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TRACKS SAFARIS PRIVACY POLICY
At Tracks Safaris we are committed to protecting and respecting your privacy whilst striving to provide the very best experience. We work very hard to keep your information safe and we want our services to be safe and enjoyable for everyone. We follow strict security procedures on how personal information is stored and used and who sees it to help stop unauthorised persons accessing it. We also recognise that it is important for you to understand how we use your personal information.
This Privacy Policy describes the way we will process and use any personal information about our customers, potential customers, visitors to our website and any other individuals whose data we process in the course of our business. Please read this Privacy Policy carefully to understand our practices regarding your personal information and how we will treat it.
We have a legal duty to protect personal information that we collect under the Data Protection Act 1998 and the General Data Protection Regulation (EU) 2016/679, (the “GDPR”). For the purpose of the DPA and GDPR, Tracks Safaris are the data controller and are located at The Stables, Egan House, Lower Vexford, Somerset, TA4 3QJ.
Personal information we collect, how we use it and our lawful basis for processing
We may collect and use various types of personal information about you. Details of this information, together with an overview of the way that we use it and our lawful bases for the processing in each case are set out below:
Enquiries and bookings
We will collect personal information from you when you make an enquiry about a holiday. This includes your name and contact information, details about the destinations and countries that you are most interested in and any additional details of your travel plans which you voluntarily give to us. We may also collect details about the best time to contact you as well as where you heard of Tracks Safaris, and any other requests or information you give us.
If you visit Tracks Safaris at Consumer Trade Shows we will also collect similar information to allow us to contact you after the show. This will be fully explained to you at the Show and you can opt out of any contact at any time by either asking us to delete any information by telephone or email, or by unsubscribing to any marketing emails.
We will use this information so that we can provide you with information that you have requested or contact you if you would like us to call you back. We have a legitimate interest to use your information in this way to make sure that we are able to help you find the best holiday for you. Where we rely on our legitimate interests, we'll always ensure that your rights are protected.
If you book a holiday with us, we will ask you to provide certain details about your travel arrangements. This is likely to include details of your passports, emergency contacts, travel insurance arrangements, preferences and special dietary and medical requirements, weight (for light aircraft purposes) frequent flier club membership, visa requirements, and your flights (if you arrange your own flights). This will also include details of any other friends or family who are accompanying you as part of your booking.
We will collect this information so that we can fulful our contract with you and provide you with the quality of service we like to offer. We will use this information to help us organise your trip, make bookings on your behalf and ensure that you (and any other friends or family accompanying you) receive the products and services set out in your itinerary.
Where you are a regular customer we may retain some of this personal information so that we can use it when you next book with us as we have a legitimate interest to improve our customer journey and ensure we look after our regular customers.
Websites, marketing and advertising
So that Tracks Safaris can offer a quality Service for customers and a better user experience we collect certain information about visitors to our website using cookies. A cookie is a simple text file that is stored on your computer or mobile device by a website’s server and only that server will be able to retrieve or read the contents of that cookie.
Tracks Safaris may use third-party tracking applications such as Google Analytics and Ad insight which provide information on website traffic and behaviour patterns to help maintain a better user experience.
We collect this information so we can fulfil our legitimate interests as a business to ensure that our website is fit for purpose and promotes our services appropriately for our customers. We also rely on our legitimate interest in measuring customer satisfaction and troubleshooting any website issues.
We may collect and use information in connection with the marketing and advertising of our holidays. This may include your contact details (and your marketing preferences) to contact you with marketing e-mails or when running competitions, promotions or customer surveys. Whilst carrying out efficient and appropriate marketing and advertising, we will rely on our legitimate interests whilst always ensuring that your rights are protected. You can withdraw your consent or opt out of our direct marketing at any time using the 'unsubscribe' option in any marketing email or by contacting us by email or telephone.
We may collect details about you, such as your user name, when you engage with us on social media (by mentioning or tagging us in a post or contacting us directly) this is so that we can respond to any comments and queries you have. We rely on our legitimate interests to do this as we want to ensure our customers have the best possible experience, whilst always ensuring your rights are protected.
Administrative or business purposes
We may collect and use certain other personal information when we correspond with you (whether by telephone, e-mail or otherwise). For example, we may collect information when you use our LiveChat feature to speak with our Specialists to ensure quality of service and for training purposes.
How we share personal information
In order to make sure that we run our business efficiently, and to make sure that you get the service that you expect, we will need to share your personal information, from time to time, as necessary, with the following third parties:
Trusted third party business partners including our ground operators, local businesses we partner with in the UK and outside the European Economic Area (EEA) and airfare providers issuing flight tickets, to enable those operators to conduct services related to the contracts we enter into with you. We will only provide information which is relevant to your booking and we will never share your personal information with third parties for them to use for the purposes of sending you marketing information or for those third parties to use your information for their own purposes.
Security of your personal information
We take the security of your information very seriously and will protect your personal information from unauthorised access, use or disclosure. We will always keep these under review to make sure that the measures we have implemented remain appropriate.
We will keep your personal information for limited and appropriate periods of time only linked to our purposes for processing your personal information. This means that the retention periods will vary according to the type of personal information. For example, some transaction information will be kept for a number of years in order to comply with various finance and tax related obligations.
You have certain rights in respect of the personal information that we hold about you. We will confirm to you whether or not we are processing and using personal information about you or correct any inaccurate personal data. You can ask us at any time to delete any personal data we hold about you. We are happy to provide you with access to and a copy of such personal information and the other details to which you are entitled – we may make a small administrative charge.
Contact and complaints
If you would like to contact us for any reason regarding any aspect of our Privacy Policy please do so using the following contact details:
Data Protection
Tracks Safaris
The Stables
Egan House
Lower Vexford
Somerset
TA4 3QJ
Telephone number: 01984 667420
Email: [email protected]
