Privacy Policy

Adventis ("Adventis", "we", "us", or "our") respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:

• visit or use www.adventis.travel;
• contact us by email, telephone, WhatsApp, social media or other communication channels;
• complete an enquiry, travel questionnaire or journey-planning form;
• request a quotation or itinerary;
• book or purchase travel services through us;
• communicate with us before, during or after a journey;
• subscribe to our communications or marketing;
• interact with our social media accounts; or
• otherwise provide personal information to Adventis.

Adventis is based in South Africa and serves travellers both locally and internationally. Accordingly, your personal information may be processed in South Africa and in other countries where our technology providers, travel partners, accommodation providers, airlines, destination management companies, guides, activity providers or other service providers operate.

We process personal information in accordance with applicable privacy and data-protection laws, including, where applicable, the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable data-protection legislation.

1. WHO WE ARE

The responsible party/controller for personal information processed through our website and services is:

Legal entity: Adventis Travel

Trading as: Adventis

Website: www.adventis.travel

Email: legal@adventis.travel

Physical address: 2 Ezulwini Drive, Salt Rock, 4391, Kwazulu-Natal, South Africa

Postal address:

Information Officer: Atalia Bunce

If the legal entity operating Adventis changes, this Privacy Policy may be updated accordingly.

2. WHAT PERSONAL INFORMATION WE COLLECT

Depending on your relationship with us, we may collect some or all of the following:

2.1 Identity and contact information

This may include:

• full name;
• preferred name;
• date of birth;
• nationality;
• residential or postal address;
• email address;
• telephone or mobile number;
• emergency contact details;
• passport information where required for travel arrangements; and
• other information reasonably necessary to identify you or facilitate your journey.

2.2 Travel information

We may collect information such as:

• preferred destinations;
• travel dates;
• flight information;
• accommodation preferences;
• room preferences;
• dietary requirements;
• interests;
• preferred activities;
• family composition;
• children's ages where relevant to planning;
• mobility requirements;
• travel preferences;
• previous travel experiences;
• preferred level of adventure, luxury or activity;
• special occasions; and
• other information you voluntarily provide to help us design your journey.

2.3 Information relating to health, accessibility or safety

Some journeys may require information concerning:

• allergies;
• dietary restrictions;
• mobility or accessibility requirements;
• medical conditions relevant to travel safety;
• medication relevant to travel arrangements;
• pregnancy where relevant to participation in activities;
• emergency medical information; or
• other information that may reasonably be required by an airline, accommodation provider, safari operator, activity provider, insurer or emergency-service provider.

We will only request or process this type of information where reasonably necessary for your travel arrangements, safety, legal obligations or where you have otherwise provided appropriate consent.

You should not provide medical information that is unnecessary for your journey.

2.4 Payment and financial information

Where you make or arrange payments through Adventis or our payment providers, information may include:

• billing details;
• transaction details;
• payment status;
• invoice information; and
• limited payment-related information.

We generally do not need to receive or retain your complete payment-card number or security code. Payments may be processed by independent third-party payment providers, whose own terms and privacy policies may apply.

2.5 Communications

We may retain communications between you and Adventis, including:

• emails;
• enquiry forms;
• travel questionnaires;
• WhatsApp or other messaging correspondence;
• telephone notes;
• itinerary discussions;
• preferences and requests; and
• customer-service correspondence.

This enables us to understand your preferences, provide continuity of service and maintain an accurate record of your arrangements.

2.6 Website and technical information

When you visit our website, certain information may automatically be collected, including:

• IP address;
• browser type;
• device type;
• operating system;
• approximate location derived from technical information;
• pages visited;
• referring website;
• date and time of visits;
• website interactions;
• cookie identifiers; and
• other technical or usage information.

This information may be collected through cookies, analytics services and similar technologies.

3. HOW WE COLLECT INFORMATION

We may collect information:

• directly from you;
• when you complete a “plan your journey” form or questionnaire;
• when you contact us;
• when you request a quotation;
• when you book a journey;
• through our website;
• through booking or scheduling systems;
• through payment providers;
• through travel partners and suppliers;
• through a person travelling with you, where appropriate;
• through publicly available sources; or
• through technology providers that support our website and business.

Where someone provides information about another traveller, that person confirms that they are authorised to provide the information and, where required, have obtained the appropriate consent.

