Privacy Policy

JoyTrekking Tours & Safaris

1. Introduction

JoyTrekking Tours & Safaris (“we,” “our,” or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, book our services, or interact with us in any capacity.

This policy applies to all personal information we collect through our website (www.joytrekking.com), booking processes, customer communications, and service delivery for our Mount Kilimanjaro expeditions, Mount Meru climbs, wildlife safaris, Zanzibar experiences, and related adventure travel services.

By using our services or providing us with your personal information, you consent to the collection, use, and disclosure of your information in accordance with this Privacy Policy and applicable data protection laws.

2. Data Controller Information

Legal Entity: JoyTrekking Tours & Safaris
Registration: BRELA Registration Number 563127
Tax Identification: 115-041-576
Tourism License: 022827 (Tourism Class A)
Registered Address: PO Box 2218, Arusha, Tanzania
Contact Information:

• Phone: +255 755 557 547
• Email: findjoy@joytrekking.com
• Website: www.joytrekking.com
• Director: January Musa Mziray

For privacy-related inquiries, please contact us using the information above with “Privacy Inquiry” in the subject line.

3. Information We Collect

3.1 Personal Information for Bookings and Services

When you book our services or inquire about our expeditions, we collect the following personal information:

Contact Information:

• Full name and preferred name
• Email address and phone number
• Home address and emergency contact details
• Passport information and nationality
• Travel insurance details

Medical and Health Information:

• Medical conditions and health status
• Dietary restrictions and allergies
• Fitness level and physical limitations
• Medication requirements
• Medical certificates (when required)
• Emergency medical contact information

Travel and Preference Information:

• Travel dates and itinerary preferences
• Previous climbing or safari experience
• Special requests and accommodation needs
• Group composition and relationships
• Photography and media preferences

Payment Information:

• Payment method details
• Billing address
• Transaction history and payment status
• Bank transfer information (when applicable)

3.2 Website and Digital Information

When you visit our website or interact with our digital platforms, we automatically collect:

Technical Information:

• IP address and location data
• Browser type and version
• Operating system and device information
• Website usage patterns and page views
• Referral sources and search terms
• Cookies and similar tracking technologies

Communication Information:

• Email correspondence and inquiry details
• Social media interactions
• Newsletter subscription preferences
• Marketing communication responses
• Customer service interactions

3.3 Photography and Media

During your expedition or safari experience, we may collect:

Visual Content:

• Testimonials and review content
• Photographs and videos taken by our staff
• Images shared by customers with us
• Group photos and expedition documentation
• Social media content featuring our services

4. How We Use Your Information

4.1 Service Delivery and Operations

We use your personal information to:

Expedition Planning and Delivery:

• Process bookings and manage reservations
• Plan and customize expedition itineraries
• Coordinate transportation and accommodation
• Ensure appropriate guide and porter assignments
• Manage group compositions and logistics
• Provide pre-expedition preparation guidance

Safety and Emergency Management:

• Assess medical fitness for activities
• Maintain emergency contact information
• Coordinate medical assistance when needed
• Implement safety protocols and procedures
• Communicate with emergency services
• Manage evacuation procedures if required

Equipment and Service Provision:

• Determine appropriate equipment needs
• Manage equipment rental agreements
• Coordinate meal planning for dietary requirements
• Arrange special accommodations
• Provide appropriate guide expertise
• Ensure compliance with park regulations

4.2 Communication and Customer Service

We use your information to:

Customer Communication:

• Respond to inquiries and provide information
• Send booking confirmations and updates
• Provide pre-expedition preparation materials
• Share important safety and travel information
• Conduct post-expedition follow-up
• Handle complaints and feedback

Marketing and Promotional Activities:

• Send newsletters and promotional materials (with consent)
• Share expedition updates and company news
• Provide information about new services
• Invite participation in customer surveys
• Share relevant travel and adventure content
• Promote special offers and discounts

4.3 Legal and Regulatory Compliance

We process your information to:

Legal Obligations:

• Comply with tourism licensing requirements
• Meet national park registration obligations
• Fulfill tax and financial reporting duties
• Respond to legal requests and investigations
• Maintain records as required by law
• Ensure compliance with health and safety regulations

Business Operations:

• Maintain accurate business records
• Conduct financial transactions and accounting
• Manage insurance claims and coverage
• Protect against fraud and security threats
• Enforce our terms and conditions
• Resolve disputes and legal matters

5. Legal Basis for Processing

Under applicable data protection laws, we process your personal information based on the following legal grounds:

5.1 Contractual Necessity

Processing necessary for the performance of our service contracts, including:

• Booking processing and expedition delivery
• Payment processing and financial transactions
• Service customization and delivery
• Safety and emergency management
• Equipment provision and management

5.2 Legitimate Interests

Processing necessary for our legitimate business interests, including:

• Customer service and communication
• Business development and improvement
• Marketing and promotional activities (where consent is not required)
• Fraud prevention and security
• Legal compliance and record keeping

