Tripvibe Safaris Ltd

1. Who We Are

Tripvibe Safaris Ltd is a tour operator registered in Kenya and licensed by the Tourism Regulatory Authority (TRA) as a Class C Tourism Enterprise (Tour Operator), providing booking services via both our official digital platforms and the Tripvibe Booking App.

• Company Name: Tripvibe Safaris Ltd
• Company Registration No.: PVT-QQ1Z2RVE
• KRA PIN: P052573562L
• Registered Office: Ruiru Business Centre, Ruiru, Kenya
• Data Protection Officer / Privacy Contact: Kanyita Stephen
• Email: info@tripvibesafaris.com
• Phone / WhatsApp: (+254) 731 157177

If required under the Data Protection Act, 2019, Tripvibe Safaris Ltd is registered with the Office of the Data Protection Commissioner (ODPC) as a data controller and/or data processor, registration number [Insert if applicable].

2. Information We Collect

We collect only the information necessary to plan, book, and deliver your safari or travel experience, manage your user profile on our booking app, and operate our business responsibly. Depending on how you interact with us, this may include:

2.1 Identity and Contact Information

Full name, title, date of birth, gender, nationality, country of residence, email address, telephone/WhatsApp number, postal/billing address, and emergency contact details. When you create an account on the Tripvibe Booking App, we also store your account credentials securely.

2.2 Travel and Booking Information

Passport number and expiry date, national ID number (for East African residents/citizen rates), visa status, flight and arrival/departure details, accommodation preferences, itinerary details, group composition, special requests, and previous travel history with us.

2.3 Sensitive and Special Category Information

Where relevant to deliver a safe trip, we may collect dietary requirements, health conditions, allergies, mobility needs, travel insurance details, and (for certain parks/activities) vaccination or health certificates (e.g., yellow fever certification required for cross-border travel within East Africa). This information is collected only with your consent and used solely to ensure your safety, comfort, and compliance with park/border authority requirements.

2.4 Payment Information

Payment method details, including M-Pesa numbers/transaction codes, bank transfer details, credit/debit card information (processed via secure third-party payment gateways), billing history, and invoices. For security reasons, Tripvibe Safaris Ltd does not store complete credit card details.

2.5 Technical, App, and Website Usage Information

When you visit our website or use the Tripvibe Booking App, we may automatically collect: IP address, browser type, mobile device identifiers, operating system version, app usage analytics, precise or approximate location data (used, where enabled, to show nearby accommodations, transport pickup points, and activities on the map), pages/screens visited, referral source, and cookies (see Section 8).

2.6 Communications

Records of inquiries, emails, WhatsApp messages, calls, reviews, testimonials, in-app support chats, and feedback you provide to us.

2.7 Photography and Media

Photographs or videos taken during your safari for memory-keeping, marketing, or social media, website content, or company publications — strictly with your prior consent.

3. How We Collect Your Information

• Directly from you — via our website inquiry/booking forms, the Tripvibe Booking App registration/checkout, email, WhatsApp, phone calls, social media, or in person.
• From travel agents, tour operators, or booking platforms (e.g., online travel agencies) acting on your behalf.
• From third parties necessary to deliver your trip — airlines, hotels/lodges/camps, park authorities (e.g., Kenya Wildlife Service), immigration authorities, and ground transport partners.
• Automatically — through cookies, application crash logs, and analytics tools when you use our website or mobile app.

4. Why We Use Your Information (Purpose and Legal Basis)

Under the Data Protection Act, 2019, we process your personal data only where we have a lawful basis to do so:

We do not use your data for automated decision-making or profiling that produces legal effects on you.

5. Who We Share Your Information With

As a tour operator, we work with a network of trusted partners across Kenya and East Africa to deliver your safari. We share only the information necessary for each partner to perform their role, and we expect all partners to handle your data responsibly. These include:

• Accommodation providers: Lodges, camps, hotels, and homestays.
• Transport and logistics providers: Safari vehicle operators, drivers/guides, domestic and charter airlines, boat/ferry operators.
• Park and conservation authorities: e.g., Kenya Wildlife Service (KWS), Tanzania National Parks (TANAPA), Uganda Wildlife Authority (UWA), Rwanda Development Board (RDB), for park entry permits and conservation fees.
• Government and regulatory bodies: Immigration and border control authorities, Tourism Regulatory Authority (TRA), Kenya Revenue Authority (KRA), and equivalent bodies in other East African countries, where required for visas, e-Visa/East Africa Tourist Visa applications, taxation, or law enforcement requests.
• Payment processors: M-Pesa/mobile money platforms, banks, and card payment gateways, to process and verify payments.
• Travel insurance providers: If you purchase or are required to hold travel insurance.
• Medical and emergency service providers: Including evacuation services (e.g., AMREF Flying Doctors), in the event of a medical emergency.
• Booking, app infrastructure, and marketing platforms: Cloud hosting and database providers (such as Supabase), online travel agencies (OTAs), review platforms (e.g., TripAdvisor), and email/SMS/WhatsApp service providers.
• Professional advisors: Auditors, legal advisors, or insurers, where necessary.

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

6. International and Cross-Border Data Transfers

Because East African safaris frequently involve multi-country itineraries, your data may be transferred to and processed in other countries, including Tanzania, Uganda, Rwanda, and the home countries of our international partners, suppliers, cloud infrastructure, or booking platforms (which may include the EU, UK, US, or other regions).