4. WHY WE USE YOUR PERSONAL INFORMATION

We may process your information for the following purposes:

4.1 Travel planning

To:

• understand your travel preferences;
• design personalised journeys;
• prepare quotations;
• recommend destinations and experiences;
• communicate itinerary options;
• coordinate travel arrangements; and
• provide travel advice and planning services.

4.2 Booking and fulfilment

To:

• make reservations;
• communicate with accommodation providers;
• communicate with destination management companies;
• communicate with airlines and transport providers;
• arrange transfers;
• arrange guides and activities;
• arrange special requests;
• manage changes and cancellations;
• provide travel documentation; and
• otherwise fulfil the services you have requested.

4.3 Safety and emergency assistance

Where reasonably necessary, we may use and disclose relevant information to:

• assist during an emergency;
• facilitate medical assistance;
• communicate with emergency contacts;
• comply with health or safety requirements;
• assist with evacuation or repatriation; or
• comply with the requirements of a supplier or destination.

4.4 Business administration

We may process information for:

• invoicing;
• accounting;
• payment reconciliation;
• record keeping;
• customer service;
• dispute resolution;
• fraud prevention;
• legal compliance;
• insurance;
• auditing; and
• business administration.

4.5 Marketing

Where legally permitted, we may use your contact details to send:

• travel inspiration;
• destination information;
• Adventis news;
• new journey offerings;
• special experiences;
• newsletters; and
• other marketing communications.

You may unsubscribe from marketing communications at any time.

We will not sell your personal information to third parties for their independent marketing purposes.

5. OUR LEGAL BASES FOR PROCESSING

Depending on the circumstances and applicable law, we may process personal information because:

• you have consented to the processing;
• the processing is necessary to perform a contract with you;
• the processing is necessary to take steps at your request before entering into a contract;
• the processing is necessary to comply with a legal obligation;
• the processing is necessary to protect your vital interests or those of another person; or
• the processing is otherwise permitted by applicable law.

Where we rely on consent, you may withdraw that consent, subject to legal and contractual limitations and subject to information that we are required or entitled to retain.

Withdrawal of consent will not affect processing that took place lawfully before withdrawal.

6. WHO WE MAY SHARE YOUR INFORMATION WITH

We may disclose relevant personal information to third parties where reasonably necessary to provide your requested services.

These parties may include:

• airlines;
• hotels and lodges;
• safari camps;
• destination management companies;
• ground handlers;
• transport providers;
• guides;
• activity operators;
• conservation or community-experience providers;
• travel insurance providers;
• visa or immigration service providers;
• payment processors;
• booking platforms;
• scheduling providers;
• website and hosting providers;
• email and communications providers;
• cloud-storage providers;
• professional advisers;
• accountants;
• lawyers;
• insurers;
• government authorities;
• border-control authorities;
• emergency services; and
• other suppliers involved in your journey.

We aim to disclose only information reasonably necessary for the relevant purpose.

7. INTERNATIONAL DATA TRANSFERS

Because Adventis arranges international travel, your personal information may be transferred to or processed in countries outside South Africa, including countries where you travel or where our service providers are located.

Those countries may have different data-protection laws from South Africa.

Where required by applicable law, we will take reasonable steps to ensure that cross-border transfers are lawful and that appropriate safeguards are in place.

8. THIRD-PARTY SERVICE PROVIDERS

Adventis works with selected third-party service providers, travel partners and suppliers to operate our business and to arrange and deliver your Journey.

Depending on the services you request, these parties may process personal information provided to us.

We seek to work with reputable providers and, where appropriate, take reasonable steps to ensure that appropriate confidentiality, security and data-protection measures are maintained.

8.1 Business and technology service providers

Adventis may use third-party providers for services such as:

• website hosting;
• domain and website services;
• email;
• cloud storage;
• customer relationship management;
• scheduling and appointment booking;
• payment processing;
• accounting and invoicing;
• marketing and email communications;
• website analytics;
• communications and messaging;
• booking technology;
• document management; and
• other business-support services.

These providers may process personal information on our behalf or as otherwise necessary to provide their services to Adventis.

We seek to limit the information provided to these providers to information reasonably necessary for the relevant service.

8.2 Travel partners and travel suppliers

Adventis also works with selected travel partners and suppliers to arrange and deliver client Journeys.

