We care about your personal data

Entara lodges (“we,” “us,” “our”) is a Tanzania-based lodge chain based at. “We, “us,” and “our” also includes Entara Lodges and the respective parent company (“Terra Africa Ltd.”). 

Protecting your privacy is a top priority for us. This privacy notice explains how and what personal data will be collected, why it is collected and to whom it is shared or disclosed. Please read this notice carefully.

Who is the data controller?

A data controller is an individual or legal person who controls and is responsible for keeping and using personal data in paper or electronic files. We are the data controller as defined by relevant data protection laws and regulations. 

What personal data will be collected?

We will collect and process various personal data about you whenever you make a holiday booking that we require to fulfill your holiday. Such information can sometimes include:

Full name as per your passport

•  Date of birth and age
•  Next of kin

As well as:

• Email address
• Postal address or Country of residence
• Telephone number
• Insurance details
• Passport information
• Details of any medical condition
• Names of additional passengers and their passport information
• Credit or debit card information if paying in this way
• Dietary requirements at time of booking
• Passenger weights at time of booking – where required for certain charter flights or ballooning safaris
• IP addresses when visiting our webpage without disabling Cookies

You must ensure that in respect of any information you provide us which does not relate to you (for example, information about other individuals included within the booking), you have obtained the necessary consent in order to disclose such information and provided the individual to whom the information relates with a copy of this notice (including any child/ren 13 years or over).

We may collect personal data which is considered special category data (such as health related information). We will only collect this information because it is included in the information you provide us when making your holiday booking. We will only keep the information in our records for the purposes of processing your holiday booking.

Why is it being collected?

This information will provide you with requested services such as email newsletters or brochures or complete your holiday booking.

How will we obtain and use your personal data?

We will collect and use the personal data that you provide to us and that we receive about you (as explained below) for several purposes and with your express consent unless applicable laws and regulations do not require us to obtain your express consent, as shown below:

Administrative processes, which means that we may contact you for reasons related to the service you have requested e.g., extra information required for pre-trip paperwork

We will seek your express consent where needed. However, we will not obtain your express consent if we need to process your data to complete your trip booking.

Administrative processes, which means that we may pass on your information to third-party suppliers for reasons related to the service you have requested, e.g., hotels, flight operators, and transfer operators. We will tailor this information to the service being used. 

We will not seek your express consent. By booking, you agree to us using this data to complete the trip reservation and operation.

To keep you updated on special offers and general information via our e-newsletter (from which you may unsubscribe at any time).

We will not seek your express consent. By booking, requesting information, and/or signing up for our newsletter, we have determined that you have a legitimate interest in our continued contact.

To analyze and improve the services offered, e.g., post-trip feedback.

We will not seek your express consent. By booking, we have determined that you have a legitimate interest in our continued contact.

Fraud, Money Laundering, and Terrorist Financing prevention and detection

We will not seek your express consent. 

Meet any legal obligations (e.g., tax, accounting and administrative obligations)

We will not seek your express consent. 

If you have booked a holiday with us, we will keep your information on record for seven years after you return home, in case this information needs to be accessed in matters relating to your booking. The seven years relate to tax and accounting obligations where supplier invoices with your booking information are retained.

We will not seek your express consent. 

For those above purposes, where we have stated that we do not require your express consent or where we otherwise require your data to complete your trip, we will process your personal data based on our legitimate interests and/or to comply with our legal obligations. 

These legitimate interests and/or legal obligations include the following reasons for the processing of your personal data without your express consent:

• For the performance of a booking, if the processing is necessary to perform the booking or if you request the processing to enter into the booking;
• For the protection of your vital interests or the vital interests of another natural person
• Compliance with a legal obligation to which we/you are subject
• Where the processing of your personal data is necessary for the public interest or in the exercise of official authority of us; and
• Or otherwise, if processing your personal data is necessary for the legitimate interests of ourselves or a third party (unless overridden by your interests, rights, or freedoms).

We will need your personal data if you would like to purchase our products and services. If you do not wish to provide this to us, we may not be able to provide the products and services you request that you may be interested in or tailor our offerings to your particular requirements.

Information we receive from other sources.

 Intermediaries – we will receive information from brokers and introducers, including your personal details and contact details, for the purposes of administering your holiday booking.

Who will have access to your personal data?

 We will ensure that your personal data is processed in a manner that is compatible with the purposes indicated above.

 For the stated purposes, your personal data may be disclosed to the following parties who operate as third-party data controllers:

  If you are booking a holiday with us, we will need to share information with our ground handlers in the destination you are visiting. This may consist of some or all of the data types listed above. We request that our ground agents delete this information 30 days after your tour ends.

For the stated purposes, we may also share your personal data with the following parties who operate as data processors under our instruction:

 Technical consultants, experts, lawyers, loss adjusters, medical doctors; and service companies to discharge operations (claims, IT, postal, document management); and

 Advertisers and advertising networks to send you marketing communications, as permitted under local law and in accordance with your communication preferences. We do not share your personal data with non-affiliated third parties for their own marketing use without your permission.

Finally, we may share your personal data in the following instances:

In the event of any contemplated or actual reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including any insolvency or similar proceedings); and

 To meet any legal obligation, including to the relevant ombudsman if you make a complaint about the product or service we have provided to you.

Where will my personal data be processed?

 In order to fulfill your holiday booking, your personal data may be processed both inside and outside of the European Economic Area (EEA) by the parties specified above, subject always to contractual restrictions regarding confidentiality and security in line with applicable data protection laws and regulations. We will not disclose your personal data to parties who are not authorized to process them.

All data processed by us is stored within the EEA. Whenever we transfer your personal data for processing outside of the EEA by another company, we will do so on the basis of our supplier contracts. 

What are your rights in respect of your personal data?

 Where permitted by applicable law or regulation, you have the right to:

 Access your personal data held about you and learn the origin of the data, the purposes and ends of the processing, the details of the data controller(s), the data processor(s), and the parties to whom the data may be disclosed;

Withdraw your consent at any time where your personal data is processed with your consent; 

Update or correct your personal data so that it is always accurate;

Delete your personal data from our records if it is no longer needed for the purposes indicated above;

Restrict the processing of your personal data in certain circumstances, for example, where you have contested the accuracy of your personal data, for the period enabling us to verify its accuracy;

Obtain your personal data in an electronic format; and

File a complaint with us and/or the relevant data protection authority.

You may exercise these rights by contacting us as detailed below, providing your name, email address, account identification, and the purpose of your request. 

You can find out more information about your rights by contacting the data protection regulator, the Information Commissioner, or by searching their website at https://gdpr-info.eu/ 

How can you object to the processing of your personal data?

Where permitted by applicable law or regulation, you have the right to object to us processing your personal data or telling us to stop processing it (including for direct marketing purposes). Once you have informed us of this request, we shall no longer process your personal data unless permitted by applicable laws and regulations. 

You may exercise this right the same as your other rights indicated above. 

How long do we keep your personal data?

We will retain your personal data for seven years from when the trip ends unless a more extended retention period is required or as permitted by law.

We will not retain your personal data for longer than necessary and we will hold it only for the purposes for which it was obtained.

How can you contact us?

 If you have any queries about this notice or how we use your personal data, you can contact us as follows:

By Post:
Entara Lodges: Data Protection Officer
P.O. Box 10057
Arusha
TZN

By Email:DPO@entara.co.tz

How often do we update this data protection notice?

We regularly review this data protection notice. We will ensure the most recent version is available on our website, and we will tell you directly when there is a significant change that may impact you.

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