PRIVACY POLICY

Who we are
Emazweni Escapes provides small-group travel experiences. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website, contact us (including via WhatsApp), or book a trip.

Emazweni Escapes
Contact for privacy matters: customerservice@emazweniescapes.co.za

1. What data we collect

We collect information you provide or that is generated through your use of our services, including:

  • Identity & contact: name, email, phone/WhatsApp number, nationality, date of birth (if required for tickets), passport details (where necessary).
  • Travel details: trip selection, accommodation preference (twin share), flight preferences, seat selection preferences.
  • Special requirements: dietary needs, accessibility needs, emergency contact.
  • Booking & admin: booking history, payment status (we do not process card payments on the site), invoices/receipts, correspondence.
  • Communications: messages sent via WhatsApp, email, contact forms, and their metadata (timestamps, sender ID).
  • Website & cookies: device/usage data (e.g., IP address, pages viewed) and cookie IDs in line with your cookie preferences.

We do not intentionally collect data about children under 18 without guardian involvement.

2. Why we use your data

We process your information in line with GDPR and POPIA – to manage your booking, meet legal requirements, provide support, improve our services, and—with your consent—send updates or share trip photos. We do not use your data for unrelated purposes.

3. How we use your data

  • Handle inquiries and bookings, issue confirmations, and share travel updates.
  • Coordinate with suppliers (e.g., airlines, hotels, guides, transport providers) to deliver your itinerary.
  • Provide concierge support before and during your trip.
  • Manage payments and invoices — we never store or process your card details; all payments are made directly to us via your chosen payment method.
  • Improve our services and website (analytics subject to your cookie choices).
  • With your consent, share guest photos or testimonials on our channels.

4. WhatsApp & other third parties

Our primary contact and booking channel is WhatsApp Business. When you message us, your personal data (phone number, message content and metadata) is processed by WhatsApp/Meta and may be transferred internationally. Your use of WhatsApp is also subject to WhatsApp’s own privacy terms.

We share only what’s necessary with trusted service providers to deliver your trip, such as:

  • Travel suppliers: airlines, hotels, activity operators, transport/transfer companies.
  • Operational vendors: email service, cloud storage, accounting, document management, website analytics (subject to cookie consent).

We do not sell your data.

5. International data transfers

Because we operate with suppliers and tools in different countries (including outside the EEA), your data may be transferred internationally. Where required, we rely on adequacy decisions, Standard Contractual Clauses (SCCs), or your explicit consent, and implement appropriate safeguards.

6. Data retention

We keep data only as long as needed for the purposes above and legal requirements. Typical periods:

  • Booking & financial records: up to 6 years after the end of the trip.
  • Passport/ID copies: deleted within 1 year from first deposit payment unless a longer period is required by law or for dispute handling.
  • Communications (email/WhatsApp): typically 24 months after last contact.
  • Marketing consents: until you withdraw consent or we cease the activity.
  • Cookies: per your preferences.

7. Your rights

Subject to applicable law (GDPR/POPIA), you may:

  • Access your personal data.
  • Correct inaccurate or incomplete data.
  • Delete your data in certain circumstances.
  • Restrict or object to processing in certain cases.
  • Data portability (where applicable).
  • Withdraw consent at any time (this won’t affect prior lawful processing).

To exercise these rights, email customerservice@emazweniescapes.co.za.
You can email us at any time to request access to, or deletion of, your data.

8. Cookies & tracking

Our website uses only essential cookies – small files that help the site function properly. We do not use analytics or marketing cookies. You can disable cookies in your browser settings, but some parts of the site may not work correctly without them.

9. Security

We apply reasonable technical and organisational measures to protect your data, including access controls, encryption in transit where appropriate, and vendor due diligence. No system is 100% secure.

10. Children

Our services are intended for adults (18+). If you book for a minor, you confirm you are the parent/guardian or have their consent. We do not knowingly collect data from children without appropriate consent.

11. Changes to this policy

We may update this policy from time to time without prior notice. Any changes will be posted on this page, and continued use of our services after changes means you accept the updated policy.

12. Contact

For any questions or privacy requests, email us on customerservice@emazweniescapes.co.za