Effective Date: 5th May 2025

At Charlies Travels Africa, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data in compliance with the General Data Protection Regulation (GDPR). This policy applies to our website, communications, and services, particularly for clients in Europe.

1. Who We Are

Charlies Travels is a tours and travel company offering personalized travel experiences across Eastern and Southern Africa. We value your privacy and are dedicated to ensuring your personal data is handled with care and in accordance with applicable laws.

Contact Information:

• Company Name: Charlies Travels Africa

   

• Email: crew@charlies-travels.com

   

• Website: charlies-travels.com

   

2. Information We Collect

We collect personal data that is necessary for providing our services. The types of data and how we collect it may vary based on the group to which you belong:

2a. Travellers and Partners

We collect:

• First name, last name, email address, telephone number, birthdate
• Passport information, travel preferences, and booking details
• Communications and feedback shared via email, WhatsApp, or website forms
• Geo-location data through analytics tools

2b. Newsletter Subscribers

We collect:

• Email address and first name (if provided)
• Marketing preferences
• Interactions with our newsletters (opens, clicks)

2c. Prospects (Website Visitors and Leads)

We collect:

• Name and contact details provided through website forms 
• Geo-location data and usage analytics 
• Interests based on interaction with our ads 

2d. Employees 

We collect:

• Full name, contact details, birthdate
• Employment history, ID/passport, financial and bank information
• Any other data necessary for HR, payroll, and legal compliance

3. How We Collect Your Data

We collect your personal data in the following ways:

• Website Forms: When you fill out forms on our website (e.g., for booking or inquiries), we collect personal information like your name, email, and travel preferences.

   

• Emails: When you contact us via email, we may collect your personal data shared in the message.

   

• Third-Party Tools: We use third-party tools like Analytics tools, Campaigning tools and Email-marketing tools for marketing and service purposes. These tools may also collect certain data (like website usage and analytics) on our behalf.

   

4. How We Use Your Data

We use your personal data for the following purposes:

• Service Provision: To respond to inquiries, make bookings, process payments, and provide travel services.

   

• Marketing and Communication: To send you updates, promotions, and newsletters (with your consent).

   

• Improvement of Services: To improve our website, services, and customer experience based on usage data and feedback.

   

• Legal Compliance: To comply with legal obligations and resolve disputes, if necessary.

   

5. Legal Grounds for Processing

We process your personal data based on one or more of the following legal grounds:

• Consent: When you opt-in to receive marketing communications or provide data through our website forms.

   

• Contractual Necessity: To fulfill a contract, such as booking a trip or responding to an inquiry.

   

• Legal Obligations: To comply with legal requirements and obligations.

   

• Legitimate Interests: For business operations, such as improving services or preventing fraud.

   

6. How We Share Your Data

We may share your personal data with third parties only when necessary for the purposes outlined above:

• Service Providers: Travel partners, payment processors, and other third-party providers who help deliver our services (e.g., hotels, airlines, guides).

   

• Marketing and Analytics: Our email and advertising partner.

   

• Legal Authorities: When required by law or in response to legal requests (e.g., fraud prevention).

   

We ensure that any third parties handling your data are compliant with GDPR and implement adequate security measures.

7. International Transfers

Our services and data processing are primarily hosted within the European Economic Area (EEA). We do not transfer personal data outside the EEA. If we do transfer data to third countries in the future, we will ensure adequate protection measures are in place, such as standard contractual clauses.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy or to comply with legal requirements:

• For booking-related data: Up to 7 years (for accounting and tax purposes).

   

• For marketing purposes: Until you withdraw your consent or request deletion.

   

9. Your Rights Under GDPR

As a user, you have the following rights under GDPR:

• Right to Access: You can request access to the personal data we hold about you.

   

• Right to Rectification: You can request corrections to any inaccurate or incomplete data.

   

• Right to Erasure (Right to be Forgotten): You can request that we delete your personal data, subject to certain conditions.

   

• Right to Restriction of Processing: You can request that we limit the processing of your data.

   

• Right to Object: You can object to the processing of your data, especially for marketing purposes.

   

• Right to Data Portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.

   

To exercise any of these rights, please contact us at crew@charlies-travels.com.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to track website usage and improve user experience. This includes tools like Google Analytics and Microsoft Clarity. You can manage your cookie preferences through the cookie consent banner on our website or via your browser settings.

For more information, please see our Cookie Policy.

11. Data Breaches

In the event of a data breach, we will act accordingly within 72 hours, as required by GDPR. We will also inform affected individuals if the breach could result in a high risk to their rights and freedoms.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Effective Date.” We encourage you to review this policy periodically.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or your personal data, please contact us at crew@charlies-travels.com