Privacy policy

The short version

We collect what you type into an enquiry or booking form and nothing else. We use it to answer you and to run your trip. We do not sell it, we do not share it for advertising, and this site sets no tracking cookies and loads no third-party analytics, which is why you have not been asked to accept any.

Who is responsible

Arswan Tours and Travel Ltd, of Westlands Commercial Centre, Block A, Ground Floor, Suite 4, Nairobi, Kenya, is the data controller for the information described here. Reach us at reservations@arswantravel.com or +254 115 520 817.

What we collect

When you send an enquiry

The enquiry form asks for, and stores:

your name and email address
your phone or WhatsApp number, if you give one
where you are travelling from
where you would like to go, roughly how long for, and roughly when
how many of you there are
whatever you write in the message box
which safari page you came from, if you arrived from one

Only the name and email are required. Everything else exists so the first reply can be a useful one rather than a list of questions.

When you book

In addition to the above: the travellers on the booking, your travel date, your country, and the trip and amount. Payment is handled by Pesapal on their own systems, we never see or store your card number. We receive back a reference and whether the payment succeeded.

When you sign up for the occasional email

Your email address, and the month you said you were thinking of travelling.

When you simply read the site

We count page views. The counter increments a number against a page and a date, that is the whole record. No IP address, no device fingerprint, no identifier of any kind is stored, so these counts cannot be connected to you or to each other. There is no Google Analytics, no advertising pixel and no social tracking script anywhere on this site.

Why we are allowed to hold it

To answer your enquiry and to arrange your trip. Steps taken at your request before and during a contract with you.
To meet our obligations. Tax and accounting records for completed bookings, which we are required to keep.
Because you asked us to. The occasional email, which you can stop at any time.

Who else sees it

We share the minimum necessary, with:

The camps, lodges and airlines on your itinerary, names and dates, so they can hold your rooms and seats.
Pesapal, our payment processor, who handle the card transaction under their own privacy terms.
Our email provider, to deliver the messages we send you.

That is the entire list. We do not sell data, we do not trade it, and we do not pass it to advertisers.

Where it is held, and for how long

Enquiries and bookings are held in our own database on our own server. Staff accounts are protected by a password and a second code sent to the account holder, and passwords are stored only as a one-way hash, nobody here can read yours.

Enquiries that do not become bookings: kept for two years, then deleted.
Bookings: kept for seven years, which is what tax law requires.
Newsletter addresses: until you unsubscribe.
Page-view counts: indefinitely, they contain nothing personal.

Cookies

This site sets no cookies for visitors. None for analytics, none for advertising, none for preferences.

Two cookies exist behind the staff login at /admin and are only ever set for someone signing in: one holds the session, the other carries a half-finished sign-in between the password step and the code step. Both are strictly necessary for the login to work.

Your rights

You can ask us to:

tell you what we hold about you, and give you a copy
correct anything that is wrong
delete it, where we are not required to keep it
stop using it for a particular purpose
send it to you or to someone else in a portable form

Email reservations@arswantravel.com and we will deal with it within 30 days. There is no charge. You do not need to give a reason for a deletion request.

If you are unhappy with how we have handled it, you can complain to the Office of the Data Protection Commissioner in Kenya. If you are in the UK or the EU, you may also complain to your own supervisory authority.

Children

This site is not aimed at children and we do not knowingly collect information from anyone under 18 directly. Where children are travelling, we take their details from the adult making the booking.

Changes to this page

If we change what we collect or what we do with it, we will change this page and move the review date at the top. Material changes affecting people we already hold data for will be sent by email rather than posted quietly here.