Privacy Policy

We collect personal data only where reasonably necessary for enquiries, quotations, bookings, safari planning, travel operations, payments, customer support, legal compliance, safety, and service improvement.

2.1 Identity and Contact Information

This may include:

• full name;
• email address;
• phone number;
• nationality;
• country of residence;
• date of birth;
• passport details where required for permits, flights, accommodation, border arrangements, or park requirements; and
• emergency contact details.

2.2 Enquiry, Quotation, and Booking Information

We may collect information before a booking is completed, including when you request a quotation, submit an enquiry, communicate with us, or ask us to prepare an itinerary. This may include:

• preferred travel dates;
• number of travellers;
• destination interests;
• safari preferences;
• budget range;
• accommodation preferences;
• rooming arrangements;
• activity interests;
• permit requirements;
• special requests; and
• itinerary preferences.

2.3 Travel and Service Information

Where you make a booking, we may collect:

• flight details;
• arrival and departure information;
• accommodation details;
• transfer requirements;
• dietary requirements;
• guide or language preferences;
• permit and park-entry details;
• cross-border travel information; and
• other information necessary to deliver the safari.

2.4 Sensitive Health, Dietary, and Accessibility Information

Where necessary for your safety or the proper delivery of services, we may collect information about:

• medical conditions relevant to travel;
• allergies;
• dietary restrictions;
• mobility limitations;
• fitness concerns;
• pregnancy, where relevant to travel safety;
• emergency medical needs; and
• other health-related information you voluntarily provide.

Health information is sensitive personal data. We collect and use it only where necessary, proportionate, and relevant to your travel arrangements, safety, emergency support, supplier coordination, or legal obligations.

2.5 Payment and Transaction Information

We may collect or process:

• billing details;
• invoice details;
• payment confirmation records;
• transaction references;
• bank transfer information;
• refund details; and
• limited payment-related information required to confirm payment.

Where payments are processed through third-party payment processors, we do not intentionally store full card numbers, card security codes, or complete payment-card credentials.

2.6 Website and Technical Information

When you use our website, we may collect:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• time spent on pages;
• referral source;
• approximate location derived from IP address;
• cookie data; and
• website analytics data.

2.7 Marketing and Communication Information

This may include:

• newsletter preferences;
• marketing consent status;
• enquiry history;
• email communication records;
• reviews and testimonials;
• survey responses;
• feedback; and
• social media interactions with our official pages.

We may collect personal data when you:

• visit our website;
• submit an enquiry form;
• request a quotation;
• communicate with us by email, phone, WhatsApp, website chat, social media, or another channel;
• request a custom itinerary;
• make a booking;
• make a payment;
• subscribe to marketing communications;
• complete a guest information form;
• provide passport or permit information;
• provide dietary, health, or accessibility information;
• participate in a tour;
• submit a review or testimonial; or
• provide information through a travel agent, group leader, family member, parent, guardian, or authorised representative.

Where another person provides your personal data to us, that person is responsible for ensuring they have authority to do so.

We use personal data for the following purposes.

4.1 To Respond to Enquiries and Prepare Quotations

We use your contact details, travel preferences, and enquiry information to respond to questions, prepare safari proposals, issue quotations, and communicate with you before any booking is completed.

4.2 To Process Bookings and Deliver Travel Services

We use your data to confirm bookings, prepare itineraries, reserve accommodation, arrange transport, secure permits, coordinate guides, manage flights, organise activities, and deliver your safari.

4.3 To Arrange Permits, Flights, Accommodation, and Activities

We may use and share necessary information with authorities and suppliers to arrange:

• gorilla trekking permits;
• chimpanzee tracking permits;
• park entries;
• internal flights;
• accommodation;
• airport transfers;
• guided activities;
• boat activities;
• cross-border travel; and
• other itinerary services.

4.4 To Process Payments and Refunds

We use payment and billing information to issue invoices, confirm payments, track balances, process refunds where applicable, maintain financial records, and comply with accounting or tax obligations.

4.5 To Personalise Your Safari

We may use your travel preferences, dietary needs, accessibility requirements, health information, and special requests to customise your safari and support your safety and comfort.

4.6 To Provide Customer Support and Emergency Assistance

We may use your data to communicate itinerary updates, respond to concerns, manage emergencies, support medical or evacuation situations, handle complaints, and provide post-trip assistance.

4.7 To Meet Legal, Regulatory, Tax, and Safety Obligations

We may process or share data where necessary for immigration, border control, tax, accounting, law enforcement, regulatory, legal, insurance, safety, or dispute-resolution purposes.

4.8 To Improve Our Website and Services

We may use website analytics, customer feedback, enquiry trends, and service records to improve our website, itineraries, customer experience, business operations, and marketing performance.

4.9 To Send Marketing Communications

We may send newsletters, safari offers, destination updates, travel inspiration, or promotional content where you have consented or where permitted by applicable law. You may opt out of marketing communications at any time.

