1. Who we are and what this policy covers
The responsible party is AfriVenture Experiences (Pty) Ltd (registration number 2017/250890/07), trading as Luxury Family Safaris, 53 Hobart Road, Bryanston, Johannesburg, 2191, South Africa.
- Information Officer: Stuart Rice, Director — info@luxuryfamilysafaris.com · +27 73 168 0048
- Applies to: our website www.luxuryfamilysafaris.com, enquiries by form, email, phone or WhatsApp, bookings, and our communications with you.
- Does not apply to: websites of lodges, airlines and other suppliers we link to or book. Their own privacy policies apply.
If you live in the European Union or United Kingdom, we also respect your rights under the GDPR where it applies to us.
2. Information we collect
Most of what we hold comes directly from you when you enquire or book; some is collected automatically when you use our website.
| Category | Examples |
|---|---|
| Contact details | Name, email, phone or WhatsApp number, country of residence |
| Trip preferences | Travel dates, destinations, interests, budget range, lodges saved to My Safari |
| Traveller details | Full names as in passports, dates of birth, nationality, passport numbers and expiry dates, body weights for light-aircraft transfers, rooming preferences |
| Children’s information | Children’s names, ages and dates of birth, passport details, dietary needs |
| Health and dietary information | Allergies, dietary requirements, medical conditions or mobility needs relevant to your safety on the trip |
| Booking and payment records | Invoices, payment amounts and dates, bank reference details (we do not store card numbers) |
| Insurance and emergency details | Travel insurance policy number and emergency contact |
| Website and device data | IP address, browser, pages viewed, referring site, cookie identifiers |
Contact details
Examples: Name, email, phone or WhatsApp number, country of residence
Trip preferences
Examples: Travel dates, destinations, interests, budget range, lodges saved to My Safari
Traveller details
Examples: Full names as in passports, dates of birth, nationality, passport numbers and expiry dates, body weights for light-aircraft transfers, rooming preferences
Children’s information
Examples: Children’s names, ages and dates of birth, passport details, dietary needs
Health and dietary information
Examples: Allergies, dietary requirements, medical conditions or mobility needs relevant to your safety on the trip
Booking and payment records
Examples: Invoices, payment amounts and dates, bank reference details (we do not store card numbers)
Insurance and emergency details
Examples: Travel insurance policy number and emergency contact
Website and device data
Examples: IP address, browser, pages viewed, referring site, cookie identifiers
Children’s personal information. POPIA treats information about anyone under 18 as special. We process it only with the consent of a parent or legal guardian, which the lead traveller gives when sharing it with us, and only to arrange and deliver the trip. Children should not use our enquiry form themselves.
Health information. Dietary, medical and mobility details are special personal information. We collect them only with your consent, use them only to keep your family safe and well looked after, and share them only with the suppliers who need them.
Information about other travellers. If you give us details of other people in your party, please make sure they (or their parent or guardian) agree to us using them as set out here.
3. Why we use your information
We use your information only for the purposes below, each with a lawful basis under section 11 of POPIA.
| Purpose | Lawful basis |
|---|---|
| Answering your enquiry and preparing proposals and quotes | Steps you asked for before a contract; legitimate interest |
| Booking accommodation, flights, transfers, permits and activities | Performance of our contract with you |
| Sharing dietary, medical and mobility needs with lodges and operators | Your consent |
| Invoicing, receiving payments and keeping financial records | Contract; legal obligation (tax and accounting laws) |
| Supporting you during travel and in emergencies | Contract; protecting your legitimate interests |
| Sending travel information, newsletters and offers | Your consent, or our existing client relationship (you can opt out at any time) |
| Running, securing and improving our website | Legitimate interest; consent for non-essential cookies |
| Complying with law, and establishing or defending legal claims | Legal obligation; legitimate interest |
Answering your enquiry and preparing proposals and quotes
Lawful basis: Steps you asked for before a contract; legitimate interest
Booking accommodation, flights, transfers, permits and activities
Lawful basis: Performance of our contract with you
Sharing dietary, medical and mobility needs with lodges and operators
Lawful basis: Your consent
Invoicing, receiving payments and keeping financial records
Lawful basis: Contract; legal obligation (tax and accounting laws)
Supporting you during travel and in emergencies
Lawful basis: Contract; protecting your legitimate interests
Sending travel information, newsletters and offers
Lawful basis: Your consent, or our existing client relationship (you can opt out at any time)
Running, securing and improving our website
Lawful basis: Legitimate interest; consent for non-essential cookies
Complying with law, and establishing or defending legal claims
Lawful basis: Legal obligation; legitimate interest
We do not sell your personal information, and we do not use it for automated decisions that have legal effects on you.
