Data Protection Privacy Policy

Data Protection Privacy Policy

For the purposes of the Data Protection Act 1998, we are a data controller. This privacy policy sets out how we collect and use the personal information (“personal data”) you provide us with directly or through use of our website. Personal data is information which is capable of identifying an individual. This privacy policy may be amended or added to from time to time. The latest version will appear on our website. We will only process personal data as set out in this privacy policy (as amended or added to) or otherwise notified to or agreed by you or as we are permitted to do in accordance with the Data Protection Act 1998.

Data Protection

If we collect any data about you, this is held under the UK Data Protection Act. We will not pass on any information about you to any third parties unless it is directly relevant to your holiday booking that you have made with us. Sense Africa does share some of your personal information with trusted and required companies such as flight operators, lodges and other form of accommodation, car rental agencies and other companies and individuals that are involved in making sure your holiday goes according to plan and this will mean sharing passport details, driving licence details, medical information, emergency numbers and other information for your holiday to run safely and smoothly.

Personal Information

We place a high premium on the privacy of every person we are in touch whether it be face to face, via website, email or on the phone. We collect personal details only when you use our website to send us an enquiry, order a brochure, register with us for competitions, promotions or sign up to receive email newsletters from us.

 

We will only use that information to respond to your message and to help us get you the information or services you have requested. If you contact us, your email address may be used to send you our email newsletter from time to time, and you are free to unsubscribe from this at any time using the links provided. Your Personal Information, including your email address, will never be made available to a third party for the purposes of sending you marketing information.

Personal Information includes any information which relates to and renders it possible, to identify you as an identifiable living human being and/or where applicable an identifiable juristic person, which may include (without limitation) your name, your physical and postal addresses, your email address, your race, your gender, your age, your national, ethnic or social origin, medical or financial information, your Internet address of the domain from which you are visiting (i.e. your Internet Protocol address or IP address) or your location. On booking you will acknowledge that you have read this Policy and consent to the processing of your Personal Information as provided for herein below.

If you do not wish to consent to the processing of your Personal Information, or no longer want us to continue processing your Personal Information in accordance with this Policy, you are kindly requested to inform us by email: info@senseafrica.co.uk. Please be aware that we may not be able to complete your booking without access to some of your Personal Information.

Remember that email is not necessarily secure. You should never send sensitive or personal information by email.

Data Controller

For the purposes of the Data Protection Act 1998, we are a data controller. This privacy policy sets out how we collect and use the personal information (“personal data”) you provide us with directly or through use of our website. Personal data is information which is capable of identifying an individual. This privacy policy may be amended or added to from time to time. The latest version will appear on our website. We will only process personal data as set out in this privacy policy (as amended or added to) or otherwise notified to or agreed by you or as we are permitted to do in accordance with the Data Protection Act 1998.

Processing your Booking

To process your booking, send you a brochure or respond to an enquiry, we need to collect personal data from you. Depending on what’s required, the personal data we collect may include names and contact details and special requirements such as those relating to any disability or medical condition which may affect holiday arrangements and any dietary restrictions which may disclose your religious beliefs (“sensitive personal data”). All references in this privacy policy to personal data include sensitive personal data unless otherwise stated.

We obtain Information from you such as when you submit an enquiry in respect of a specific service, or when you subscribe to our newsletter. At the end of your holiday we may request that you provide us with your views and / or opinion in the form of a questionnaire, information being required to assist us to improve our products and services and to ensure that our guests continue to experience products and services that are of exceptional value.

We will be collecting the following Information from you:

  • Name, addresses and telephone numbers
  • Email addresses
  • Information necessary to facilitate travel or other services, including travel companion(s) names, emergency contacts and special service needs including those relating to any disability or medical condition which may affect the chosen holiday arrangements, or dietary restrictions which may disclose your religious beliefs
  • Passport number, nationality and country of residence
  • Use of products and services such as self-service devices, flight status notification and web check-in
  • Your personal opinion, views and preferences (should you wish to complete our product review questionnaires at our Lodges)
  • Information provided via survey, focus group or other marketing research efforts
  • Information provided to customer-service representatives to research and resolve issues or questions

We collect this information through Signable, a trusted and secure method of transmitting sensitive data and other secure methods. This enables your holiday to run smoothly.

All collected Personal Information will only be processed in accordance with this Policy or as specifically disclosed to you and/or brought to your attention, at the time you provide the information. We will be entitled to lawfully process your Personal Information and to disclose the same to trade partners to facilitate the services which you may have requested. We will not sell, transfer, share, or otherwise permit access to your Personal Information with any third parties other than as described in this Policy.

