Acacia Safaris respects your privacy and is committed to protecting your data using our policy. This privacy notice will inform you as to how we look after your data when you visit our website (regardless of where you visit it from) or when you otherwise provide personal data to us via other means (such as over the telephone) (regardless of where you provide it from) and tell you about your privacy rights and how the law protects you.
Please also use refer to the Glossary that we have set out at the end of the Policy if there is any terminology used in this privacy notice that you are unfamiliar with or that you don’t fully understand.
Important Information and Who We Are
Purpose of this privacy notice
This website is not intended for children and the only circumstances in which we collect data relating to children, is where you make a booking of travel services and you have children in your party.
Africa Discovery tours Ltd, trading as Acacia Safaris is the controller and responsible for your data (collectively referred to as Acacia Safaris, “we”, “us” or “our” in this privacy notice).
We have appointed a data privacy manager who is responsible for overseeing questions about this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
This version was last updated on 21st May 2018 and historic versions can be obtained by contacting us.
The data protection law in the EU nations will change on 25th May 2018. Although this privacy notice sets out most of your rights under the new laws, we may not yet be able to respond to some of your requests (for example, a request for the transfer of your data) until May 2018 as we are still working towards getting our systems ready for some of these changes.
The personal data we hold about you must be accurate and current. Please keep us informed if any of the details you provide to us should change, during your relationship with us.
This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
The Data We Collect About You
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store, and transfer different kinds of personal data about you which we have grouped as follows:
(A) Identity Data
This includes data relating specifically to your identities, such as your first name, maiden name, last name, or similar identifier, marital status, title, date of birth and gender, passport number, or ID card number.
(B) Contact Data
This includes data relating to how you may be contacted, such as your billing address, delivery address, email address, and telephone numbers.
(C) Financial Data
This includes data relating to your means and methods of payment, such as your bank account and payment card details.
(D) Transaction Data
This includes data relating to the transactions you have carried out with us, such as details about payments to and from you and other details of products and services you have purchased from us.
(E) Technical Data
This includes more technical data that we may obtain when you make use of our websites, such as your internet protocol (IP) address, your login data, browser type, and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
(F) Usage Data
This includes information about how you use our website, products, and services.
(G) Marketing and Communications Data
This includes your preferences about whether or not you want to receive marketing from us and our third parties and also your communication preferences.
We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your data so that it can directly or indirectly identify you, we will treat the combined data as personal data which will be used by this privacy notice.
Special Categories of Personal Data
We collect the following special categories of personal data about you.
Details about your:
- dietary requirements which may disclose your religious or philosophical beliefs; and
We collect and process the above data only where it is strictly necessary to do so to deliver the travel service that you have purchased. Furthermore, we will only collect and process the above special categories of sensitive personal data from you where you have provided us with your explicit consent to do so.
You are not under any obligation to consent to us processing your sensitive personal data. However, without your consent, we won’t be able to make the necessary arrangements to provide the travel services that you have booked or are attempting to book. As a result, if you do not provide your consent, we will be unable to proceed with your booking.
If you are happy to consent to our use of your sensitive personal data, you will also be able to withdraw your consent at any time. However, as this will prevent us from providing the travel service you have booked, we will be required to treat any withdrawal of consent as a cancellation of your booking and the cancellation policy in our Booking Terms and Conditions will become payable.
If you fail to provide personal data
Where we need to collect personal data by law or under the terms of a contract, we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.
In other words, where we require details from you to provide you with your chosen travel services, if you do not provide us with the necessary details then we will not be able to provide the services you have booked or are attempting to book.
In this case, depending upon when you fail to provide the necessary data, we may either not be able to process your booking or we may have to cancel your booking, in which case we will treat this as a ‘cancellation by you by our Booking Terms and Conditions. We will notify you if we are unable to process a booking or are required to cancel a booking for this reason.
How Your Personal Data Is Collected
We use different methods to collect data from and about you including through:
(A) Direct interactions
You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
- make a booking of travel services;
- subscribe to our newsletter or other publications;
- request our brochure to be sent to you;
- request marketing to be sent to you;
- enter a competition, promotion, or survey; or
- give us some feedback
(B) Automated technologies or interactions
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns.
(C) Third parties
We may receive personal data about you from various third parties as set out below:
- Technical Data from the following parties:
- analytics providers such as Google based outside the EU; and
- search information providers such as Google and Bing based outside the EU.
