Company Privacy Policy

1. Introduction

At Experience Kigezi Safaris, we value your privacy and are committed to protecting the personal information you share with us. We understand that planning an African safari involves trust, communication, and the exchange of personal details. Therefore, we handle your information responsibly and use it to provide reliable, personalised, and memorable travel experiences.

This Privacy Policy explains how Experience Kigezi Safaris collects, uses, stores, protects, and shares personal information when you visit our website, contact our team, request a safari quotation, make a booking, subscribe to our communications, or use our travel-related services.

Our services may include wildlife safaris, gorilla and chimpanzee trekking, cultural experiences, beach holidays, mountain adventures, accommodation arrangements, transport, guided tours, and multi-country African travel packages.

By interacting with our website or using our services, you acknowledge that your personal information may be handled as described in this policy. Where applicable law requires consent, we will request it before carrying out the relevant processing activity.

We encourage you to read this policy carefully. If you have questions about how we handle your information, please contact us using the details provided at the end of this document.

2. About Experience Kigezi Safaris

Experience Kigezi Safaris provides safari planning and travel-related services for individuals, couples, families, groups, and other travellers exploring Africa. We help clients plan their journeys, arrange travel services, coordinate bookings, and access memorable experiences across selected African destinations.

Our operations may involve coordinating with accommodation providers, professional guides, transport operators, conservation authorities, national parks, activity providers, and other travel partners.

Because safari arrangements can involve several service providers and international destinations, we may need to collect and share certain personal information to complete bookings and deliver the services you request. We limit this information to what is reasonably necessary for the relevant purpose, subject to applicable legal requirements.

For the purposes of this policy, references to “Experience Kigezi Safaris,” “we,” “our,” or “us” mean the business responsible for providing the relevant travel services.

3. Personal Information We Collect

The information we collect depends on how you interact with us and the services you request.

3.1 Personal Identification and Contact Information

When you enquire about a safari or make a booking, we may collect:

Full name and, where necessary, the names of other travellers.
Email address.
Telephone number and WhatsApp contact details.
Country of residence and preferred contact method.
Postal or billing address, where required.
Emergency contact details, when relevant to your travel arrangements.

We use these details to respond to enquiries, prepare quotations, communicate itinerary updates, coordinate reservations, and provide customer support.

3.2 Booking and Travel Information

To organise your safari, we may collect information such as:

Intended travel dates and trip duration.
Preferred destinations, activities, accommodation, and transport.
Number of travellers and room arrangements.
Arrival and departure details.
Flight information, where needed for transfers or reservations.
Nationality and passport details, where required by a service provider or booking process.
Visa or travel-document information, where necessary for the services requested.
Special requests relating to meals, accessibility, or travel arrangements.

We use this information to develop suitable itineraries and coordinate the services included in your booking.

3.3 Information About Other Travellers

A person organising a safari may provide information on behalf of family members, friends, colleagues, or other participants.

If you provide another person’s personal information, you should ensure that you have the authority to share it and that the person understands how their information may be used. Where required by law, the appropriate consent must be obtained.

We encourage the lead traveller to share this Privacy Policy with everyone included in the booking.

3.4 Payment and Transaction Information

We may collect records relating to deposits, balances, refunds, invoices, payment confirmations, and other booking transactions.

Where payments are processed through a bank, mobile money service, payment gateway, or other third-party provider, that provider may collect and process payment information under its own privacy and security practices.

Experience Kigezi Safaris will handle the transaction information it receives according to applicable legal requirements and our operational needs. We do not claim to store complete card details unless our actual payment arrangements require and lawfully permit us to do so.

3.5 Health, Accessibility, and Special Requirements

Some travel arrangements may require limited information about health, mobility, dietary needs, allergies, or accessibility requirements. For example, we may need to know whether a traveller requires assistance during a transfer or has a dietary restriction that an accommodation provider must accommodate.

We request this information only when it is relevant to the services being arranged. Where applicable law requires explicit consent or another specific legal basis for handling sensitive information, we will follow the relevant requirements.

Please share only the information necessary to help us arrange your trip safely and appropriately.

3.6 Website and Technical Information

When you visit our website, certain technical information may be collected automatically, depending on the website features and tools in use. This may include:

Internet Protocol (IP) address.
Browser type and device information.
Operating system and general technical settings.
Pages visited and interactions with website content.
Referring website or campaign source.
Approximate location inferred from technical information.
Website performance, error, and security logs.

We may use this information to maintain website functionality, understand visitor activity, improve user experience, and help protect our website against misuse.

3.7 Communications and Feedback

We may retain messages and other information you provide when contacting us by email, telephone, WhatsApp, website forms, or social media.

