Privacy notice

Effective: 26 September 2026

Village Miles is currently operated as a pre-incorporation interest-only pilot by Sai Praveen. Privacy and grievance requests may be sent to support@villagemiles.com. Final registered-entity details, retention schedule, lawful paid-launch notices, and the production processor list remain required before paid public bookings.

1. Data we process

Account and authentication data; name, email, private phone number and verification status; profile, language and home-area details; saved listing choices linked to your account; government-ID document and review record; guest, Host and Co-host links; listing text, prices and uploaded media; private host social sources supplied for moderation; an administrator-managed official Village Miles Instagram reel link when assigned to a published listing; property or residency evidence when enabled; availability, bookings, services and synthetic payment records; encrypted-at-rest booking and pre-booking inquiry messages; moderation events, stay check-ins, reports, support decisions and reviews; and security data such as session, IP-derived rate-limit, timestamp and device/request metadata.

2. Why we use it

To create and secure accounts; assess host interest; verify phone and identity; review host authority and listings; connect declared adults; process booking requests; disclose authorized participants; prevent double-booking, fraud and off-platform circumvention; provide chat, check-in, reviews and support; investigate safety or service concerns; enforce policies; maintain audit trails; comply with law; and measure the pilot using aggregate metrics. We do not reuse private verification evidence for advertising or unrelated profiling.

3. Visibility

Public listings show approved stay and village information, approximate—not exact—location, a generic host label, approved Village Miles verification categories, an eligible aggregate rating, and an official Village Miles reel link when an administrator has assigned one. Public pages and APIs do not expose a host's name, phone number, email address, personal social source, exact address, private media source, or internal account identifier. A confirmed booking participant may see the host's safe platform first or display name and relevant verified participants assigned to that booking; private phone, email, social, and external messaging identifiers remain hidden. Exact stay address access remains limited to the existing eligible confirmed or in-progress arrival flow. Saved stays are private to your account and can be removed from Saved or with the listing heart.

4. Administrators and processors

Authorized administrators may review identity documents, listing submissions, private host social sources, moderation events, reports, disputes, and safety evidence. These private sources do not become public listing fields. Conversation content may be decrypted only through the applicable audited support process. The MVP uses Cloudflare for hosting, D1 database, object/media storage and security, and may use Google or Microsoft for optional sign-in and an SMS provider for OTP. An official Village Miles reel link takes users to Instagram under its own terms. A complete production processor list and cross-border assessment remain launch requirements.

5. Consent and choices

Users choose whether to create an account, submit a listing, upload an ID, link an adult, add optional services, provide a private Instagram source for moderation, or submit a review. Only administrators can assign or change a published listing's official Village Miles reel link. Essential account, security and booking records are required to provide the requested feature. Consent may be withdrawn for optional processing, but withdrawal does not invalidate earlier lawful processing and may make a feature unavailable.

6. Children

Children do not create accounts or directly provide consent, phone numbers, email, ID documents or arrival photos. For the staged booking flow, a parent or legal guardian traveling as a linked adult privately provides the child's full name and age at check-in and records booking-specific consent. The organizer can assign a guardian but cannot consent on that person's behalf. Each guardian must have an approved identity before the group passes verification. Ages 13–17 are labeled “Guardian confirmed”; this is not independent verification of the child's identity or legal relationship. Under-13 guests do not submit ID evidence. The listing owner receives a child's name and age category after the group is ready, not the child's exact age. Only add a child if legally authorized; applicable local record and parental-consent duties must still be met.

7. Retention and deletion

Data is retained only while reasonably needed for the feature, account security, disputes, fraud prevention, audit or law. The MVP does not yet run a production deletion schedule; therefore testers must not upload unnecessary real sensitive data. Replaced identity files are deleted from object storage when a new document is accepted by the upload workflow. You can request deletion at the account deletion page and track a private response. Requests are reviewed against shared-record and preservation holds. Erasure requires an approved record-specific policy; processor and backup handling need their own reviewed process.

8. Security

Controls include server sessions, phone uniqueness and rate limits, private object storage, file-signature validation, encryption at rest for booking and inquiry messages, role-scoped access, audited administrator actions, content-security headers, server-side contact-sharing checks and minimized public data. When an attempted message is blocked, Village Miles records limited moderation metadata such as the applicable rule, account, booking or inquiry context, and time; it does not store the unnecessary blocked message content in the moderation event. No system is perfectly secure; report suspected account or data compromise through support and do not upload secrets or payment credentials.

9. Your requests

Subject to applicable law, users may request information about processing, access, correction, completion, erasure, consent withdrawal and grievance review. Profile corrections are available in the account area. Use privacy help for access, correction, host-interest contact withdrawal and lead erasure, or request account deletion. Keep the private status code to check the response; submitting a request does not confirm deletion. Booking-linked requests may use support. General privacy and grievance requests may be sent to support@villagemiles.com. A documented response workflow, nominee process, and statutory response timetable remain required before paid public bookings.

10. Cookies

The MVP uses essential authentication and security cookies. It does not currently claim to use advertising cookies or sell personal data. Any future analytics or marketing cookies must be separately disclosed and, where required, consent-controlled before use.

11. Changes

Material changes will be dated and notified as required. This notice does not reduce rights provided by applicable law.

12. Private guest details, invitations and arrival photos

For an accepted booking, the main booking guest provides their full name and date of birth for private government-ID review. Accompanying adults provide their full name and current age in completed years. Optional phone numbers remain private. The organizer sees completion status, not another adult's private details or ID evidence. A recipient may reserve their own email for a single-use guest invitation; an invitation link never proves identity or signs them in. Current ID approval may be reused on the same account. Adding or correcting the main guest's DOB, changing a name, or making an inconsistent age correction requires another review. Complete retained ID evidence may be reviewed again without a new upload. Normal age increases over time do not restart ID review. Declared age alone is not independently verified age. We record the date an adult declares their age; child ages refer to the booking check-in date. Only the main booking guest provides a date of birth in this flow. It is not disclosed to hosts, co-hosts or other guests. If this person later joins another booking as a companion, their saved DOB stays private and their age declaration must agree with it. Previously collected birth dates and dates visible in retained ID evidence remain private and subject to the existing retention and preservation process. Optional arrival photos are separate from private ID evidence: an administrator reviews the photo, and the adult makes a separate sharing choice for each booking. Only the listing owner can see an approved, consented photo after the whole group passes its checks. Host access ends when sharing is withdrawn, the booking is cancelled, the applicable access period ends, or current eligibility no longer passes. File erasure remains subject to preservation review.

13. Booking reminders

In-app reminders help the organizer complete the group by the displayed deadline. Email and WhatsApp reminders require the organizer's opt-in to a currently verified contact channel and an enabled provider. The organizer may choose English or Telugu and withdraw optional channel consent. Optional companion phone numbers are not used for reminders. When WhatsApp is enabled, Meta processes the chosen phone number and approved message template under its service terms. Reminders contain a booking action link and deadline guidance, never ID images, ID numbers, exact ages, birth dates or private arrival photos. A provider accepting a message does not prove delivery. No reminder extends a verification deadline.

14. Job applications (updated 2 October 2026)

Our Careers pages link to Zoho Recruit. If you apply, Zoho Recruit collects the contact details, CV and answers you submit for Village Miles to assess your application and communicate with you about the role. The current Zoho Recruit account stores this information in the United States. This Village Miles website does not store job applications. Applicant records are kept only while reasonably needed for recruitment or applicable legal obligations; archiving a job post does not itself delete applications. To ask about retention or request access, correction or deletion, email careers@villagemiles.com.