Cancellation and Refund Policy
What is personal information?
How do we collect personal information?
Booking your travel with us
While booking your travel to Tanzania with Popote Africa, both directly and through the network of our partnered travel agencies, travel marketplaces and other travel professionals and resources, you consent to the collection, use and disclosure to the third parties, which are various accommodation and third party travel experiences providers in Tanzania and the Tanzania National Parks Authority, the following information:
- Your passport information (name, age, nationality and number)
- Residency
- Email address and phone number, emergency contact number
- Insurance details
- Health and medical information
- Meals and nutrition
- Tour details (hotels and itinerary)
- Payment information
Sometimes our adventures involve the use of third-party providers of accommodation, such as hotels and lodges, and travel experiences, for example hot air ballooning in Serengeti. To make these parts of your adventure happen, we may need to provide your personal information to these providers, for example our partnered hotels are always asking for the dietary and nutrition information to provide excellent and safe service. These third parties, however, may not use your personal information for any purposes, but to provide services related to your tour to Popote Africa. By booking our adventure trips you agree to these disclosures.
In addition to that, we may use your personal information for the following purposes:
- Recommending the most suitable travel products to you and helping you to understand if they will be safe and enjoyable.
- Providing information about our travel products.
- Providing customer care and support services and resolving any issues related to our travel products.
- Making sure that our travel products are safe for you;
Exercising regular business administration tasks (such as accounting). - Making sure that we as a company are complying with the prevailing laws and regulations of Tanzania and other countries.
Booking your adventure through a travel agency
If you book your trip with Popote Africa through one of our partnered travel agents or agencies, you understand and acknowledge that we will be collecting your personal information from them.
Booking on behalf of other travelers
If you are making a booking with our company on behalf of another person (e.g. your travel companion or when our trip is a gift you are making), you should ensure that the person for whom a booking is made is made aware of this policy and our terms and conditions.
Marketers
Our company is working with many partners from all over the world. These partners help us to promote our adventure travel trips (usually by providing consulting and marketing services), generate leads for us, etc. For better targeting and more effective marketing we sometimes disclose generalized, non-identifiable information about our customers to them.
Reviews
Personal information of the EU citizens
We inform the citizens of the European Union and the United Kingdom that your personal information is kept on our servers in the United Kingdom.
However, as described above, we may sometimes transfer your personal information to the providers of travel experiences outside of the European Economic Area.
Provision of the personal information under the law
We may also disclose your personal information in the cases described in the prevailing laws of Tanzania and the countries where we operate. Such cases may include a court order or other legally valid order of inquiry.
We may also disclose personal information in the cases of defending against legal claims or preventing actual or suspected harm to property or loss.
Medical information
We may share your medical and health-related information with the relevant medical personnel should it become necessary. Medical information is not shared with the third-party providers of travel experiences or the government, unless the circumstances of such a disclosure warrant that it is in your vital interest. You may always opt out from providing us with your medical and health-related information, however, it is highly recommended you provide this information to make sure that your experience with us is safe.
Job applications
If you apply for a job with Popote Africa, we will collect and use your personal information to determine if you are fit for the role you are applying for. If your job application is successful, then your personal information will be stored at our human resources department in accordance with the established protocols.
Protection of your personal information
Our company is taking reasonable technical and other measures to make sure that all types of personal information at our disposal are stored safely and securely and are not accessible by the unauthorized parties. A limited number of our staff (normally a manager handling your booking and your trip leader) are aware of your personal information.
We regularly audit our website, looking for security holes and/or other vulnerabilities.
In addition to that, we do not store your personal information longer than it may be necessary for the provision of our services.
Personal information of the minors
We do not knowingly collect personal information from the minors (under 18). If you are a minor, parental consent or consent of a legal guardian is required for you to use our services.
Financial information
No paid disclosure to the third parties
We never sell our customer lists to any third parties. The only cases when we may disclose your personal information to a third party are described above, and such disclosures are never pecuniary in nature.
Photo and Video
Sometimes your photo or video may be taken by a member of our staff, a professional photographer hired by us or by another traveler. Our professional photographers are instructed to always seek permission before making a photo. However, it is advisable to inform your trip leader, a photographer, and other trekkers in advance if you do not want to be photographed.
Sometimes, we may appoint a professional photographer to the group for making promotional images to be posted on our website or used in our printed brochures and other publications. In such cases we will seek your written consent.
Transfer of the personal information to other parties
When it becomes necessary for us to share your personal information with the third parties mentioned above, at all times we are trying to ensure that the parties who your information is shared with are applying solid confidentiality and privacy management protocols, which comply with the prevailing regulations.
The overwhelming majority of such third parties are located in the EU, UK, Australia and the United States, where the standards of confidentiality and privacy issues management are known to be high.
Your rights in relation to the personal information
We are committed to keep our customers reassured that you have complete control over the personal information provided to us. Thus, according to the laws regulations currently in place, some of your rights concerning the personal information include:
- At all times you may ask us to correct or update your personal information, if it is for some reason inaccurate, outdated or incomplete;
- You may ask us to provide you with the company of information about you that we hold;
- You may ask us to stop using your personal information;
- You may ask us to delete all or some of your personal information, which we keep;
- You may inform us that you would like to withdraw all consents in relation to your personal information that you have given to us before.
At all times we will try to act as instructed, however, in some cases your decision relating to the personal information provided to us may have certain consequences. After you submit your request, our managers will inform you of the consequences that your request will entail.
Also, if you are a resident of the European Economic Area, under the GDPR you have the following additional rights:
- You may withdraw your consent for us to use your information for marketing goals;
- Withdraw your consent for us to process your personal data;
- Request us to transfer your personal information to you or to a designated third party.
