Our Promise to You:
- is to hold your data securely;
- Share only where you agree;
- Use your data to arrange your travel arrangements and improve our services;
- Put you in control by allowing you to update, delete and access your data;
This policy covers how Siyara Trails, a tour and safari operator registered and operating in Kenya, of Siyara Trails collect, use, disclose, transfer and store your data.
Siyara Trails is a tour and safari operator that arranges and coordinates travel experiences, including safari tours, excursions, transport, and accommodation, through independent third-party service providers such as lodges, hotels, transport companies, and guides. We do not directly own or operate hotels, lodges, airlines, or transport fleets.
Our website siyaratrails.com is the official travel website for the company:
Please read this information carefully before using our services. If you make a booking on behalf of other individuals, you are responsible for ensuring that they are aware of this Privacy Policy and have agreed to provide you with their personal data for the purpose of making a booking or enquiry. By proceeding with a booking or enquiry, you consent to the collection, transfer, storage, and processing of your personal data as required to deliver our services. We take all reasonable measures to ensure that your data is handled securely and in line with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, we are unable to accept your booking, and you should not use this website.
The personal information we collect and when and why we use it
We may collect personal information such as your name, address, email address, telephone number, date of birth, and details relating to your travel arrangements. Where required for international travel compliance, we may also obtain passport information in order to submit Advanced Passenger Information to relevant overseas authorities. This information is necessary for us to process and manage the travel, safari experiences, and other services you request from us.
In certain cases, we may also collect sensitive personal data, including details about medical conditions, disabilities, or special requirements such as dietary preferences. Such information may indirectly reveal personal aspects such as religious beliefs and is collected solely to ensure that we can appropriately accommodate your needs and deliver safe and suitable travel arrangements.
How we use this personal information
We use your personal information for the following purposes:
- To fulfil our contractual obligations to you and manage your booking or intended booking, including processing reservations, issuing confirmations, and providing details related to your safari or travel experience.
- To keep you informed of any updates or changes to your itinerary, such as schedule adjustments, transport delays, or weather-related modifications.
- To coordinate and manage your travel arrangements by working with trusted third-party service providers, including lodges, hotels, safari guides, and transport operators, in order to ensure smooth experience.
- To process payments related to your booking, handle refund requests, and support accounting or audit requirements. We do not collect or store full payment card details; all payment transactions are securely processed by licensed third-party payment providers.
- To communicate with you at different stages of your journey and provide relevant updates or assistance.
- To liaise with accommodation providers, transport companies, and other partners regarding your travel experience, preferences, feedback, or complaints.
- To improve our services and develop new safari and travel experiences based on customer needs and feedback.
- To send you marketing communications about our products and services, where you have given consent to receive such information.
We do not generally collect special categories of personal data. However, where such information is required, we minimize its collection and use it only when necessary, applying appropriate safeguards. In such cases, this information may be shared with third-party service providers involved in delivering your travel arrangements, who are responsible for handling it in accordance with their own privacy obligations once it has been shared.
If you contact us with enquiries, compliments, or complaints, we will collect relevant information such as your contact details to respond appropriately. This information may be collected through email, telephone calls, website enquiry forms, or any other communication channel you use to reach us.
Personal information we collect and use for legal, compliance and regulatory purposes
We process your personal information to comply with our legal, regulatory, and compliance obligations. This includes using your data where necessary to respond to valid legal requests such as court orders, summons, or regulatory requirements, as well as to protect our rights, property, and interests, and those of others. We may retain certain personal information for longer periods where required for legal, tax, audit, or dispute resolution purposes.
Personal information we collect and use from third parties
We may collect personal information about you from third parties where you have authorized them to share it with us, such as travel companions, agents, or booking representatives. We may also receive your information from referral partners or individuals who recommend our services to you. In all cases, we only process such information where appropriate consent has been obtained or where it is otherwise legally permitted.
Personal information we collect and use when you are making a payment
We collect different personal information depending on your payment method (such as credit card or bank transfer). However, all payments are processed through secure third-party payment processors, and we do not collect or store full credit card details on our systems. We may only retain limited transaction references for accounting and reconciliation purposes.
Legal basis for using your personal information
We will only collect, use, process, share, and store your personal information where we have a valid legal basis to do so. This may include:
- Where it is necessary to sign a contract with you or take steps prior to entering a contract, such as managing your booking, processing payments, or arranging your safari experience.
- Where it is necessary for our legitimate business interests as a safari and tour operator, including improving our services and enhancing customer experience.
- Where it is required to comply with legal or regulatory obligations.
These rights may be limited where we are legally required to retain or process certain information.
Sharing your personal information with others
We may share your personal information in the following circumstances and for the purposes described below:
- To improve our products and services, develop new safari and travel experiences, and for marketing and analytics purposes.
