1. Information we collect
We collect personal information that is reasonably necessary to respond to enquiries, prepare quotations, process bookings, arrange travel services, manage client communication, and operate our website.
This may include:
- Name, email address, phone number, country of residence, and preferred contact method.
- Travel preferences, destinations, travel dates, group size, budget, package interests, trip style, accommodation preferences, and special requests.
- Booking information, selected package details, itinerary notes, transport needs, event access requirements, activity choices, and supplier-related details.
- Payment-related records such as invoices, transaction references, payment dates, amount paid, currency, and booking balance status. We do not intentionally collect or store full bank card details on our website.
- Communication records from website forms, email, phone, WhatsApp, social media, meetings, or other communication channels.
- Technical information such as device type, browser type, IP address, approximate location, pages visited, referral source, and website interaction data where analytics, performance, or security tools are used.
2. Sensitive travel, health, and safety information
Some trips, especially sports travel, endurance travel, adventure activities, remote expeditions, and group tours, may require us to collect limited sensitive information for safety, operational, legal, or supplier-related reasons.
This may include:
- Passport or identification details where required for flights, accommodation, permits, event access, or border travel arrangements.
- Visa, Electronic Travel Authorisation, vaccination, medical certificate, permit, or travel document status where relevant to the trip.
- Emergency contact details.
- Insurance details, including insurer name, policy number, coverage confirmation, and emergency assistance hotline.
- Medical, allergy, dietary, mobility, fitness, injury, or accessibility information that may affect safety, itinerary planning, accommodation, transport, sports participation, or emergency response.
- Sports equipment needs, activity ability level, training goals, or fitness readiness where relevant to a sports or adventure itinerary.
We only request sensitive information where it is relevant to the trip, required by a supplier or authority, needed for your safety, or necessary to deliver the requested travel service.
3. How we use your information
We use personal information to:
- Respond to enquiries and booking requests.
- Prepare quotations, itineraries, proposals, travel recommendations, invoices, and booking confirmations.
- Arrange accommodation, transport, flights, event access, guides, activities, permits, hospitality packages, and other travel services.
- Manage client communication before, during, and after a trip.
- Coordinate safety, insurance, medical readiness, emergency contact, accessibility, dietary, and activity-related needs.
- Process payments, track balances, issue receipts, and manage refunds, credits, cancellations, or booking amendments.
- Improve our website, services, customer support, package planning, and operational processes.
- Prevent misuse, fraud, spam, security incidents, unlawful activity, and unauthorised access.
- Maintain records and comply with applicable legal, accounting, tax, regulatory, insurance, and dispute resolution requirements.
4. Lawful basis for processing
We process personal information only where there is a reasonable lawful basis to do so. Depending on the situation, this may include:
- Contractual necessity: to prepare or perform a travel service, booking, quotation, invoice, or itinerary requested by you.
- Legitimate business interests: to operate our website, manage enquiries, coordinate suppliers, improve services, prevent misuse, and maintain business records.
- Consent: where you voluntarily provide information, subscribe to updates, submit special requests, or agree to certain communications.
- Legal or regulatory obligations: where information must be processed for tax, accounting, safety, insurance, legal, law enforcement, or regulatory reasons.
- Vital interests: where information is needed in an emergency to protect your life, health, or safety.
6. International transfers
Because travel services often involve international clients, overseas suppliers, cloud platforms, payment tools, email systems, hosting providers, and cross-border communication, personal information may be processed or accessed outside Kenya.
Where this is necessary, we aim to ensure that personal information is handled with reasonable safeguards, used only for the intended purpose, and shared only with parties that need the information to provide or support the requested service.
7. Data protection and security
We take reasonable administrative, technical, and operational steps to protect personal information against unauthorised access, misuse, loss, disclosure, alteration, or destruction.
These steps may include access controls, secure passwords, protected hosting systems, internal access limitations, business record controls, and careful handling of booking and enquiry information.
No website, email system, database, payment channel, or internet transmission can be guaranteed to be completely secure. You should avoid sending unnecessary sensitive information through unsecured communication channels.
8. Data retention
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. This may include enquiry handling, quotation preparation, booking management, trip delivery, customer support, accounting, legal compliance, dispute resolution, safety records, and business administration.
When information is no longer required, we may delete it, anonymise it, or securely archive it in line with our operational, legal, accounting, and regulatory requirements.
10. Marketing communications
We may contact you about relevant travel services, package updates, event opportunities, offers, or destination information where you have made an enquiry, requested information, made a booking, or otherwise given permission.
You may opt out of marketing communications by contacting us. We may still send necessary service-related messages connected to an enquiry, quotation, booking, payment, trip update, safety matter, or legal requirement.
11. Children and group travellers
Where a booking includes minors, we collect only the information reasonably necessary to prepare, manage, and deliver the requested travel services. Information about minors should be provided by a parent, guardian, school, organisation, team representative, or authorised group leader.
If you submit information on behalf of another traveller, you confirm that you have authority to do so and that the traveller has been informed of how their information may be used for the relevant booking or service.
12. Testimonials, images, and media
We may request permission to use client testimonials, trip images, videos, or feedback for marketing, website, social media, or portfolio purposes. We will not intentionally use identifiable client images or testimonials for promotional purposes without appropriate permission.
Clients should notify us in writing if they do not wish to appear in identifiable marketing photographs, videos, or testimonials connected to a trip.
13. Your rights
Subject to applicable law, you may have the right to be informed about how your personal information is used, request access to your personal information, object to certain processing, request correction of inaccurate or misleading information, request deletion where legally appropriate, or withdraw consent where processing is based on consent.
To make a privacy request, contact us using the details below. We may need to verify your identity before acting on the request. Some information may need to be retained where required for legal, accounting, contractual, safety, dispute, or legitimate business reasons.
14. Third-party links
Our website may link to third-party websites, booking tools, social media platforms, payment providers, event platforms, or partner websites. Their privacy practices are controlled by those third parties, not by Beyond The Rift Tours and Adventures.
You should review third-party privacy policies before submitting personal information to those platforms.
15. Updates to this policy
We may update this Privacy Policy from time to time to reflect changes in our services, website, technology, legal requirements, or operating practices. The updated version will be posted on this page with a revised update date.
16. Contact us
For privacy questions, data requests, correction requests, or concerns about how your information is handled, contact us through:
Looking for booking rules instead? Read our Terms & Conditions.