Our travel partners and suppliers may include:

• Africa Tour, our trusted African travel partner and destination-management/tour operator;
• Unashamed Travel, where a Client requests assistance with flight arrangements;
• airlines;
• safari lodges and camps;
• hotels and villas;
• destination-management companies;
• transfer and transport providers;
• private drivers;
• guides and rangers;
• activity and adventure operators;
• marine operators;
• conservation and community organisations;
• visa and immigration service providers;
• travel-insurance providers;
• medical or emergency-service providers; and
• other suppliers involved in providing the services included in your Journey.

8.3 Africa Tour

Adventis works with Africa Tour in connection with the planning and fulfilment of South African, African and Indian Ocean Islands travel arrangements.

Where required to arrange your Journey, Adventis may provide Africa Tour with relevant personal and travel information, which may include:

• your name and the names of accompanying travellers;
• dates of birth where required;
• nationality;
• passport or travel-document information where required;
• travel dates;
• destinations;
• accommodation requirements;
• rooming information;
• arrival and departure details;
• flight information;
• transfer requirements;
• dietary requirements;
• accessibility or mobility requirements;
• relevant health or safety information where necessary;
• special requests; and
• other information reasonably necessary to arrange the services you have requested.

Africa Tour may then need to provide relevant information to the accommodation providers, transport companies, guides, activity operators and other local suppliers involved in delivering your Journey.

8.4 Unashamed Travel

Where you request that Adventis arrange or assist with flights, we may work with Unashamed Travel for the relevant flight arrangements.

Information provided may include information reasonably necessary to arrange your flights, such as:

• passenger names;
• dates of birth where required;
• passport details;
• nationality;
• travel dates;
• flight preferences;
• seating preferences;
• frequent-flyer information where voluntarily provided;
• special assistance requirements;
• dietary requirements; and
• other information required by the relevant airline or booking provider.

Unashamed Travel may subsequently need to provide relevant information to airlines or other flight-related service providers to complete the requested arrangements.

8.5 Information provided to travel suppliers

The information shared with a travel supplier will depend on the services being arranged.

For example, a safari lodge may require guest names, dates of stay, rooming information and dietary requirements, while an airline may require passenger names, dates of birth and passport information.

Adventis seeks to provide only information reasonably necessary for the relevant service to be arranged and delivered.

8.6 Why we share your information

We may share relevant personal information with these parties because it is necessary to:

• obtain availability;
• request or confirm reservations;
• issue travel documentation;
• arrange flights;
• arrange accommodation;
• arrange transfers;
• arrange guides and activities;
• accommodate dietary or accessibility requirements;
• facilitate special requests;
• comply with Supplier requirements;
• facilitate emergency assistance; and
• otherwise provide the Journey you have requested.

If you do not provide information that is necessary for a particular travel arrangement, Adventis or the relevant Supplier may be unable to provide that service.

8.7 Independent third parties

Africa Tour, Unashamed Travel, airlines, accommodation providers, activity operators and other travel suppliers are independent businesses unless expressly stated otherwise.

These parties may have their own:

• privacy policies;
• booking terms;
• cancellation policies;
• conditions of carriage;
• security practices;
• data-protection obligations; and
• other applicable terms.

Where Adventis provides your information to a third party for the purpose of arranging your Journey, that third party may process the information in accordance with its own legal and regulatory obligations.

8.8 International transfers of personal information

Because Adventis arranges international travel, some of the third parties with whom we share personal information may be located outside South Africa.

Your personal information may therefore be transferred to or processed in another country where this is necessary to arrange or provide your Journey.

For example, information may need to be provided to a travel supplier, airline, accommodation provider, activity operator or other service provider located in the country to which you are travelling.

Where required by applicable law, Adventis will take reasonable steps to ensure that an appropriate legal basis and safeguards apply to such transfers.

8.9 Other disclosures

We may also disclose personal information where reasonably necessary:

• to comply with a legal obligation;
• to comply with a court order or lawful request from a government authority;
• to protect the health or safety of a Client or another person;
• to prevent fraud or unlawful activity;
• to protect Adventis's legal rights;
• to obtain professional advice; or
• where otherwise permitted or required by applicable law.

9. COOKIES

Our website may use cookies and similar technologies.

Cookies may help us:

• operate the website;
• remember preferences;
• understand website usage;
• improve website performance;
• measure marketing effectiveness; and
• provide relevant website functionality.

Some cookies may be placed by third-party services.

You can generally manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

Where legally required, we will obtain appropriate consent before using non-essential cookies or similar technologies.

