01. Who we are and how to contact us
Beyond The Rift Tours & Adventures Ltd is a Kenya-based travel company coordinating sports travel, safaris, adventures and other travel services. This policy describes how we handle personal information in the course of those activities. Independent travel providers and payment services may have their own privacy notices.
02. Information you provide
Depending on your interaction with us, we may handle:
- Enquiry information such as name, contact details, dates, interests, group size and travel preferences.
- Booking information such as passenger names, rooming, itineraries and supplier arrangements.
- Invoice references, relevant payment and balance records, and transaction confirmations.
- Communications through our forms, email, phone and other contact channels.
- Feedback, images and testimonials that you choose to provide.
Where relevant, our website and communications providers may also process technical information required to operate, protect and deliver their services.
03. Information needed for travel
Some journeys require travel-document details, emergency contacts, insurance information, dietary or accessibility needs, or relevant health and activity-readiness information. We request these according to the confirmed itinerary, supplier requirements and a justified safety need.
Please do not send unrelated medical history, copies of identity documents or complete payment-card details through an ordinary enquiry form or email. If you submit another person’s information, ensure you have appropriate authority and share this policy with them.
04. Why we use information
- Respond to requests and prepare quotations, proposals and itineraries.
- Confirm bookings and coordinate agreed accommodation, transport, activities and suppliers.
- Manage invoices, payments, travel communications and guest support.
- Respond to relevant safety, accessibility and emergency needs.
- Handle feedback, complaints and service improvements.
- Prevent misuse and meet applicable legal and recordkeeping duties.
05. Our lawful grounds
Depending on the purpose, we rely on steps requested before a contract, performance of a contract, assessed legitimate interests, consent, legal obligations or vital interests during an emergency. Sensitive information, including relevant health data, requires further applicable conditions and safeguards.
Where consent is relied upon, it must be specific and may be withdrawn. Making an enquiry or booking does not constitute blanket consent to unrelated marketing or the use of sensitive information.
06. Who may receive information
We share information needed for the relevant service with accommodation, transport, guide, activity, airline, regional destination-management, venue or permit providers. Payment, hosting, forms, accounting and communications providers may receive information necessary for their services. Professional advisers, emergency services or authorities may receive information where legally justified.
We do not sell personal information. Suppliers should receive information relevant to their role, not an entire booking file when that is unnecessary.
07. Handling outside Kenya
International travel arrangements and cloud-based services may involve recipients or processing outside Kenya. Such transfers require an applicable legal basis and appropriate safeguards for the purpose and information involved. Contact us if you would like information about transfers relevant to your booking.
08. Marketing and media choices
We send optional promotional messages only on an applicable lawful basis and provide a practical way to opt out. Where forms offer a separate marketing checkbox, that choice is optional and is not required to request a quotation or book travel.
You can ask us to stop promotional communications at info@beyondtherift.tours. Necessary messages about an enquiry, quotation, booking, payment or trip safety may still continue where appropriate.
Promotional use of identifiable photographs, videos or testimonials requires appropriate permission. You may change a media preference by contacting us. Declining promotional use does not prevent ordinary booking services.
09. Children and sensitive information
Personal information relating to children is handled with appropriate parent or guardian authority and safeguards for their welfare. A group leader’s statement does not automatically authorise every use of sensitive information.
Health and other special support needs are handled discreetly and disclosed only when necessary for the agreed service, protection of the traveller or a lawful obligation.
10. Security and retention
We use proportionate technical, organisational and access safeguards and limit records to people who need them for their work. No internet service is completely secure. We assess and respond to suspected incidents and notify affected parties or regulators where legally required.
We keep information for justified service, accounting, tax, legal and claims purposes. When those purposes end, information is deleted or anonymised unless an applicable retention obligation or justified legal hold requires otherwise. The period varies according to the record and its purpose.
11. Your rights
Subject to applicable law, you may request information about how your personal data is used, access to it, correction of inaccurate information, deletion where permitted, or an objection to processing. Where consent is the lawful basis, you can withdraw it. We may reasonably verify identity and explain any legal retention obligation or restriction that applies.
To exercise your rights, email info@beyondtherift.tours. You may also complain directly to Kenya's Office of the Data Protection Commissioner (ODPC). You do not have to complete our booking complaints process first.
13. Links and updates
Other websites, payment services, travel providers and social platforms may have their own privacy practices. Please review their notices before supplying them with information.
We review this policy when our practices, website services or legal obligations materially change. When an updated policy is published, we will show its actual effective or publication date. The approved version is owned by the Managing Director.
For questions about your data, contact us using the details above. Booking-specific commercial conditions are published separately.
You can also review our Terms & Conditions for booking-specific commercial information.