We process personal data only where we have a lawful reason to do so. Depending on the situation, we may process your personal data on one or more of the following bases:

• Performance of a contract - where processing is necessary to provide quotations, manage bookings, arrange travel services, or perform our obligations to you.
• Legal obligation - where processing is required for tax, accounting, regulatory, immigration, safety, or legal compliance.
• Consent - where you give permission for specific processing, including certain marketing communications or the voluntary provision of health-related information.
• Legitimate interests - where processing is necessary for reasonable business purposes such as responding to enquiries, improving services, preventing fraud, managing operations, and protecting our legal position, provided your rights are not unfairly affected.
• Vital interests - where processing is necessary to protect your life, health, or safety, including in a medical, travel, or emergency situation.
• Legal claims - where processing is necessary to establish, exercise, or defend legal claims.

Where you voluntarily provide health, dietary, allergy, mobility, fitness, medical, or accessibility information, you expressly consent to Kuzora Safari Tours LTD using that information only where necessary for:

• safari planning;
• assessing suitability for certain activities;
• arranging appropriate accommodation, meals, transport, or support;
• communicating relevant needs to suppliers;
• supporting your health and safety during travel;
• responding to emergencies;
• managing complaints or incidents; and
• complying with legal, supplier, or park requirements.

You should only provide health information that is relevant to your trip. If you do not provide necessary health, dietary, or accessibility information, we may be unable to properly assess risks, arrange suitable services, or support your participation in certain activities.

We do not sell or rent your personal data. We may share personal data where reasonably necessary to provide your safari, operate our business, comply with legal obligations, protect safety, or manage payments. Third parties may include:

• hotels, lodges, camps, and accommodation providers;
• airlines and flight operators;
• ground transport providers;
• guides and driver-guides;
• park authorities and permit offices;
• immigration, border, customs, or government authorities where required;
• activity providers;
• restaurants and catering providers where dietary information is relevant;
• payment processors and banks;
• IT, website, email, cloud storage, and booking-system providers;
• accountants, auditors, insurers, and legal advisers;
• emergency medical, evacuation, or rescue providers; and
• authorised travel agents, group leaders, or representatives involved in your booking.

We only share the personal data reasonably necessary for the relevant purpose. Where third parties process personal data on our behalf, we expect them to handle it securely and only for the intended purpose.

Although we take reasonable care when sharing personal data with trusted suppliers and service providers, independent third parties may have their own privacy policies, security systems, and data-handling practices. Kuzora Safari Tours LTD is not responsible for the independent privacy practices, security failures, or data handling of third-party websites, payment processors, airlines, hotels, lodges, government authorities, park authorities, or other independent service providers, except where responsibility cannot lawfully be excluded. You should review the privacy policies of third-party platforms or providers where appropriate.

Because safari travel may involve international clients, overseas payment systems, cross-border itineraries, cloud-based platforms, and suppliers in different countries, your personal data may be transferred to, stored in, or accessed from outside Uganda. This may include transfers to suppliers, travel partners, cloud service providers, payment processors, authorities, or professional advisers in countries relevant to your enquiry, booking, itinerary, or payment. Where personal data is transferred internationally, we take reasonable steps to ensure that it is handled securely and only for the purposes described in this Privacy Policy.

Where a booking includes children or minors, we may collect personal data such as names, ages, dates of birth, passport details, dietary needs, health information, travel requirements, and emergency contact information. Such information should be provided by a parent, legal guardian, or authorised adult. We collect children's personal data only where necessary to provide travel services, meet supplier or authority requirements, support safety, or comply with legal obligations. We do not knowingly collect personal data directly from children for marketing purposes.

We may use your contact details to send newsletters, safari offers, destination information, travel updates, or promotional content where you have consented or where permitted by applicable law. You may opt out of marketing communications at any time by:

• clicking an unsubscribe link, where available; or
• contacting us at [Insert Primary Privacy Email Address].

Withdrawing consent or opting out of marketing does not affect our ability to send necessary booking, payment, itinerary, legal, safety, or service-related communications.

Our website may use cookies and similar technologies to improve functionality, remember preferences, analyse website performance, measure campaigns, and understand how visitors use our site. Cookies may include the following.

12.1 Essential Cookies

These are necessary for the website to function properly and cannot usually be switched off through our systems.

12.2 Analytics Cookies

These help us understand website traffic, visitor behaviour, page performance, and areas for improvement.

12.3 Marketing Cookies

These may be used to support advertising, remarketing, campaign measurement, or social media integration, where applicable.

12.4 Cookie Consent

Non-essential cookies are used only where consent is provided through the website's cookie banner or consent tool, where required by law. You can control or disable cookies through your browser settings. Some website features may not work properly if cookies are disabled. If we use tools such as Google Analytics, Meta Pixel, email marketing platforms, booking plugins, or similar technologies, these tools may collect information according to their own policies.