10. ANALYTICS AND MARKETING TECHNOLOGIES

We may use analytics, advertising or marketing technologies to understand how visitors interact with our website and communications.

These services may collect technical information about your device, browsing activity or interactions with our website.

Where applicable, such providers process information according to their own privacy policies.

We will not intentionally use such technology to collect sensitive personal information unless permitted and reasonably necessary for a legitimate purpose.

11. INFORMATION ABOUT CHILDREN

Adventis may arrange family travel involving children.

We do not intentionally collect children's personal information for unnecessary purposes.

Where information concerning a child is necessary to arrange travel, accommodation, activities, flights, transfers, visas, insurance or safety requirements, we may process that information from or through the child's parent or lawful guardian.

Parents or lawful guardians are responsible for ensuring that information supplied to Adventis about children is accurate and that they have authority to provide it.

12. CONFIDENTIALITY

We recognise that luxury travel can involve sensitive information concerning:

• travel dates;
• family arrangements;
• addresses;
• preferences;
• private events;
• accommodation;
• movements;
• contact details; and
• other personal circumstances.

We will treat information entrusted to us as confidential and will not disclose it except where reasonably necessary to provide services, comply with law, protect safety, resolve disputes, operate our business, or as otherwise permitted by applicable law.

13. INFORMATION SECURITY

We take reasonable technical and organisational measures designed to protect personal information against:

• unauthorised access;
• unlawful processing;
• accidental loss;
• destruction;
• alteration;
• disclosure; and
• other reasonably foreseeable security risks.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

You acknowledge that electronic communications, including email and messaging services, may carry inherent security risks.

14. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including:

• providing services;
• maintaining business records;
• accounting;
• taxation;
• legal compliance;
• resolving disputes;
• enforcing agreements; and
• protecting our legitimate business interests.

Different categories of information may be retained for different periods.

When information is no longer reasonably required, we will take reasonable steps to securely delete, destroy or anonymise it, subject to applicable legal obligations.

15. YOUR RIGHTS

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

• request access to personal information we hold about you;
• request correction of inaccurate information;
• request deletion of information in appropriate circumstances;
• object to certain processing;
• withdraw consent where processing is based on consent;
• request restriction of processing in certain circumstances;
• object to direct marketing;
• request information about how your information is processed; and
• lodge a complaint with the relevant data-protection authority.

Under POPIA, data subjects have rights relating to access, correction and deletion of personal information, among other protections.

Where GDPR applies, individuals may also have rights including access, rectification, erasure, restriction, portability and objection, subject to the conditions and exceptions contained in applicable law.

16. HOW TO EXERCISE YOUR RIGHTS

To make a privacy request, contact:

Email: legal@adventis.travel

Subject: Privacy Request

We may need to verify your identity before responding to certain requests.

We will respond within the period required by applicable law.

17. SECURITY COMPROMISES

If Adventis becomes aware of a security compromise involving personal information, we will take appropriate steps required by applicable law, including investigating the incident, taking reasonable measures to contain it and making notifications where legally required.

18. THIRD-PARTY WEBSITES

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices, security, content or policies of third-party websites.

You should review the privacy policy of any third-party website before submitting personal information.

19. SOCIAL MEDIA

Adventis may maintain accounts on social-media platforms.

Interactions with those platforms may be subject to the privacy policies and terms of the relevant platform.

If you voluntarily interact with Adventis publicly on social media, information you make publicly available may be visible to others.

20. PHOTOGRAPHY AND TESTIMONIALS

We may request permission to use photographs, videos, testimonials or other content provided by clients for marketing purposes.

We will not assume that your participation in a journey automatically grants Adventis unlimited rights to use your image or testimonial.

Where appropriate, we will obtain separate permission or consent for marketing use.

21. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect:

• changes in our business;
• changes in technology;
• changes in our service providers;
• changes in applicable law; or
• changes to our privacy practices.

The updated version will be published on our website with a revised "Last Updated" date.

22. GOVERNING LAW

This Privacy Policy is governed by the laws applicable to Adventis in South Africa, subject to any mandatory data-protection rights that apply to you in your jurisdiction.

23. CONTACT

For privacy questions or requests:

Adventis

Website: www.adventis.travel

Email: legal@adventis.travel

Physical address: 2 Ezulwini Drive, Salt Rock, 4391, Kwazulu-Natal, South Africa

Information Officer: Atalia Bunce

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Questions: legal@adventis.travel.