This may include safari enquiries, booking discussions, complaints, reviews, feedback, and requests for assistance. We use these records to respond appropriately, manage customer relationships, and maintain relevant business records.

4. How We Collect Personal Information

Experience Kigezi Safaris may collect personal information through several channels, including:

Website enquiry and booking forms.
Direct email correspondence.
Telephone calls and WhatsApp conversations.
Social media messages and advertising enquiries.
Safari booking documents and travel questionnaires.
Information provided by the lead traveller for a group booking.
Travel partners or service providers involved in fulfilling your requested arrangements.
Website analytics, cookies, and similar technologies, where enabled.

We may also receive information from a representative who makes arrangements on your behalf. Where required, we will take appropriate steps to ensure that the information is handled lawfully.

5. How We Use Your Personal Information

We use personal information for specific business and travel-related purposes, including the following.

5.1 Responding to Enquiries

We use your contact details and travel preferences to answer questions, discuss destinations, prepare safari proposals, and recommend suitable travel arrangements.

5.2 Preparing and Managing Bookings

We process relevant information to confirm reservations, arrange accommodation, organise transport, schedule activities, coordinate guides, and manage other services included in your itinerary.

5.3 Arranging Permits and Regulated Activities

Certain activities, such as gorilla trekking, chimpanzee tracking, and visits to protected areas, may require permits or participant details. We may use the information required by the relevant authorities or authorised providers to facilitate these arrangements.

Permit conditions and information requirements vary by destination and activity.

5.4 Processing Payments and Financial Records

We use transaction information to confirm payments, issue invoices, track balances, process eligible refunds, and maintain accounting records.

5.5 Providing Customer Support

We may use your booking and communication history to answer questions, address complaints, explain itinerary changes, and provide assistance before, during, or after your safari.

5.6 Improving Our Services

We may analyse enquiries, booking patterns, feedback, and website activity to improve our itineraries, communication, website performance, and customer experience. Where practical, we use aggregated or de-identified information for analysis.

5.7 Marketing and Promotional Communications

Where permitted by law, we may use your contact details to share safari offers, destination guides, new itineraries, seasonal promotions, travel advice, and company updates.

We will obtain consent where required. You can opt out of promotional emails or messages at any time by following the unsubscribe instructions provided or contacting us directly.

Opting out of marketing will not prevent us from sending essential communications about an existing booking, payment, safety matter, or service change.

5.8 Legal Compliance and Protection

We may process or retain information when necessary to meet legal obligations, maintain appropriate business records, resolve disputes, enforce contractual terms, prevent fraud, protect our rights, or respond to lawful requests from competent authorities.

We will assess such requests and disclose information only where legally permitted or required.

6. Legal Grounds for Processing Personal Information

Depending on the circumstances and applicable law, Experience Kigezi Safaris may process personal information on one or more of the following grounds:

Performance of a contract: To prepare, confirm, and deliver the travel services you request.
Consent: Where you have agreed to a specific use of your information, such as certain marketing activities or the handling of sensitive information when consent is required.
Legal obligation: To comply with applicable laws, accounting requirements, or lawful regulatory requests.
Legitimate interests: Where permitted by law, to operate our business, maintain service quality, protect our systems, and manage customer relationships, provided these interests do not improperly override your rights.
Vital interests or other lawful grounds: Where applicable law permits processing to protect someone’s vital interests or recognises another valid legal basis.

The appropriate legal ground depends on the type of information, the purpose of processing, and the laws that apply to the particular activity.

7. Sharing Personal Information With Third Parties

Experience Kigezi Safaris does not treat customer information as a commodity to be sold. We may share relevant information with selected third parties when necessary to provide your requested services, operate our business, or comply with applicable law.

These parties may include:

7.1 Accommodation Providers

Hotels, lodges, camps, guesthouses, and other accommodation partners may receive traveller names, reservation details, arrival dates, room requirements, and relevant special requests.

7.2 Transport Operators and Professional Guides

Drivers, vehicle operators, airlines, transfer companies, and safari guides may need specific information to coordinate transport, airport pickups, guided activities, and other travel arrangements.

7.3 National Parks and Permit Authorities

Where an activity requires registration, permits, identification, or other official documentation, we may share the necessary information with authorised park authorities, wildlife agencies, conservation bodies, or permit-issuing organisations.

7.4 Payment and Financial Service Providers

Banks, mobile money operators, payment gateways, and accounting service providers may process relevant transaction details to complete payments, confirm receipts, or maintain financial records.

7.5 Website, Communication, and Technology Providers

We may use service providers for website hosting, email delivery, customer communication, booking management, analytics, cybersecurity, or similar operational functions.

These providers should receive only the information necessary for their assigned services and must handle it in accordance with applicable contractual and legal requirements.

