This policy explains what personal information Kwai PM Kwai Travel and Tours Limited collects, why we collect it, how we use and protect it, and what rights you have over it.
1. Who we are
Kwai PM Kwai Travel and Tours Limited ("we", "us", "our") is a tour operator registered in the United Republic of Tanzania, with offices at Sinza Kijiweni, Dar es Salaam. We are the data controller for the personal information described in this policy.
For any question about this policy or your personal data, contact us at booking@kwaipmkwaitravelandtours.com or +255 (0) 723 603 604.
2. Information we collect
2.1 Information you give us
- Enquiry details — name, email address, telephone or WhatsApp number, intended travel dates, number of travellers, interests, and anything you write in your message.
- Booking details — nationality, passport number, date of birth, emergency contact, dietary requirements, accessibility needs, and any medical information you choose to disclose where it affects your safety on a trip.
- Payment details — the amount, method, date and transaction reference of payments you make. We record mobile money and bank references so we can reconcile your account.
- Correspondence — messages you exchange with us by email or WhatsApp, which we retain as a record of what was agreed.
2.2 Information collected automatically
- Your IP address when you submit our enquiry form, used to apply rate limits and prevent abuse.
- Standard server logs generated by our hosting provider.
2.3 Payment card details
We do not collect or store payment card numbers. Where card payment is offered, it is processed by a third-party payment provider and the card details are handled by them, not by us.
3. Why we use your information
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and preparing a quotation | Steps taken at your request before entering a contract |
| Arranging and delivering your trip — bookings with lodges, parks, airlines and guides | Performance of our contract with you |
| Issuing invoices and recording payments | Performance of our contract; legal obligation |
| Sending booking confirmations, pre-arrival reminders and post-trip follow-ups | Performance of our contract |
| Meeting park, immigration, insurance and tax requirements | Legal obligation |
| Responding to an emergency during your trip | Protection of vital interests |
| Sending travel inspiration and offers, if you have asked to receive them | Your consent, which you may withdraw at any time |
4. Health and other sensitive information
You may choose to tell us about a medical condition, allergy, disability or dietary requirement so that we can plan your trip safely. We treat this as sensitive information. We use it only to arrange appropriate accommodation, meals, transport and activities, and we share it only with the specific suppliers who need it to keep you safe. You are never obliged to disclose it, but withholding information that affects your safety may limit the activities we can responsibly offer you.
5. Who we share your information with
We share only what is necessary, and only with:
- Trip suppliers — lodges, hotels, camps, domestic airlines, park authorities, ferry operators, and the guides and drivers assigned to your trip.
- Government authorities — where required for park permits, immigration, or by law.
- Service providers — our hosting provider, email delivery provider, and messaging provider, who process data on our instructions.
- Professional advisers and insurers — where necessary to establish, exercise or defend legal claims.
We do not sell your personal information, and we do not share it with advertisers.
6. International transfers
Some of our service providers operate outside Tanzania. Where your information is transferred abroad, we take reasonable steps to ensure it remains protected to a standard consistent with this policy and with applicable Tanzanian data protection law.
7. How long we keep it
- Enquiries that do not become bookings — up to 24 months, after which they are deleted.
- Booking and financial records — retained for the period required by Tanzanian tax and company law.
- Correspondence — retained for the duration of our relationship and a reasonable period afterwards.
- Marketing contacts — until you unsubscribe.
8. How we protect it
Our management system is access-controlled: each member of staff has an individual account, and permissions are restricted by role, so that staff can reach only the information their job requires. Drivers and guides, for example, receive the schedule details they need and have no access to financial records or client contact lists. Access is over an encrypted connection, and administrative access is limited to authorised personnel.
No system can be guaranteed completely secure, but we take reasonable technical and organisational measures appropriate to the sensitivity of the information we hold.
9. Your rights
Subject to applicable law, you may ask us to:
- provide a copy of the personal information we hold about you;
- correct information that is inaccurate or incomplete;
- delete information we no longer have a lawful reason to keep;
- stop sending you marketing messages;
- restrict or object to certain uses of your information.
Write to booking@kwaipmkwaitravelandtours.com. We will respond within a reasonable period. We may need to verify your identity first. Note that we may be unable to delete records we are legally required to retain, such as invoices.
10. WhatsApp communication
If you contact us on WhatsApp, or give us a WhatsApp number, we will use it to send booking confirmations, trip reminders, and replies to your questions. Messages are delivered through the WhatsApp Business Platform and are subject to WhatsApp's own terms and privacy practices. You can ask us to stop messaging you at any time.
11. Children
Our website is not directed at children. Where children travel with you, we collect their details from the responsible adult making the booking, and use them only to arrange the trip safely.
12. Cookies
Our website does not use advertising or tracking cookies. Our hosting provider may set strictly necessary cookies required for the site to function and remain secure.
13. Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it was last revised. Material changes affecting how we use your information will be communicated to affected travellers directly where practicable.
14. Complaints
If you are unhappy with how we have handled your personal information, please contact us first so we can try to put it right. You also have the right to complain to the relevant data protection authority in Tanzania.