Traveller details: who gets what
Last updated 9 October 2026
A plain list of which details we pass to each railway, bus, airline, hotel and cab supplier when we book your group's trip, and why each one needs them.
The short version
We collect each traveller's name, age and gender, plus one phone number and email for the trip. No ID numbers and no ID copies.
Each supplier gets only what it needs for its own booking. Nobody gets your data for marketing.
1. Why we need everyone's details
When you book a trip with Tavora, you (the organiser) give us the name, age and gender of everyone travelling, and a phone number and email for the trip. We book the train, bus, flight, hotel and cab ahead of time, and every one of those suppliers needs some of those details to issue a ticket or hold a room. Indian Railways, for example, will not issue a ticket without each passenger's name, age and gender, and the person must carry photo ID matching that name.
We ask for the least we can. We do not ask for Aadhaar numbers, ID card numbers or copies of ID documents. You show your ID directly to the railway, airline or hotel when they ask for it.
2. Which supplier gets which details
Each supplier receives only what it needs for its part of your trip, and only for the parts you have booked.
| Supplier | What they receive | Why |
|---|---|---|
| Indian Railways (through the railway reservation system) | Each passenger's name, age and gender; berth preference if you gave one; a mobile number for ticket messages | Required by the railways on every reserved ticket; ID is checked on board against the name |
| Bus operators | Each passenger's name, age and gender; a mobile number | To issue the ticket, allot seats (some seats are reserved for women) and send boarding details |
| Airlines (only if your trip has a flight) | Each passenger's name as on their ID, gender, whether adult, child or infant (and an infant's date of birth); a mobile number and email | Required by the airline to issue the ticket and send flight changes |
| Hotels and homestays | The lead guest's name and phone number, the names of all guests, number of adults and children's ages | To hold the right rooms; hotels also record guests at check-in under local rules |
| Cab operators | The lead traveller's name and phone number, pickup point and time, number of passengers | So the driver can find you and bring the right vehicle |
| Local partners (bike or car rental, guides, experiences) | The lead traveller's name and phone number, the date and number of people | To keep your slot or vehicle; rentals check your driving licence in person |
Some trips do not use every type of supplier. Your trip page shows exactly which bookings we make for you.
3. Others who see some of your data
- Our payment provider receives the organiser's name, email, phone and payment details to take the payment and process refunds. We never see or store full card or bank details.
- Our service providers (hosting, database, email) store or carry data for us under contract. They are listed in our privacy notice.
- Authorities, only when the law requires it, for example a valid request from the police or a tax authority.
4. Your promise as organiser
Because one person books for the whole group, we rely on you to tell your group. When you enter other travellers' details, you confirm that:
- each adult traveller knows you are booking for them and has agreed to you sharing their name, age, gender and contact details with us for this trip;
- for anyone under 18, you are their parent or lawful guardian, or you have their parent's or guardian's permission. We may ask the parent or guardian to confirm this directly before we book (see our privacy notice);
- the details match each person's photo ID. A name that doesn't match can mean being refused boarding or check-in.
Please share this page with your group. Any traveller can contact us directly to see, correct or remove their own details.
5. What suppliers do with it
Once a supplier has your details, it also handles them under its own privacy policy and the law that applies to it. Railways, airlines and hotels have to keep passenger and guest records for set periods. We only pick suppliers we trust, and our partner terms require hotels and local partners to use your details only for your booking and never for marketing without your agreement.
6. How long we keep it, and your choices
We keep traveller details with the booking records, which tax law requires us to keep for about eight years (see how long we keep data). Any traveller can ask us what we hold about them, ask us to correct it, or ask us to delete what we are not required to keep. Write to info@railroute.in or WhatsApp +91 83699 27133.
Who you are dealing with
Tavora is a service of Dhruv Shah, trading as RailRoute. Contact: info@railroute.in or WhatsApp +91 83699 27133.
- Grievance Officer
- Dhruv Shah, Founder and Grievance Officer
- hello@railroute.in
- Phone
- +91 83699 27133