- With trusted third-party service providers who support our business operations, including IT systems, booking platforms, and communication tools.
- With secure payment processors to authorize and complete transactions.
- With government authorities, immigration services, regulators, law enforcement agencies, and border control authorities where required by law.
- With independent service providers involved in delivering your travel experience, such as lodges, hotels, camps, safari guides, transport operators, and excursion providers.
These third-party providers operate independently and are responsible for their own handling of personal data once it has been shared with them.
Personal information we collect and use for marketing purposes and analytics
We may contact you via email, social media, or other communication channels with information about our safari packages and travel experiences, but only where you have opted to receive such communications. You may opt out at any time.
We use aggregated and anonymized data to understand website performance, improve our services, and enhance customer experience. Cookies may be used to support these purposes. Where required by law, we will request your consent before placing any non-essential cookies on your device.
Transferring personal information globally
We may transfer your personal information outside your country of residence as part of arranging travel within East Africa. Some of these countries may have different data protection standards. Where such transfers occur, we take appropriate steps to ensure your information is protected in line with applicable laws. This includes only transferring data where adequate safeguards are in place, such as contractual protection with third-party service providers.
We may also be required to disclose personal information to courts, law enforcement, or regulatory authorities where legally obligated. You may contact us for more information about the safeguards we apply to international data transfers.
How We Protect and Store Your Personal Information
We use appropriate technical and organizational security measures to protect your personal information, including policies and procedures designed to safeguard its confidentiality. These measures include restricting access to authorized staff and requiring confidentiality obligations from employees and service providers.
We retain your personal information only for as long as necessary for the purposes it was collected, such as managing bookings and providing our services. In most cases, booking-related data is retained for up to 7 years. Where no booking is made, data is deleted within 12 months. We may retain personal information for longer where required by law, including for legal, regulatory, tax, or accounting purposes, or where necessary to handle complaints or potential legal claims.
Cookies
A cookie is a small file stored on your device when you visit our website. It helps us understand how you interact with our website and improve your browsing experience.
Cookies may collect information about your visit, such as pages viewed, search preferences, and settings, helping us analyze website performance and usage patterns. They also allow us to remember your preferences and make future visits easier and more personalized.
In addition, cookies may be used to support marketing and advertising activities, including showing relevant content on our website and other platforms you may visit.
Legal rights available to help manage your privacy
You have certain rights regarding your personal information.
To exercise these rights, we may request additional information to verify your identity for security purposes before processing your request.
You can exercise your rights by contacting us at info@siyaratrails.com. We will make reasonable efforts to respond to your request within 30 days or inform you if additional information is required.
In some cases, we may not be able to fully fulfil your request, for example where it affects legal obligations, confidentiality duties owed to others, or where we are otherwise legally permitted to process the request in a different way.
Right to Access Personal Information
You have the right to request a copy of the personal information we hold about you. You also have the right to be informed about how your data is collected, the purposes of processing, the legal basis for processing, the source of the information, and the categories of third parties with whom your data may be shared or transferred.
Right to Rectify or Erase Personal Information
You have the right to request correction of inaccurate personal information. We may verify the accuracy of the information before making any corrections.
You may also request deletion of your personal information in certain circumstances, including where it is no longer necessary for the purpose it was collected, where you withdraw consent, where you successfully object to processing, where it has been processed unlawfully, or where deletion is required by law.
We may refuse a request for deletion where the information is required for legal obligations or for the establishment, exercise, or defense of legal claims.
Right to Object to Processing (Including Direct Marketing)
You have the right to object to the processing of your personal information where it is based on our legitimate interests, if you believe your rights and freedoms override those interests.
You may also request that we stop using your personal information for marketing purposes or that we do not share your data with third parties for direct marketing or related activities.
If you receive marketing emails from us, you can opt out at any time by clicking the “unsubscribe” link in the email or by contacting us at info@siyaratrails.com..
Right to Access Safeguards for International Transfers
You may request a copy or summary of the safeguards applied when your personal information is transferred outside your jurisdiction. We may redact certain details to protect commercial or confidential information.
Right to Restrict Processing
You may request that we restrict the processing of your personal information in the following cases:
- Where you contest the accuracy of the data;
- Where processing is unlawful, but you prefer restriction over deletion;
- Where the data is no longer needed but must be retained for legal claims;
- Where you have objected to processing, pending verification of overriding grounds.
We may continue processing restricted data where required for legal claims, with your consent, or to protect the rights of others.
Complaints and Contact
You have the right to lodge a complaint with the relevant data protection authority if you are concerned about how your personal data is handled.
For any concerns regarding your personal data, you may also contact us at sales@siyaratrails.com or via our official company address in Nairobi, Kenya.