Who we are

Phil West Safaris (“Phil West Safaris”, “we”, “us”, or “our”) is the controller of your personal data. This Privacy Policy explains how we collect, use, and protect your personal data when you interact with:

• Our website, and

• Our mobile application

(collectively, the “Platform”).

How we collect your information

We may collect personal data about you in the following instances.

You give it to us when you:

• Contact us or request information from us

• Contact us via our social media profiles

• Book travel services with us or confirm that you will travel with us

• Communicate with us by email, phone, or via the app

Other people give it to us when:

• Our client has included you as a travel guest

• Our client has indicated that you are his or her emergency contact

• Information about you is publicly available (for example, via public registers or professional websites)

Information we collect about you

We may collect the following information.

• When you contact us for a travel proposal:

  • First name and last name

  • Email address

  • Phone number

  • Location

  • Type of travel you are interested in

  • Budget

  • Any other information you choose to provide in our conversation history, including information related to other people who will accompany you on your trip

• When you have booked a travel service with us or you are a travel guest:

  • First name and last name

  • Preferred name

  • Email

  • Phone number and mobile number

  • Date of birth

  • Address

  • Travel itinerary

  • Flight and transfer information

  • Travel insurance information

  • Passport details

  • Special occasion information (e.g., anniversaries, honeymoons, birthdays)

  • Any other miscellaneous information you provide to us that is relevant to your trip

We may also collect the following sensitive information after you have booked a travel service with us, where needed to arrange and operate your trip safely and appropriately:

• Health or medical information (for example, mobility concerns, relevant medical conditions)

• Information about allergies

• Dietary requirements and preferences

• Weight (where required for specific travel services, such as light aircraft flights or certain activities)

• Signed travel waivers

• Information about children traveling with you

Whether or not you choose to provide personal information is entirely up to you. However, if you choose not to provide certain information, we may not be able to offer some services or tailor your trip as requested.

When you are indicated as an emergency contact:

• First name

• Last name

• Phone number

A note about children

Children (under the age of 18) are not eligible to use the Platform unsupervised, and we ask that children do not submit any personal information to us. If you are under the age of 18, you may only use this Platform in conjunction with, and under the supervision of, your parents or guardians.

Why we collect your information

We use the information we collect about you for the following purposes and on the following legal bases:

• Provide you with our services
  To administer and manage our relationship with you and deliver travel services you have requested or that have been booked for you.
  Legal basis: performance of a contract with you (or taking steps at your request prior to entering into a contract).

• Manage guests on a trip
  If you have been invited by another person as a guest on a trip, we use your information to include you in the travel arrangements.
  Legal basis: performance of a contract with our client and our legitimate interest in providing our services.
  If you are not interested in being included and would like us to remove any information we have about you, you can request deletion at any time by contacting us at info@philwestsafaris.com.

• Gather analysis information
  To understand how our Platform and services are used and to improve them.
  Legal basis: our legitimate interests in improving and developing our services.

• Provide you with news and general information about our services (based on legitimate interests)
  To inform you about similar services and trips that may be of interest to you. You can opt out of these communications at any time by contacting us at info@philwestsafaris.com or using any unsubscribe link where available.
  Legal basis: our legitimate interests in promoting our services.

• Provide you with news and general information about our services (based on consent)
  If you choose to subscribe to our newsletter or specific marketing lists, we will send you communications based on your consent. You can withdraw your consent at any time.
  Legal basis: your consent.

• Contact you in case of an emergency
  To contact you or your designated emergency contact if necessary for your safety during travel.
  Legal basis: performance of a contract, compliance with legal obligations, or protection of the vital interests of our clients.

• Compliance with legal obligations
  To provide government agencies with information, as necessary for compliance with legal or regulatory obligations.

Who we share your information with

We may disclose personal data to third parties in the following circumstances:

• Other entities within the Phil West Safaris group of companies (if applicable)

• Our third-party service providers, suppliers, and partners that assist in providing our services, such as airlines, hotels and lodges, ground handlers, system hosting and management providers, support and data analysis providers

• Credit or reference providers or debt collection companies, where needed

• Our professional advisors, including lawyers, consultants, accountants, auditors, and insurers

• Possible acquirers or investors (and our and their advisors) in the context of facilitating or implementing a business reconfiguration or reorganization or a transfer or sale of all or part of our assets or business, including, but not limited to, a divestiture, acquisition, or business reconfiguration. Alternatively, we may seek to acquire other businesses or merge with them

• Competent governmental and public authorities, in each case to comply with legal or regulatory obligations or requests

Some of the service providers and partners mentioned above may be located abroad. In such cases, Phil West Safaris adopts additional safeguards to guarantee an adequate level of protection for your personal data.

Transfer of your information

Phil West Safaris will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy. No transfer of your personal data will take place to an organization or a country unless there are adequate controls in place, including the security of your data and other personal information.

In accordance with the European Union’s General Data Protection Regulation (“GDPR”), when we transfer your personal data out of the European Economic Area, we ensure a similar degree of protection is afforded to it by using specific safeguards approved by the European Commission, which give personal data the same protection it has in Europe.

How we protect your information

To help ensure that your personal information is secure, we communicate our privacy and security guidelines to Phil West Safaris employees and business partners and follow precautionary measures regarding privacy within the company.

We strive to protect your personal information through physical, technical, and organizational measures aimed at reducing the risks of loss, misuse, unauthorized access, disclosure, and improper alteration of this data.

How long we retain your information

We determine retention periods based on the purpose of the processing and the rules set forth within the GDPR and other applicable data protection laws. For example, we are required to remove data when it has served its purpose and is no longer of use.

We review the personal data we collect regularly to ensure that it is up to date and is not retained longer than needed or required by regulation. Any personal data held by us for marketing and service update notifications will be kept until you notify us that you no longer wish to receive this information.

If you wish to have more detailed information about our retention times, please contact us at info@philwestsafaris.com.

Your rights

You have several rights concerning your personal data, such as the right to access, update, delete, and obtain a copy of such data, as well as to transfer it between IT environments of your choosing. We seek to ensure that you can exercise your rights efficiently. You can exercise your rights by contacting us at info@philwestsafaris.com.

Under the law, you are granted several fundamental rights when data about you is being processed. We will respond without undue delay (no more than 30 days) when you submit a request related to exercising your data subject rights. Although uncommon, where applicable for official or legal reasons we may be unable to address the specific request you make related to your rights.

If a request is manifestly unfounded or excessive, in particular because of its repetitive character, we may either:

• Charge a reasonable fee taking into account the administrative costs of providing the information or communication or taking the action requested; or

• Refuse to act on the request.

In this scenario we will inform you of the reasons we believe your request is manifestly unfounded or excessive.

As a data subject, you may:

• Request access to the personal information we process about you

• Request that we correct inaccurate or incomplete personal information about you

• Request deletion of personal information about you

• Request restrictions, temporarily or permanently, on our processing of some or all personal information about you

• Request transfer of personal information to you or a third party where we process the data based on your consent or a contract with you, and where our processing is automated (data portability, e.g., in a PDF file)

• Opt out of or object to our use of personal information about you where our use is based on your consent or our legitimate interests

If we have reasonable doubts concerning your identity, we may request the provision of additional information necessary to confirm it.

You also have the right to lodge a complaint with a supervisory authority.

Updates to our Privacy Policy

From time to time, it may be necessary to adapt the content of this Privacy Policy. We therefore reserve the right to change it at any time without prior notice.