Guest Information

——INFORMATION YOU WILL NEED TO HAVE AVAILABLE:

1. Your passport information. Your passport must be valid for six months after you return home from travel.

2. A color scan or photo of your passport to upload. After submitting your Guest Information, you will be prompted to upload a color scan or photo of your passport in JPG or PNG formats. Please disregard this step if you already provided this information to us.

3. Emergency contact information. Please select a person not travelling with you who can be contacted in case of an emergency.

All your information is kept strictly confidential.

What are the entry requirements for Tanzania?

All travelers are required to fill in an online travelers’ surveillance form available at http://afyamsafiri.moh.go.tz for mainland Tanzania and http://healthtravelznz.mohz.go.tz for Zanzibar within 24 hours before arrival

Visitors who are fully vaccinated, will be exempt from both PCR and Rapid Antigen Test requirements. Travelers will be required to present a valid vaccination certificate with QR code for verification upon arrival. The only accepted vaccines are those which have been approved by the United Republic of Tanzania and the World Health Organization.

If you are not fully vaccinated, you will be required to present a negative Covid-19 certificate with QR code for verification upon arrival. The only accepted test is PCR or NAAT using a sample tested within 72 hours before departure. This applies to mainland Tanzania and Zanzibar. It is possible you may also have to do a Rapid Antigen Test upon arrival at your own cost (U$D 10 for mainland Tanzania and U$D 25 for Zanzibar)

Children aged 5 years and below are exempt from all Covid testing requirements

All departing travelers are advised to seek up to date information from their airline and home country regarding re-entry requirements.

If I am unvaccinated and test positive before I travel, what happens?

For bookings confirmed before 21st March 2022:

The best option is for you to postpone your trip. Guests can postpone their travel plans without any penalties providing travel is within 24 months of the Safari start date. You will need to inform us of this in writing, via email. Any deposit made may be used for the amended /postponed booking. The final cost of the amended booking may reflect any changes in rates e.g. accommodation, park permits etc. that are applicable on the new dates.

If I have to cancel my booking, can I get my deposit back?

Unfortunately, we are not able to refund your deposit, as stated at the time of booking. The deposit is used to secure accommodation and goes towards on-going operational costs. We sincerely hope that you don’t cancel, but fully understand that postponement may not be an option. If this is the case and you have insurance, your losses may well be covered. We are happy to provide any information needed by the insurance company. We are able to keep your deposit as a credit note for future bookings, as detailed above.

Will I need a Covid Negative Certificate when leaving Tanzania?

Please check with the authorities of the country you are returning to. Increasingly, this requirement is being removed. If you do need a test, it is still is possible to get a Covid-19 PCR test in Arusha, Dar es Salaam, Zanzibar, Karatu, Ngorongoro & Serengeti. It takes approximately 24-48 hours to get your result and costs are approximately U$D 50-100 per person, depending on where you get tested. Some countries now require Rapid Antigen Tests which can be done at the International Airports, but you will need to arrive 3-4 hours before your scheduled departure time.

What happens if I test positive whilst in Tanzania?

If you need to isolate for any period of time, we will help you to find a suitable hotel which is within your budget and will manage all communication with the hotel staff. If you receive a positive PCR test whilst in Tanzania, the official time needed before you can re-test is 7 days from the date you receive your test results. Some airlines / destination countries are now accepting negative Rapid Antigen Test Certificates for boarding / entry. If this applies to you (please check carefully), you may be able to leave as soon as you get a negative Rapid Test result.

Warmest wishes to you and your family and we look forward to welcoming you to Tanzania soon.

—— 6. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via postal, email or text message. You have the right to withdraw consent to marketing at any time by contacting us via the contact details for your country or region as shown above.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity

Type of data

Lawful basis for processing

(a) Identity

(b) Contact

Necessary for our legitimate interests.

Creation of itinerary and trip planning, which includes the transfer of data to other jurisdictions.

(a) Identity

(b) Contact

Performance of a contract with you.

To process and deliver your booking including:

(a) Putting final itinerary together and adding additional requests;

(b) Transfer of further data to other jurisdictions as requested by the guest;

(d) Collect and recover money owed to us.

(a) Identity

(b) Contact

(d) Transaction

(e) Marketing and communications

Performance of a contract with you.

To manage our relationship with you which will include:

(a) Right to rectification of your personal information.

(b) Asking you to leave a review or take a survey.

(a) Necessary to comply with a legal obligation;

(b) Necessary for our legitimate interests.

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy). To ensure marketing is relevant to your requirements or interests.

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(d) Usage

(e) Profile

(f) Marketing and communications

Necessary for our legitimate interests (to develop our products/services and grow our business)

To monitor our communications with you in order to check any instructions given to us, for training purposes, for crime prevention, to improve the quality of our customer service and to defend legal claims.

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (to assist us in training our employees and defend our business in the event of a claim).

(b) Necessary to comply with a legal obligation;

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have made a booking with us.

Where you have not made a booking with us you may receive marketing communications from us about products, services and offers, however, you may opt out of receiving such marketing if you so wish by sending an email to the relevant data compliance email address for your region, as set out above.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us to stop sending you marketing messages at any time by following the opt-out unsubscribe links on any marketing message sent to you or by contacting your travel consultant at any time or by sending an email to the relevant data compliance email address for your region, available as set out above.

Where you opt out of receiving these marketing messages, this will not apply to personal data that you have provided to us as a result of a purchase of arrangements or other such transactions.

Monitoring communications

We may monitor, record, store and use any telephone, email or other communication with you in order to check any instructions given to us, for training purposes, for crime prevention and to improve the quality of our customer service.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Preferences.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact via the relevant data compliance email address for your region, available above.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

—— 7. Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

Internal Third Parties as set out in the Glossary.

External Third Parties as set out in the Glossary.

Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

—— 8. International transfers

We do transfer your personal data to different countries around the world to the suppliers fulfilling or providing your travel arrangements in order to satisfy our contract with you and for those suppliers to be able to provide you with the travel arrangements you have booked if you are travelling outside of your country of residence.

Whenever we transfer your personal data, we ensure a similar or more extensive degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

Where we use certain service providers, we may use specific contracts which give personal data the same protection, or an increased amount of protection as it has in your country of residence.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data to other countries.

—— 9. Data security

We have put in place appropriate technical and operational security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

—— 10. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by sending an email to the relevant data compliance email address for your region, available above.

In addition to the above, by law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

—— 11. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please check the Glossary section to find out more about these rights:

Request access to your personal data.

Request correction of your personal data.

Request erasure of your personal data.

Object to processing of your personal data.

Request restriction of processing your personal data.

Request transfer of your personal data.

Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us using the contact details for your country or region, which are available above.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

—— 12. Glossary

LAWFUL BASIS

Legitimate Interest – means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us, contact details can be found above.

Performance of Contract – means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation – means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

YOUR LEGAL RIGHTS

You have the right to:

Request access – to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction – of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure – of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing – of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing – of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

if you want us to establish the data’s accuracy;

where our use of the data is unlawful but you do not want us to erase it;

where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer – of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time – where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.