In line with the Data Protection Act, 2019, where we transfer your personal data outside Kenya, we will ensure:

• The receiving country has adequate data protection safeguards, OR
• Appropriate contractual safeguards (such as standard contractual clauses) are in place with the recipient, OR
• You have given explicit consent to the transfer, having been informed of the possible risks.

Such transfers are necessary for the performance of your travel contract (e.g., booking a lodge in Tanzania, applying for an East Africa Tourist Visa, or arranging a flight on an international carrier).

7. Data Retention

We retain personal data only for as long as necessary to:

• Fulfil the purpose for which it was collected (e.g., completing and following up on your safari booking or maintaining your Tripvibe Booking App account);
• Comply with legal, tax, and regulatory record-keeping obligations under Kenyan law (typically a minimum of seven (7) years for financial records under tax law);
• Resolve disputes and enforce our agreements.

After this period, your data is securely deleted, anonymized, or archived in line with our internal data retention schedule. If you request account deletion or if you have only made an inquiry that did not result in a booking, we process your deletion/removal request in accordance with Section 11.

8. Cookies, App Tracking, and Analytics

Our website and Tripvibe Booking App may use cookies, device identifiers, and similar technologies to:

• Remember your preferences, login state, and improve site/app functionality;
• Analyze traffic and usage patterns (e.g., via Google Analytics or app diagnostic tools);
• Support online advertising and retargeting (e.g., Meta/Facebook Pixel, Google Ads), where you have consented.

You can control or disable cookies through your browser settings, or manage app permissions directly within your mobile device settings.

9. Third-party Websites and Services

Our website and mobile app may contain links to external sites or integrate third-party tools. Tripvibe Safaris Ltd is not responsible for the privacy practices, content, or security of third-party platforms. Users are encouraged to review the privacy policies of those third parties separately.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data and app account details against unauthorized access, alteration, disclosure, or destruction, including:

• Secure (HTTPS/SSL) web connections and encrypted app data transmissions;
• Restricted access to client data on a need-to-know basis among our staff and trusted partners;
• Secure database management (utilizing robust authentication and backend infrastructure security);
• Use of reputable, PCI-compliant third-party payment processors so that we do not directly store full card details;
• Staff training on data protection obligations.

While we take data security seriously, no method of transmission or storage is 100% secure. In the unlikely event of a data breach likely to result in a risk to your rights, we will notify the Office of the Data Protection Commissioner and affected individuals as required under the Data Protection Act, 2019.

11. Your Rights as a Data Subject & Account Deletion Request

Under the Kenya Data Protection Act, 2019 (and, where applicable, the GDPR), you have the right to:

1. Be informed of how your personal data is collected and used (this Policy).
2. Access the personal data we hold about you.
3. Request correction/rectification of inaccurate or incomplete data.
4. Request erasure (“Right to be Forgotten” / Account Deletion) of your data and app account, subject to legal retention obligations.
5. Object to or restrict processing, including for direct marketing purposes.
6. Data portability — request your data in a structured, commonly used format.
7. Withdraw consent at any time, where processing is based on consent (e.g., marketing communications or use of your photos).
8. Lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya, if you believe your data has been mishandled.

Request Account & Data Deletion

You can permanently delete your Tripvibe Booking App account at any time directly within the app, via Profile → Delete My Account. This immediately ends your ability to sign in and permanently removes your personal details (name, contact information, passport details, and preferences) from our systems.

If you'd rather not use the app, you can request the same thing through our support form below. Upon receiving your request, we will verify your identity and purge your account data from our active systems within 7–14 business days.

Either way, certain records -- particularly booking, payment, and transaction history -- are retained where required by Kenyan tax and financial regulation (see Section 7), even after your account and personal details are deleted.

Account Deletion & Privacy Support Form

Please fill out the form below to request account deletion or exercise any of your data privacy rights. *(Replace the shortcode below with your active WPForms shortcode)*

Please enable JavaScript in your browser to complete this form.

Name *

First

Last

Tripvibe Customer Number *

Email *

the all Name

Specify which or all of the data to be deleted or anonymized *

Submit

12. Children's Privacy

Our services and app are intended for adults. Where children travel as part of a family booking, we collect their information (e.g., name, date of birth, passport details) solely from a parent or legal guardian, and only to the extent necessary to arrange travel, accommodation, and activity bookings (including age-based park fees and activity restrictions).

13. Marketing Communications

With your consent, we may send you newsletters, travel inspiration, special offers, and updates about Tripvibe Safaris Ltd via email, SMS, WhatsApp, or app push notifications. You may withdraw your consent and unsubscribe at any time by:

• Clicking the “unsubscribe” link in any marketing email; OR
• Adjusting notification preferences within the Tripvibe Booking App settings; OR
• Contacting us directly to request removal from marketing lists.

Withdrawing consent will not affect communications necessary for an existing booking or active app reservations (e.g., itinerary updates, payment confirmations).

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, mobile application features, or legal requirements (including updates to the Kenya Data Protection Act and related regulations). The updated version will be posted on our website and app stores with a revised “Last Updated” date. We encourage you to review this Policy periodically.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us: