Privacy Policy

Privacy Policy

ScandiAfrica Tours and Travel Company Ltd

Connecting the World, Creating Memories.

1. Introduction

Welcome to ScandiAfrica Tours and Travel Company Ltd ("ScandiAfrica," "we," "our," or "us").

We respect your privacy and are committed to protecting the personal information you share with us when visiting our website, making travel inquiries, booking tours, or using our services.

This Privacy Policy explains how we collect, process, use, disclose, store, and protect personal information in connection with our tourism, hospitality, travel, and related business activities.

We aim to handle personal information responsibly, transparently, and in accordance with applicable data protection and privacy laws, including Uganda's Data Protection and Privacy Act, 2019, and other applicable international regulations.

By using our services, you acknowledge that you have been provided with information about our personal data practices as described in this policy.

2. About ScandiAfrica Tours and Travel

ScandiAfrica Tours and Travel Company Ltd is a tourism and travel company registered in Uganda, providing travel experiences and related services across Africa, Europe, Canada, and other international destinations.

Our services include:

• Group tours and private tours.
• Wildlife safaris and nature experiences.
• Cultural tours and city tours.
• Family holidays and seasonal travel experiences.
• International travel itineraries.
• Hotel reservations and accommodation arrangements.
• Car rentals and airport transfers.
• Visa and travel consultation services.
• Destination management and travel planning.
• Event management and related hospitality services.

For purposes of this Privacy Policy, ScandiAfrica generally acts as the data controller when determining how and why personal information is processed for its own business operations.

In certain circumstances, we may work with independent travel providers or other organizations that process personal information under their own privacy policies.

Company Information

Company Name: ScandiAfrica Tours and Travel Company Ltd

Registration Number: 80047916517468

Registered Business Location: Katabi-Busamabaga, Entebbe Municipality, Wakiso District, Uganda.

Telephone: +256 782 979 197

WhatsApp: +256 774 145 793

Website: scandiafricatours.com (proposed official domain)

3. Personal Information We Collect

We may collect personal information necessary to provide travel services, manage bookings, respond to inquiries, and improve customer experiences.

3.1 Personal Identification Information

Depending on the services requested, we may collect:

• Full name.
• Nationality.
• Date of birth.
• Gender, where relevant and necessary.
• Passport or identification information.
• Country of residence.
• Emergency contact information.

3.2 Contact Information

We may collect:

• Email address.
• Telephone number.
• WhatsApp contact information.
• Residential or billing address.
• Preferred communication method.

3.3 Travel and Booking Information

When you request or book travel services, we may collect:

• Travel destinations.
• Preferred travel dates.
• Tour packages and itineraries.
• Accommodation preferences.
• Transportation requirements.
• Number of travellers.
• Special travel arrangements.
• Booking history.
• Travel preferences.

3.4 Payment and Transaction Information

When making payments, we may process or receive information such as:

• Payment amounts.
• Transaction references.
• Payment method.
• Billing details.
• Payment confirmation status.
• Refund and cancellation records.

Payments may be processed through authorized third-party payment service providers.

Where payments are handled by an external payment gateway, the provider may collect and process financial information according to its own privacy and security policies.

ScandiAfrica does not intend to store complete payment card numbers or card security codes on its website servers.

3.5 Health and Special Assistance Information

Where necessary for travel arrangements, we may request limited information about:

• Accessibility requirements.
• Dietary restrictions.
• Medical assistance requirements.
• Mobility limitations.
• Other special travel needs.

Such information will only be requested where relevant to providing the requested service and processed using an appropriate legal basis, including explicit consent where required.

We will limit access to this information and share it only with relevant service providers when necessary and legally permitted.

3.6 Technical and Website Usage Information

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

• Internet Protocol (IP) address.
• Browser type.
• Device type.
• Operating system.
• Pages visited.
• Website interaction information.
• Approximate location derived from technical information.
• Cookies and similar technologies, where implemented.

This information may help us maintain website security, understand visitor interactions, and improve website performance.

4. How We Collect Personal Information

We may collect personal information through:

1. Website contact and inquiry forms.
2. Online tour booking forms.
3. Customer account registration, where available.
4. Telephone and WhatsApp communications.
5. Email correspondence.
6. Travel consultation requests.
7. Payment and booking transactions.
8. Customer feedback and reviews.
9. Authorized travel agents and business partners.
10. Website analytics and cookies, where implemented.

We may also receive personal information from third-party service providers where necessary to complete a booking or provide requested travel services.

5. How We Use Your Personal Information

We process personal information for legitimate and clearly defined business purposes.

These may include:

5.1 Travel Booking and Service Delivery

We use personal information to:

• Process tour reservations.
• Prepare travel itineraries.
• Arrange accommodation.
• Coordinate transportation.
• Facilitate airport transfers.
• Support visa and travel consultations.
• Communicate booking details.
• Coordinate travel activities with service providers.

