Privacy Policy

Effective Date: [Insert Date]

Last Updated: [Insert Date]

Rakoma Travel respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website at [insert website URL], contact us, submit an enquiry, request a quote, or use any of our services.

1. Who We Are

Rakoma Travel is a travel agency providing travel management and related services to corporate, government, school, group, and leisure clients.

Responsible Party: [Insert Full Legal Entity Name]
Physical Address: [Insert Address]
Email: [Insert Email]
Telephone: [Insert Phone Number]

2. Personal Information We Collect

We may collect and process the following categories of personal information:

• Full name and surname
• Email address
• Telephone or mobile number
• Company name and job title
• Travel preferences and enquiry details
• Billing or invoicing information
• Travel-related information required to fulfil bookings or requests
• Passport, visa, identification, or traveller information where required for travel processing
• Communications you send to us
• Website usage data, IP address, browser information, and cookies

3. How We Collect Personal Information

We collect personal information in a number of ways, including when you:

• Complete a contact or enquiry form on our website
• Request a quote or consultation
• Communicate with us by email, phone, WhatsApp, or other channels
• Book or request travel-related services
• Subscribe to newsletters or marketing communications
• Browse our website
• Provide documents or information needed for travel arrangements

4. Why We Process Your Personal Information

We may process your personal information for the following purposes:

• To respond to enquiries and provide customer support
• To prepare quotations, proposals, itineraries, and travel recommendations
• To arrange and manage bookings, travel services, and related support
• To communicate with you about your enquiry, booking, or account
• To issue invoices and manage payments where applicable
• To maintain records and internal administration
• To improve our website, services, and customer experience
• To comply with legal, regulatory, and risk management obligations
• To send marketing communications where permitted by law or where you have consented

5. Lawful Basis for Processing

We process personal information only where we have a lawful basis to do so, including where:

• You have given consent
• Processing is necessary to take steps at your request or perform a contract
• Processing is required to comply with legal or regulatory obligations
• Processing is necessary for our legitimate business interests, provided your rights are not overridden

6. Special Personal Information

We do not intentionally collect special personal information unless it is necessary for a lawful and travel-related purpose, such as accessibility, medical, dietary, or assistance requirements that you voluntarily disclose in order for us to support your travel arrangements. Where required, we will process such information in accordance with applicable law and with appropriate safeguards.

7. Children’s Information

Where school travel, family travel, or minor traveller arrangements are involved, we may process personal information relating to children only where this is necessary and authorised by a competent person or otherwise permitted by law.

8. Sharing Your Personal Information

We may share your personal information with:

• Airlines, hotels, transfer companies, tour operators, insurers, visa support providers, and other travel suppliers
• Payment processors, IT service providers, website hosting providers, and communication platforms
• Professional advisers, auditors, or legal advisers where necessary
• Regulators, authorities, or law enforcement bodies where required by law
• Authorised employees, consultants, or contractors who need access to perform their duties

We do not sell your personal information to third parties.

9. International Transfers

Because travel services often involve international suppliers and destinations, your personal information may be transferred outside South Africa where reasonably necessary to fulfil your travel request or booking. Where this occurs, we will take reasonable steps to ensure that the information is transferred in a lawful manner and protected by appropriate safeguards.

10. Data Security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction. However, no internet-based system can be guaranteed to be completely secure, and you provide information at your own risk.

11. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected, to comply with legal, tax, accounting, or record-keeping obligations, or to protect our legitimate interests.

12. Cookies and Website Analytics

Our website may use cookies, analytics tools, and similar technologies to improve website functionality, understand visitor behaviour, and enhance user experience. You can usually control cookies through your browser settings.

13. Direct Marketing

We may send you service-related or marketing communications where lawful to do so. You may opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

14. Your Rights

Subject to applicable law, you may have the right to:

• Request access to personal information we hold about you
• Request correction, update, or deletion of your personal information
• Object to certain processing activities
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator

15. How to Request Access or Corrections

If you would like to request access to, correction of, or deletion of your personal information, please contact us using the details below. We may need to verify your identity before processing your request.

16. Information Officer

If applicable, requests relating to privacy, personal information, or data protection may be directed to our Information Officer or delegated representative:

Information Officer: [Insert Name]
Email: [Insert Email]
Phone: [Insert Phone Number]

17. Complaints

If you believe that your personal information has been processed unlawfully, you may contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the Information Regulator of South Africa.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with a revised effective date. Your continued use of the website after any changes are posted will be subject to the updated policy.

19. Contact Us

If you have any questions about this Privacy Policy or how we process personal information, please contact:

Rakoma Travel
Email: [Insert Email]
Phone: [Insert Phone Number]
Address: [Insert Physical Address]