking for, and how to reply to you. No special form and no lawyer required.
If your claim arrives incomplete, we will ask you to complete it within five (5) days; if two months pass without our receiving what is missing, we will take it that you have withdrawn the claim.
You may turn to the Superintendency of Industry and Commerce (www.sic.gov.co). Bear in mind that the law requires you to have first submitted the enquiry or claim to us: it is a precondition for the SIC to be able to examine the case.
We apply technical, human and administrative measures that are reasonable and proportionate to the size of our operation:
No system is infallible. Should a security incident affecting your data occur, we will inform you and report it to the Superintendency of Industry and Commerce, as the law requires.
Our services and our digital channels are aimed at people over 18. We do not ask for or collect data from minors directly, and our commercial WhatsApp number is not intended to be used by a minor without their parents.
When children or adolescents take part in a trip, we process only the indispensable data — name, age and, where relevant, allergies or health conditions — and it is always provided by the parent or legal guardian making the booking, who thereby authorises that processing. Those data are used solely for the safety and logistics of the trip, and are deleted once it ends.
Processing respects the best interests of the child and their fundamental rights, in accordance with Article 7 of Law 1581 of 2012.
We do not publish photographs in which a minor is identifiable (face and name together) on our website or on our social media.
If you believe we have received a minor’s data without the authorisation of their parent or legal guardian, write to administracion@experienciacafetera.com and we will delete it.
Our website uses cookies and similar technologies so that the site works (language, session, performance) and to understand in aggregate how it is browsed, using Google Analytics. If you arrive from a campaign, we may share measurement events with Meta — for example, that a conversation was opened — in order to know whether the ad worked.
You can block or delete cookies from your browser settings. If you block them, parts of the site may stop working as intended.
We may update this policy when our services, the tools we use or the applicable regulations change. When we do, we will publish the new version at this same address and change the “last updated” date shown at the top.
If a change substantially affects the purpose of the processing, or involves something that requires your consent, we will tell you through the channel we are using to communicate with you before applying it.
We recommend checking this page from time to time. The date in the heading always tells you which version is current.
For any question, enquiry or claim about your personal data:
Last updated: 25 August 2026
Registro Nacional de Turismo: 36101
Valle del Cauca y Quindío - Colombia
© Experiencia Travel Group ZOMAC S.A.S · RNT 36101