5.2 Customer Communication

We may use your contact information to:

• Respond to inquiries.
• Confirm reservations.
• Provide travel updates.
• Communicate itinerary changes.
• Send payment confirmations.
• Provide customer support.
• Communicate important service announcements.

5.3 Payment Processing

We may process transaction information to:

• Confirm payments.
• Issue receipts and invoices.
• Process eligible refunds.
• Maintain financial records.
• Investigate payment disputes.
• Prevent fraudulent transactions.

5.4 Marketing and Promotional Communications

Where permitted by applicable law, we may use your contact information to communicate:

• Travel offers.
• New tour packages.
• Seasonal promotions.
• Destination updates.
• Company news.
• Special travel opportunities.

Where consent is required, we will obtain it before sending marketing communications.

You may withdraw your marketing consent or unsubscribe from promotional communications at any time.

5.5 Website Improvement and Security

We may process technical information to:

• Improve website functionality.
• Identify technical problems.
• Protect against unauthorized access.
• Detect suspicious activities.
• Improve customer experience.
• Analyze website performance.

6. Legal Basis for Processing Personal Information

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

Consent: Where you voluntarily agree to specific processing activities, such as receiving marketing communications or providing certain sensitive travel information.

Contractual Necessity: Where processing is necessary to arrange or deliver travel services you have requested or to take steps before entering into a contract.

Legal Obligations: Where processing is necessary to comply with applicable laws, financial reporting requirements, or lawful government requests.

Legitimate Interests: Where permitted by applicable law, we may process information for legitimate business interests, including service improvement, fraud prevention, and website security, provided these interests are not overridden by applicable individual rights.

Where another legal basis is required under applicable law, we will identify and apply that basis before processing the relevant information.

7. Sharing Personal Information with Third Parties

To provide travel services, ScandiAfrica may need to share relevant personal information with trusted third parties.

These may include:

• Hotels and accommodation providers.
• Airlines and ticketing agents.
• Tour operators and destination partners.
• Transport and car rental companies.
• Travel guides.
• Visa and immigration service providers.
• Payment processing companies.
• Insurance providers, where applicable.
• Website hosting and technology service providers.
• Professional advisers.
• Government or regulatory authorities where legally required.

We aim to share only information reasonably necessary for the relevant service.

Where third parties process personal information on our behalf, we will seek appropriate contractual, confidentiality, and security safeguards.

Some travel providers act as independent data controllers and may process information according to their own privacy policies.

We do not sell customers' personal information to third parties.

8. International Transfers of Personal Information

ScandiAfrica provides travel services involving multiple countries, including destinations in Africa, Europe, Canada, and other regions.

As a result, personal information may need to be transferred to service providers or partners located outside Uganda.

For example, booking accommodation or transportation in another country may require sharing relevant traveller information with the service provider in that destination.

Where international transfers occur, we will take steps required by applicable data protection laws to ensure that personal information receives appropriate protection.

Depending on the circumstances, these safeguards may include contractual protections, legally recognized transfer mechanisms, or other measures permitted by applicable law.

We will not assume that all international destinations provide the same level of personal data protection.

9. Payment Information and Security

We aim to provide secure and reliable payment arrangements for our customers.

Where online payment facilities are available, transactions may be processed through approved third-party payment gateways or financial institutions.

Payment service providers may independently collect and process financial information in accordance with their own privacy policies.

ScandiAfrica will take reasonable steps to protect payment-related information under its control.

Customers should avoid sending complete bank card details, PINs, passwords, or other sensitive payment credentials through ordinary email, contact forms, or WhatsApp messages.

Payment processing arrangements may vary depending on the customer's location, currency, and selected payment method.

10. Cookies and Website Tracking Technologies

Our website may use cookies and similar technologies to support essential website functionality and improve the visitor experience.

Cookies are small files that websites may store on a visitor's device.

Depending on the website's configuration, cookies may be used for:

• Maintaining website sessions.
• Supporting booking functionality.
• Remembering visitor preferences.
• Improving website performance.
• Protecting website security.
• Measuring website traffic and usage.
• Supporting marketing activities, where enabled.

Where required by applicable law, we will request consent before using non-essential cookies.

Visitors may also manage cookies through their browser settings.

Disabling certain cookies may affect website functionality.

Additional information about specific cookies, their purposes, and retention periods may be provided through a separate Cookie Policy or cookie preference interface.

11. Data Storage and Retention

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

• Completing travel bookings.
• Providing customer support.
• Managing customer relationships.
• Maintaining financial and transaction records.
• Resolving disputes.
• Meeting applicable legal and regulatory obligations.

Retention periods may differ depending on the type of information, the services provided, and applicable legal requirements.

When personal information is no longer required, we will take reasonable steps to securely delete, anonymize, or otherwise dispose of it, unless continued retention is legally required or permitted.

12. Data Security

ScandiAfrica recognizes the importance of protecting customer information.