We use reasonable technical, organisational, and administrative measures to protect personal data against unauthorised access, loss, misuse, alteration, disclosure, or destruction. These measures may include:

• access controls;
• secure storage systems;
• password protection;
• restricted staff access;
• secure payment processing arrangements;
• staff confidentiality obligations;
• data minimisation;
• secure communication practices where appropriate; and
• appropriate electronic security measures.

However, no method of electronic transmission, internet communication, or digital storage is completely secure. We cannot guarantee absolute security of information transmitted electronically.

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy. Retention periods may depend on:

• booking status;
• travel dates;
• legal obligations;
• tax and accounting requirements;
• insurance needs;
• dispute or complaint handling;
• fraud prevention;
• supplier requirements;
• safety records; and
• legitimate business record-keeping.

As a general guide:

Type of Data	Typical Retention Period
Enquiry records where no booking is made	[Insert Period, e.g. 12-24 months]
Booking and itinerary records	[Insert Period, e.g. 6-7 years]
Financial and transaction records	[Insert Period based on tax/accounting advice]
Passport or permit-related information	Only as long as necessary for booking, supplier, authority, legal, or dispute purposes
Health, dietary, or accessibility information	Only as long as necessary for the trip, safety, legal, insurance, complaint, or dispute purposes
Marketing subscription data	Until you unsubscribe or withdraw consent, unless a suppression record is needed
Website analytics data	[Insert Period depending on analytics provider]
Complaints, incidents, or legal records	[Insert Period based on legal/insurance advice]

When personal data is no longer needed, we will delete, anonymise, or securely dispose of it.

You may request deletion of your personal data where legally appropriate. However, we may be required or permitted to retain certain information where necessary for:

• tax obligations;
• accounting records;
• fraud prevention;
• insurance purposes;
• dispute resolution;
• legal claims;
• regulatory compliance;
• safety records;
• supplier audit trails; or
• legitimate business record-keeping.

Where full deletion is not possible, we will restrict, minimise, or securely retain the data only for the necessary purpose and period.

Subject to applicable law, you may have the right to:

• request access to personal data we hold about you;
• request correction of inaccurate or incomplete personal data;
• request deletion of personal data where legally appropriate;
• object to certain processing;
• request restriction of processing;
• withdraw consent where processing is based on consent;
• request transfer of your personal data where applicable; and
• lodge a complaint with the relevant data protection authority.

To exercise your rights, contact us at: [Insert Primary Privacy Email Address] We may need to verify your identity before responding to your request. We will respond within the timeframe required by applicable law.

If you have concerns about how we handle your personal data, you should first contact us at: [Insert Primary Privacy Email Address] We will review your concern and respond as soon as reasonably possible. If you believe your data protection rights have been violated, you may lodge a complaint with the relevant data protection authority, including the Personal Data Protection Office in Uganda, where applicable. The PDPO registration guidance states that the Office maintains a data protection register and registers data collectors, processors, and controllers.

You are responsible for providing accurate, complete, and up-to-date personal data. You should notify us promptly if your passport details, contact information, flight details, health information, dietary needs, emergency contact, or other relevant information changes. We are not responsible for losses, delays, booking issues, denied services, permit errors, or travel disruption caused by inaccurate, incomplete, or outdated information provided to us.

Our website may contain links to third-party websites, booking tools, payment platforms, social media pages, review platforms, or partner websites. This Privacy Policy does not apply to third-party websites or services. We are not responsible for the privacy practices, security, content, or policies of third-party websites. You should review their privacy policies before providing personal data.

We may request permission to use photos, videos, reviews, or testimonials from your safari. We will not use identifiable images, videos, or personal testimonials for public marketing without your consent. If you publish a review, tag us on social media, or share content publicly, we may contact you to request permission to feature it in our marketing. You may withdraw consent for future use of identifiable marketing images or testimonials by contacting us, subject to any materials already lawfully printed, published, distributed, or archived before withdrawal.

If we become aware of a personal data breach that is likely to affect your rights, privacy, safety, or security, we will take reasonable steps to investigate, contain, and respond to the breach. Where legally required, we will notify affected individuals and/or the relevant authority.

We may update this Privacy Policy from time to time to reflect changes in our business, services, legal obligations, technology, supplier arrangements, or data-handling practices. The updated version will be posted on our website with a revised "Last Updated" date. Where changes are material, we may notify you by email or through a notice on our website.

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your personal data is handled, contact us at: Kuzora Safari Tours LTD Privacy Contact Email: [Insert Primary Privacy Email Address] General Email: [Insert General Company Email Address] Phone / WhatsApp: [Insert Phone Number] Postal Address: [Insert Postal Address] Physical Address: [Insert Physical Address] Website: [Insert Website URL]