Privacy Policy

Last updated: April 2025

1. Introduction

Winter Trails Tours and Safaris ("we", "our", "us") respects your privacy and is committed to protecting the personal data you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (wintertrailstours.com), contact us, or book any of our travel services including safaris, Kilimanjaro treks, and Zanzibar holidays.

By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use our website or services.

2. Information We Collect

We may collect the following types of information:

• Personal Identification Information: Name, email address, phone number, nationality, passport details (when required for bookings), and date of birth.
• Booking & Travel Details: Travel dates, destinations, dietary requirements, medical conditions relevant to your trip, and emergency contact information.
• Payment Information: Bank transfer details, credit/debit card information (processed securely by third-party payment providers), and billing address.
• Technical Data: IP address, browser type, device information, and browsing behaviour on our website (collected via cookies and similar technologies).
• Communication Data: Records of your correspondence with us via email, contact forms, WhatsApp, or phone.

3. How We Use Your Information

We use your personal information for the following purposes:

• To process and manage your booking, including confirming reservations and sending itineraries.
• To communicate with you about your trip, answer inquiries, and provide customer support.
• To comply with legal and regulatory requirements, including park permits and hotel registrations.
• To improve our website, services, and customer experience.
• To send you promotional offers, newsletters, or updates (only if you have opted in).
• To ensure the safety and security of our guests and staff.

4. Legal Basis for Processing

We process your personal data based on one or more of the following legal grounds: your consent, the performance of a contract (your booking), compliance with legal obligations, and our legitimate interests in running our business and improving our services.

5. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share your data with:

• Service Providers: Hotels, lodges, transport companies, and local guides who help deliver your trip.
• Payment Processors: Secure third-party providers who handle payments on our behalf.
• Legal Authorities: When required by law, such as for immigration or park regulations.
• Business Partners: Only with your explicit consent, for joint offers or referrals.

All third parties are required to protect your data and use it only for the purposes we specify.

6. Data Retention

We retain your personal information only as long as necessary to fulfil the purposes outlined in this policy, including any legal, accounting, or reporting requirements. When no longer needed, we securely delete or anonymise your data.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• The right to access the personal data we hold about you.
• The right to request correction of inaccurate or incomplete data.
• The right to request deletion of your data (subject to legal obligations).
• The right to object to or restrict certain processing.
• The right to data portability.
• The right to withdraw consent at any time (where processing is based on consent).

To exercise any of these rights, please contact us using the details in Section 10.

8. Cookies & Tracking

Our website uses cookies and similar technologies to enhance your browsing experience, analyse site traffic, and understand where our visitors come from. You can control cookies through your browser settings. Disabling cookies may affect certain features of the website.

9. Security

We take reasonable technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or alteration. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

10. Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or have a complaint, please contact us:

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically to stay informed about how we protect your information.