7.6 Professional Advisers and Authorities

Where appropriate, we may share information with legal advisers, accountants, insurers, regulators, law enforcement agencies, or courts when necessary and lawful.

7.7 Business Transfers

If our business undergoes a merger, restructuring, sale, or transfer of relevant operations, customer information may be considered as part of that process, subject to applicable privacy requirements and appropriate safeguards.

We do not authorise third parties to use personal information for unrelated purposes simply because we share it with them.

8. International Data Transfers

African safari arrangements may involve several countries. For example, a traveller may book a trip that includes Uganda, Rwanda, Kenya, Tanzania, or other destinations.

As a result, we may need to share relevant information with service providers or authorities located outside your country of residence or outside the country in which Experience Kigezi Safaris operates.

The privacy laws in those countries may differ from the laws that apply in your home country.

Where applicable law requires safeguards for international transfers, we will take reasonable and legally appropriate steps to protect personal information. These may include using contractual safeguards, assessing the recipient’s obligations, or obtaining consent where required.

We aim to limit international disclosures to information necessary for delivering the requested travel services or fulfilling another lawful purpose.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support essential functions, remember preferences, measure performance, and understand how visitors use our content.

Cookies are small data files stored on a device by a website. Their use depends on the tools and features enabled on our website.

9.1 Types of Cookies

Depending on our website configuration, cookies may include:

Essential cookies: Support basic website functions, security, and navigation.
Preference cookies: Remember selected settings or user preferences.
Analytics cookies: Help us understand website traffic and improve performance.
Advertising cookies: May be used by advertising platforms to measure campaigns or deliver relevant promotions, where enabled and permitted.

9.2 Managing Cookies

You can manage or disable certain cookies through your browser settings. Our website may also provide a cookie preference tool where required or appropriate.

Disabling some cookies may affect certain website features.

If we use analytics or advertising technologies that require consent under applicable law, we will seek consent before activating them where required. Please consult any cookie notice displayed on our website for details about the technologies currently in use.

10. Social Media and Messaging Platforms

Experience Kigezi Safaris may communicate with customers through platforms such as WhatsApp, Facebook, Instagram, and other social networks.

When you contact us through these platforms, the platform provider may process your information under its own privacy policy, terms, and technical arrangements. Messages may also be subject to the platform’s retention, security, and account settings.

We use information received through social media to respond to enquiries, discuss safari options, provide relevant updates, and manage customer requests.

Please avoid sending passport copies, payment credentials, or other highly sensitive information through public comments or unsecured channels. Where documents are necessary, ask us about an appropriate way to submit them.

11. How We Protect Your Information

Experience Kigezi Safaris aims to protect personal information against unauthorised access, loss, misuse, alteration, and disclosure.

Depending on our systems and operational arrangements, appropriate safeguards may include:

Restricting access to personal information to authorised personnel.
Using passwords and access controls for relevant accounts.
Limiting the information shared with travel partners.
Maintaining reasonable security practices for electronic records.
Taking care when transmitting booking documents and travel details.
Reviewing third-party service providers where appropriate.
Maintaining procedures for handling suspected privacy incidents.

No website, email system, messaging service, or electronic storage method can guarantee absolute security. Therefore, we cannot promise that information will always be completely secure.

If a personal data incident occurs, we will assess it and take the actions required by applicable law, which may include notifying affected individuals or relevant authorities.

12. How Long We Retain Personal Information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, unless a longer period is required or permitted by law.

Retention periods may depend on the type of information and why we collected it.

For example:

Enquiry records may be retained for an appropriate period to respond to requests and manage follow-up communications.
Booking records may be retained to administer reservations, address complaints, and maintain business records.
Financial documents may be retained for the period required by applicable accounting and tax laws.
Marketing information may be retained until you withdraw consent, opt out, or the information is no longer needed for the relevant purpose.
Technical logs may be retained for a limited period appropriate to security, troubleshooting, or analytics needs.

When information is no longer required, we will take reasonable steps to delete it, securely destroy it, or anonymise it, subject to legal obligations and legitimate recordkeeping needs.

13. Your Privacy Rights

Depending on your location and the law that applies, you may have rights relating to your personal information.

These rights may include:

Access: Request information about whether we process your personal information and seek access to relevant records.
Correction: Ask us to correct inaccurate, incomplete, or outdated information.
Deletion: Request deletion of information where applicable law gives you that right.
Objection: Object to certain processing activities where the law permits.
Restriction: Request limits on particular processing activities in qualifying circumstances.
Withdrawal of consent: Withdraw consent where processing relies on your consent. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
Marketing opt-out: Ask us to stop sending promotional communications.
Complaint: Raise a privacy concern with us or, where applicable, a competent data protection authority.