Processing of Personal Information

The Personal Information will be processed by us for the following purposes:

(i) verifying your identity;

(ii) transmitting and receiving necessary correspondence to you in relation to the services or the products or services accessed;

(iii) facilitating delivery of the services or the products or services accessed, used or purchased by you;

(iv) generally rendering the services procured by you;

(v) processing payments, refunds and the like in respect of any of the services or the products or services accessed, used or purchased by you;

(vi) transmitting marketing material to you in respect of the services and the products made available to;

(vii) for compliance and risk purposes;

(vii) to analyse the Personal Information collected for research and statistical purposes and once such Personal Information is analysed to send you marketing and promotional material which the we believe may, based on our processing of your Personal Information, be relevant to;

Booking your Holiday

Appropriate personal data will be passed on to the relevant suppliers of your arrangements / any Third Party Supplier / any other third party who need to know it so that your holiday can be provided. The information may also be provided to government / public authorities such as customs or immigration if required by them, or as required by law. Certain information may also be passed on to security or credit checking companies. On occasions, we may use other companies to provide services on our behalf, such as mailing brochures and marketing material. We only provide third parties with the personal data they require to deliver their services. Other than in relation to government / public authorities (over whom we have no control), we will take appropriate steps which are intended to ensure that anyone to whom we pass your personal data for any reason agrees to keep it secure, only uses it for the purposes of providing their services and does not collect any personal data from you in the course performing their services. If we cannot pass personal data to the relevant suppliers / Third Party Supplier / any other third party, whether in the EEA or not, we will be unable to fulfil your booking. In making your booking, you consent to personal data being passed on to the relevant parties.

International Transfer of Personal Information for your Holiday

Your personal data may be stored, used and otherwise processed within the UK and / or any other country / countries of the European Economic Area (EEA). EEA countries are all member states of the European Union together with Norway, Iceland and Liechtenstein. We may also store, use or otherwise process personal data outside the EEA. Data protection laws may not be as strong outside the EEA as they are in the EEA. We will only share relevant information in order for your holiday to go ahead.

Storage and Data Retention Period of Personal Information

We would also like to store and use your personal data for future marketing purposes (for example, sending you a brochure or other marketing material). All personal data you give us will be kept but we will use only names and contact details for marketing purposes (unless you have told us that you do not wish us to do so). If you would prefer not to receive any promotional mailings from Sense Africa you may inform us at any time and we will remove your details from future mailing lists.

Personal Information that was only needed for your holiday such as medical information, next of kin, copies of driver license, dietary requests and other similar information are deleted and shredded at the end of your holiday.

Information Access

You are entitled to ask us (by letter or e-mail) what details of yours are being held or processed, for what purpose and to whom they may be or have been disclosed. We will respond to your request within 30 days of receiving your request and will be in the form of a spreadsheet. In certain limited circumstances, we are entitled to refuse your request.

If you believe that any of your personal data which we are processing is inaccurate or incorrect please contact us immediately.

Deleting your Personal Information

You have the right to ask for your Personal Information to be deleted. This would mean that you would be removed from our database and our emailing list immediately and you would have no further correspondence from Sense Africa.

Newsletter

Given that you wish to subscribe to our newsletter, we will, from time to time, send you promotional emails about special offers or other information using the email address which you have provided. Please note that you can unsubscribe from this list at any time should you wish to by selecting the “unsubscribe” button at the bottom of the newsletter.

Website

In common with most websites, our website uses cookies. A ‘cookie’ is a small data file which our website server stores on your computer to collect information about your visit and to remember you when you visit again later. The main purpose of a cookie is to identify users and to personalise their visit by customising web pages for their use. We may also use third parties who will collect non-personally identifiable data (such as the IP address of a user’s computer) to analyse site visits and carry out other similar activities. During this, they may place their own cookies on your computer so that they can collect information about your visit. You may if you wish disable or delete such cookies through your internet browser.

Legal update: In the UK from 26 May 2012, all websites will be under an obligation to obtain your consent to download cookies onto your computer for any reason other than where it is strictly necessary to download cookies onto your computer. Therefore from this date, we request your consent to download cookies onto your computer for services where it is not strictly necessary to do so. You can choose to opt out and prevent us from downloading cookies from your system, however this will affect your user experience of our website and we may not be able to offer you all the services on our website as a result. Therefore, to provide you with the best experience of our website and offer you all of our services, we would recommend opting in and allowing us to download cookies on to your computer.

Please note we do not store any individual data from our cookies, we simply use the information to understand user trends.

We take appropriate technical and organisational measures which are intended to prevent unauthorised or unlawful processing of personal data and accidental loss or destruction of, or damage to, personal data.

Data Security

Unfortunately, the transmission of information via the internet is not completely secure. Whilst we have taken all appropriate, technical, organizational and reasonable measures to secure the integrity and confidentiality of the Personal Information in our possession, to guard against the loss of, damage to or unauthorized destruction of Personal Information and unlawful access to or processing of Personal Information, we do not guarantee that our security system is 100% secure or error-free. Therefore, we do not guarantee the security or accuracy of the information (whether it be Personal Information or not) we collect from you and process in accordance with this Policy. Any transmission of Personal Information will be solely at your own risk. Once we have received your Personal Information, we will use strict procedures and security features to try to prevent unauthorised access to it.

We restrict access to your Personal Information to our employees who have a legitimate operational reason for having access to such Personal Information. We also maintain physical, electronic and procedural safeguards that comply with the relevant laws and regulations to protect your Personal Information from any unauthorized access.

We shall not be held responsible and by accepting the terms and conditions to which this Policy relates, you agree to indemnify us and hold us harmless for any security breaches which may potentially expose the Personal Information in our possession to unauthorised access and or the unlawful processing of such Personal Information by any third party.

Complaints

You have the right to complain to the ICO if you think there is a problem with the way Sense Africa is handling data.

 

 

 

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We would be delighted to discuss in person all aspects of your African holiday. We look forward to hearing from you.

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Email

info@senseafrica.co.uk

Telephone

01275 877172

Mobile

0775 360 4446

Skype

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