- Contact, Financial and Transaction Data from providers of technical, payment, and delivery services
- Identity and Contact Data from Tour Radar and Viator based both inside and outside of the EU.
How We Use Your Personal Data
We will only use your data when the law allows us to. Most commonly, we will use your data in the following circumstances:
- Where we need to perform the contract, we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Generally, we do not rely on consent as a legal basis for processing your data other than sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services, and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your data with any company for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt-out of receiving these marketing messages, this will not apply to personal data that you have provided to us as a result of a purchase of travel services or other such transactions.
Change of purpose
We will only use your data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
How We Disclose Your Personal Data
We may have to share your data with the parties set out below for the purposes set out in the table in paragraph 4 above.
(A) Internal Third Parties as set out in the Glossary.
(B) External Third Parties as set out in the Glossary.
(C) Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your data and to treat it by the law. We do not allow our third-party service providers to use your data for their purposes and only permit them to process your data for specified purposes and by our instructions.
When We Transfer Your Data Overseas
We have reservations offices outside of the EEA, in Uganda, Rwanda, and Kenya. These offices are establishments of our Kenyan company and are not separate entities. We share personal data with these offices and where you make a booking with us, some of your data may therefore be processed outside of the EEA.
In addition, many or all of our Travel Activities are based outside the European Economic Area (EEA) so our processing of your data will involve a transfer of data outside the EEA.
Where you have requested a booking for travel arrangements (which are located or otherwise due to be fulfilled outside the EEA), we will have to transfer your data to the suppliers fulfilling or providing those travel arrangements (all outside the EEA) to make your booking and for those suppliers to be able to provide you with the travel arrangements you have booked. Where we are unable to rely on one of the safeguards outlined below when transferring data to those suppliers, we will rely on the derogation under Article 49 of the GDPR to transfer your data to countries outside the EEA (as the transfer relates to the performance of a contract for your benefit), and you hereby permit us to do so. You also acknowledge that where your data is processed outside the EEA, controls on data protection may not be as wide as the legal requirements within the EEA.
For all other processing of data, whenever your data is processed outside the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
- Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
Please contact us if you want further information on the specific mechanism used by us when transferring your data out of the EEA.
How We Secure Your Data
We have put in place appropriate security measures to prevent your data from being accidentally lost, used, or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How Long We Retain Your Data For
We will only retain your data for as long as necessary to fulfill the purposes we collected it for, including the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your data, the purposes for which we process your data, and whether we can achieve those purposes through other means, and the applicable legal requirements.
In addition to the above, by law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see Request Erasure below for further information.
In some circumstances, we may anonymize your data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your Legal Rights
Under certain circumstances, you have rights under data protection laws about your data. Please see our Glossary section to find out more about these rights:
(A) Request access to your data.
(B) Request correction of your data.
(C) Request erasure of your data.
(D) Object to processing of your data.
(E) Request restriction of processing your data.
(F) Request transfer of your data.
(G) Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact us at info@Acaciasafari.com
No fee is usually required
You will not have to pay a fee to access your data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information about your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
- Legitimate Interest
means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your data for our legitimate interests. We do not use your data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us
- Performance of Contract
means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
- Comply with a legal or regulatory obligation
means processing your data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
- External Third Parties
- Suppliers of travel services, acting as processors or sub-processors based in a country in which the travel arrangements are being provided, who provide the travel services that make up any booking of travel services that you make with us.
- Service providers [acting as processors] based in Uganda and Rwanda who provide IT and system administration services.
- Service providers, such as Iconic and Facebook, based worldwide provide electronic marketing and advertising services.
- Professional advisers [acting as processors or joint controllers] including lawyers, bankers, auditors, and insurers based in Uganda who provides consultancy, banking, legal, insurance, and accounting services.
- HM Revenue & Customs, regulators, and other authorities [acting as processors or joint controllers] based in Uganda who require reporting of processing activities in certain circumstances.
Your Legal Rights
You have the right to:
- Request access
to your data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction
of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure
of your data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing
of your data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts your fundamental rights and freedoms. You also have the right to object to where we are processing your data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing
of your data. This enables you to ask us to suspend the processing of your data in the following scenarios:
- if you want us to establish the data’s accuracy;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or
- you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer
of your data to you or a third party. We will provide to you, or a third party you have chosen, your data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time
where we are relying on consent to process your data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.