We aim to implement reasonable technical and organizational safeguards appropriate to the nature and sensitivity of the personal information processed.

These may include:

• Secure website connections using HTTPS.
• Access controls for administrative systems.
• Strong authentication measures.
• Restricted access to customer records.
• Secure hosting infrastructure.
• Appropriate data backup procedures.
• Security monitoring and system maintenance.
• Confidentiality obligations for authorized personnel.
• Security measures for third-party integrations.

Despite reasonable safeguards, no method of electronic storage or internet transmission can be guaranteed to be completely secure.

We therefore cannot guarantee absolute security.

If a personal data breach occurs, we will assess the incident and take appropriate action, including notifications to affected individuals or authorities where required by applicable law.

13. Your Privacy Rights

Subject to applicable data protection laws, you may have rights concerning the personal information we hold about you.

These may include the right to:

Access: Request information about personal data we hold about you.

Correction: Request correction of inaccurate or incomplete information.

Deletion: Request deletion of personal information where legally applicable.

Withdrawal of Consent: Withdraw consent for processing activities based on consent.

Objection: Object to certain processing activities where applicable law permits.

Restriction: Request restrictions on certain uses of personal information where supported by applicable law.

Data Portability: Request a copy of certain personal information in a portable format where this right applies.

Complaint: Submit a complaint to an appropriate data protection authority.

We may request reasonable verification of your identity before responding to requests involving personal information.

Some requests may be subject to lawful exceptions, including obligations to retain transaction or financial records.

To exercise your privacy rights, please contact us using the contact information provided in this policy.

14. Children's Privacy

Our travel services may include family tours and travel arrangements involving children.

Where personal information relating to children is required, we will take appropriate measures to ensure that it is collected and processed lawfully.

Where required, we will obtain consent or authorization from a parent or legal guardian.

We aim to collect only the information necessary to arrange and deliver the relevant travel services.

We do not knowingly use children's personal information for unauthorized marketing purposes.

15. Marketing Communications

ScandiAfrica may occasionally communicate information about travel opportunities, new destinations, promotions, and related services.

Where required, we will obtain your consent before sending promotional communications.

Customers may opt out of marketing communications by following the unsubscribe instructions provided or by contacting us directly.

Opting out of promotional communications will not prevent us from sending necessary booking confirmations, payment notifications, travel updates, or other service-related messages.

16. Third-Party Websites and External Links

Our website may contain links to third-party websites, including:

• Hotels.
• Airlines.
• Tourism organizations.
• Travel partners.
• Payment service providers.
• Social media platforms.
• Other travel-related websites.

These external websites may operate under their own privacy policies and terms.

ScandiAfrica is not responsible for the privacy practices of independent third-party websites.

We encourage visitors to review the privacy policies of external services before submitting personal information.

17. Social Media and Communication Platforms

Customers may communicate with ScandiAfrica through social media, WhatsApp, email, or other communication channels.

Information shared through these platforms may also be processed by the respective platform providers according to their own privacy policies.

We encourage customers not to transmit sensitive identification documents, payment credentials, or confidential personal information through unsecured communication channels.

Where sensitive documents are required for travel arrangements, we may provide an appropriate submission method.

18. Customer Reviews and Testimonials

Customers may voluntarily provide reviews, testimonials, ratings, photographs, or feedback about their travel experiences.

Where we wish to publish identifiable customer testimonials, photographs, or personal experiences for promotional purposes, we will obtain appropriate authorization or another valid legal basis.

Customers may contact us regarding concerns about published personal information.

We will assess requests to remove or modify identifiable testimonials in accordance with applicable law and relevant agreements.

19. Changes to This Privacy Policy

ScandiAfrica may update this Privacy Policy periodically to reflect:

• Changes in applicable laws.
• New travel services.
• Changes to website functionality.
• Updated payment arrangements.
• New business partnerships.
• Improvements to privacy and security practices.

When material changes are made, we will take appropriate steps to inform affected individuals where required.

The updated policy will be published on our website with a revised effective date.

We encourage visitors to review this page periodically.

20. Contact Us

If you have questions, concerns, complaints, or requests relating to this Privacy Policy or the processing of your personal information, please contact:

ScandiAfrica Tours and Travel Company Ltd

Location: Katabi-Busamabaga, Entebbe Municipality, Wakiso District, Uganda.

Telephone: +256 782 979 197

WhatsApp: +256 774 145 793

Website: scandiafricatours.com (proposed official domain)

Email: To be confirmed by the company.

We will review privacy-related requests and respond within the timeframes required by applicable law.

If you believe your privacy rights have been violated, you may also have the right to lodge a complaint with the relevant data protection authority.

In Uganda, the relevant supervisory authority is the Personal Data Protection Office.

Effective Date: To be confirmed upon client approval.

Policy Status: Draft — Pending Client Review and Approval.

© 2026 ScandiAfrica Tours and Travel Company Ltd. All rights reserved.