Giving us your information is voluntary, but without traveller, passport and payment details we cannot complete a booking. You can withdraw consent at any time; this does not affect processing that took place before you withdrew it.
4. Who we share it with, and transfers outside South Africa
We share your information only with those who need it to deliver your trip or run our business, and only as much as they need.
- Travel suppliers: lodges, camps, hotels, airlines, charter and helicopter operators, transfer and vehicle-hire companies, guides and permit authorities (for example, national park or gorilla-permit offices).
- Service providers acting for us (operators): website hosting and database providers, email and messaging services, accounting software and our bank. They may use your information only on our instructions and must keep it secure, as section 21 of POPIA requires.
- Professional advisers and insurers: accountants, lawyers and insurers, under a duty of confidentiality.
- Authorities: where the law requires it, or to protect someone’s life or safety.
Cross-border transfers. Safaris take place across several countries, so we must send traveller information to suppliers in countries such as Botswana, Zimbabwe, Zambia, Namibia, Kenya, Tanzania, Rwanda, Uganda, Mozambique and the Seychelles. Our website and email providers may also store data in other countries, including in Europe and the United States. Under section 72 of POPIA, we transfer personal information outside South Africa only where:
- the transfer is necessary to perform our contract with you or to take steps you asked for;
- you have consented to it; or
- the recipient is subject to laws, binding rules or an agreement giving protection substantially similar to POPIA.
By booking with us, you acknowledge that your trip cannot be delivered without these transfers.
5. Security, retention, cookies and marketing
We keep your information secure, hold it only as long as we need it, and send marketing only with your agreement.
Security. We use reasonable technical and organisational measures to protect personal information against loss, misuse and unauthorised access. These include access controls, encrypted connections (HTTPS), password-protected systems and staff confidentiality. Passport copies and health details are shared only on a need-to-know basis. If a security compromise is likely to affect you, we will notify you and the Information Regulator as section 22 of POPIA requires.
How long we keep it.
| Information | Kept for |
|---|---|
| Enquiries that do not lead to a booking | 2 years after our last contact |
| Booking, invoice and payment records | 7 years after travel, to meet tax and company law requirements |
| Passport copies, health and dietary details | Deleted or destroyed within 12 months after travel, unless needed for a claim |
| Marketing preferences | Until you unsubscribe, plus a record of your opt-out |
Enquiries that do not lead to a booking
Kept for: 2 years after our last contact
Booking, invoice and payment records
Kept for: 7 years after travel, to meet tax and company law requirements
Passport copies, health and dietary details
Kept for: Deleted or destroyed within 12 months after travel, unless needed for a claim
Marketing preferences
Kept for: Until you unsubscribe, plus a record of your opt-out
Cookies and analytics. Our website uses essential cookies and browser storage to make it work (for example, remembering lodges saved to My Safari). With your consent, we may also use analytics cookies to understand how the site is used. You can refuse or delete non-essential cookies in your browser at any time.
Direct marketing. In line with section 69 of POPIA, we send newsletters and offers only if you have opted in, or if you are an existing client and we are sending news about similar trips. Every message includes a simple way to unsubscribe. We never share your details with others for their marketing.
6. Your rights and how to contact us
You can ask us at any time what information we hold about you, and have it corrected or deleted.
Under POPIA you have the right to:
- access the personal information we hold about you, free of charge to confirm whether we hold it (section 23);
- correct or delete information that is inaccurate, out of date, excessive or unlawfully held (section 24);
- object to processing based on our legitimate interests, and to direct marketing at any time (section 11(3));
- withdraw consent where we rely on it, including for health information and marketing;
- be notified if your information is compromised in a security breach (section 22);
- complain to the Information Regulator.
Parents and guardians may exercise these rights for their children. To make a request, email info@luxuryfamilysafaris.com with the subject “POPIA request”. We may ask you to verify your identity, and we will respond within 30 days. Formal access requests may also be made under our PAIA Manual, available on request.
Complaints. Please contact our Information Officer first so we can try to resolve your concern. If you are not satisfied, you may complain to the Information Regulator (South Africa) at inforegulator.org.za or POPIAComplaints@inforegulator.org.za.
Changes to this policy. We may update this policy from time to time. The current version is always published on our website, and we will tell existing clients about significant changes.
Contact us: Luxury Family Safaris (AfriVenture Experiences (Pty) Ltd) · 53 Hobart Road, Bryanston, Johannesburg, 2191 · info@luxuryfamilysafaris.com · +27 73 168 0048