These rights are not absolute in every situation. For example, we may need to retain certain booking or financial records to meet legal obligations or resolve a legitimate dispute.

To exercise a privacy right, contact us using the details in Section 21. We may need to verify your identity before acting on your request. We will respond within the time required by applicable law.

14. Children’s Privacy

Experience Kigezi Safaris may arrange family safaris and other travel experiences involving children. In such cases, we collect children’s information only when reasonably necessary for booking, accommodation, transport, permits, safety, or other legitimate travel-related purposes.

A parent, guardian, or appropriately authorised adult should provide the necessary information for a child where required by law.

We do not knowingly collect children’s personal information for unrelated purposes. Where consent or additional safeguards are legally required for children’s information, we will follow those requirements.

Parents and guardians should contact us if they believe a child’s information has been provided improperly or needs correction.

15. Third-Party Websites and Services

Our website or communications may contain links to third-party websites, booking platforms, payment services, social networks, travel resources, or other external services.

These websites operate independently of Experience Kigezi Safaris and may have their own privacy policies and data-handling practices.

We are not responsible for the privacy practices of independent third-party websites that we do not control. We encourage you to review their privacy policies before submitting personal information or completing a transaction.

The inclusion of an external link does not automatically mean that Experience Kigezi Safaris endorses every aspect of the linked service.

16. Photographs, Testimonials, and Customer Reviews

We value feedback and may wish to share customer reviews, testimonials, safari photographs, or travel stories to help prospective travellers understand our services.

We will not assume that permission to participate in a safari automatically gives us permission to publish identifiable photographs, testimonials, or personal stories for promotional purposes.

Where permission is required, we will obtain the appropriate consent before using identifiable content in our marketing materials. We will also respect applicable laws and any valid request to withdraw permission, subject to legitimate limitations.

Customers should avoid sharing photographs or personal details of other travellers, local community members, guides, or children without appropriate permission.

17. Direct Marketing and Your Choices

We may send promotional information about safari packages, seasonal travel opportunities, destination updates, special offers, and related services where permitted by law.

You can manage your marketing preferences at any time.

To stop receiving promotional emails, use the unsubscribe link where available. To stop receiving promotional messages through WhatsApp or another channel, contact us and ask to be removed from the relevant marketing list.

We may retain a limited record of your opt-out request to ensure that we respect your preference in the future.

Please note that opting out of marketing does not stop essential service messages, including booking confirmations, payment information, itinerary changes, or important travel notices.

18. Data Breaches and Privacy Concerns

Experience Kigezi Safaris takes privacy concerns seriously. If we become aware of a suspected or confirmed personal data breach, we will assess the circumstances, take appropriate steps to contain the issue, and investigate its possible impact.

Where required by applicable law, we will notify the relevant data protection authority and affected individuals within the prescribed timeframe.

If you believe that your personal information has been accessed, disclosed, or used improperly in connection with our services, please contact us promptly. Providing relevant details will help us investigate and respond appropriately.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business operations, technology, legal requirements, or privacy practices.

When we make changes, we will update the “Last Updated” date at the beginning of this document. Where required by law, we will provide additional notice or seek consent for material changes.

We encourage you to review this page periodically to remain informed about how we handle personal information.

20. Applicable Privacy Laws

Experience Kigezi Safaris aims to handle personal information in accordance with applicable data protection and privacy laws.

These may include Uganda’s Data Protection and Privacy Act, 2019, and relevant regulations, as well as other privacy laws that apply because of our business activities, the location of our customers, or the services we provide.

Where a specific law grants you additional rights or requires particular safeguards, the applicable legal requirements will take precedence over any inconsistent wording in this policy.

This Privacy Policy is intended to explain our privacy practices. It does not replace any rights or protections available to you under applicable law.

21. Contact Experience Kigezi Safaris

If you have questions about this Privacy Policy, want to request access to or correction of your information, wish to withdraw consent where applicable, or have a privacy-related complaint, please contact us.

Experience Kigezi Safaris

Website: www.experiencekigezisafaris.com
Email: trips@experiencekigezisafaris.com
Booking Email: experiencekigezisafaris@gmail.com
Telephone/WhatsApp:+256701126050

Please use the subject line “Privacy Policy Request” when emailing us about a privacy matter. Include enough information for us to understand your request, but do not send passwords or unnecessary sensitive information.

We will review your enquiry and respond in accordance with our procedures and applicable legal requirements.

22. Our Commitment to Your Privacy

AtExperience Kigezi Safaris, we recognise that trust is an essential part of every travel experience. We aim to handle your personal information with care, transparency, and respect throughout your journey with us.

From your first safari enquiry to the completion of your African adventure, we seek to use information responsibly, share it only where appropriate, and take reasonable steps to protect it.