5.3 Consent

Processing based on your explicit consent for:

• Marketing communications and newsletters
• Photography and media use for promotional purposes
• Special category data processing (health information)
• Cookies and tracking technologies (where required)
• Social media interactions and content sharing

5.4 Legal Obligations

Processing required to comply with legal obligations, including:

• Tourism licensing and regulatory requirements
• Tax and financial reporting obligations
• Health and safety compliance
• Law enforcement cooperation
• Court orders and legal proceedings

6. Information Sharing and Disclosure

6.1 Service Providers and Partners

We share your information with trusted third parties who assist in service delivery:

Local Service Providers:

• Licensed guides and porter services
• Accommodation providers and lodges
• Transportation companies and drivers
• Equipment suppliers and rental companies
• Local community partners
• Emergency medical services

Technology and Payment Providers:

• Website hosting and maintenance services
• Payment processing companies (PesaPal, banking partners)
• Email and communication platforms
• Booking and reservation systems
• Customer relationship management tools
• Security and fraud prevention services

Government and Regulatory Bodies:

• Tanzania National Parks Authority (TANAPA)
• Immigration and customs authorities
• Tourism licensing authorities
• Tax and revenue authorities
• Emergency services and medical facilities
• Law enforcement agencies (when required)

6.2 Legal and Emergency Disclosures

We may disclose your information when:

Legal Requirements:

• Required by law, regulation, or court order
• Necessary to protect our legal rights
• Required for law enforcement cooperation
• Needed to prevent fraud or security threats
• Necessary for legal proceedings or disputes
• Required for regulatory compliance

Emergency Situations:

• Medical emergencies requiring immediate assistance
• Safety threats or dangerous situations
• Natural disasters or force majeure events
• Evacuation or rescue operations
• Communication with emergency contacts
• Coordination with emergency services

6.3 Business Transfers

In the event of a merger, acquisition, or sale of business assets, your personal information may be transferred to the acquiring entity, subject to the same privacy protections outlined in this policy.

7. International Data Transfers

7.1 Cross-Border Processing

As an international tour operator serving customers from around the world, we may transfer your personal information across international borders for:

Service Delivery:

• Communication with international customers
• Coordination with international travel partners
• Processing of international payments
• Emergency communication with home countries
• Insurance claim processing
• Medical assistance coordination

Technology Services:

• Cloud-based data storage and processing
• International payment processing systems
• Global communication platforms
• Website hosting and content delivery
• Customer support systems
• Security and backup services

7.2 Data Protection Safeguards

When transferring personal information internationally, we implement appropriate safeguards including:

• Contractual data protection clauses
• Adequacy decisions by relevant authorities
• Certification schemes and codes of conduct
• Binding corporate rules (where applicable)
• Specific authorization for sensitive transfers
• Regular review of transfer mechanisms

8. Data Retention

8.1 Retention Periods

We retain your personal information for different periods based on the type of information and purpose of processing:

Booking and Service Information:

• Active booking data: Duration of service plus 2 years
• Payment and financial records: 7 years (tax compliance)
• Medical information: 5 years (safety and liability)
• Emergency contact details: Duration of service plus 1 year
• Insurance information: Duration of coverage plus 3 years

Communication and Marketing:

• Email correspondence: 3 years from last contact
• Newsletter subscriptions: Until unsubscribed plus 1 year
• Customer service records: 3 years from resolution
• Complaint records: 5 years from resolution
• Marketing consent records: Until withdrawn plus 2 years

Website and Technical Data:

• Website analytics: 26 months (Google Analytics standard)
• Cookie data: As specified in cookie settings
• Security logs: 1 year from creation
• Backup data: 3 years from creation
• Technical support records: 2 years from resolution

8.2 Retention Criteria

We determine retention periods based on:

• Legal and regulatory requirements
• Legitimate business needs
• Customer service requirements
• Safety and liability considerations
• Contractual obligations
• Industry best practices

8.3 Secure Deletion

When retention periods expire, we securely delete or anonymize personal information using industry-standard methods to ensure data cannot be recovered or reconstructed.

9. Data Security

9.1 Security Measures

We implement comprehensive security measures to protect your personal information:

Technical Safeguards:

• Encryption of data in transit and at rest
• Secure server infrastructure and hosting
• Regular security updates and patches
• Multi-factor authentication systems
• Intrusion detection and prevention
• Regular security monitoring and auditing

Administrative Safeguards:

• Staff training on data protection
• Access controls and authorization procedures
• Regular security policy reviews
• Incident response procedures
• Vendor security assessments
• Privacy impact assessments

Physical Safeguards:

• Secure office and storage facilities
• Controlled access to physical records
• Secure disposal of physical documents
• Equipment security and tracking
• Environmental controls and monitoring
• Backup and disaster recovery procedures

9.2 Data Breach Response

In the event of a data breach, we will:

• Immediately assess and contain the breach
• Notify relevant authorities within 72 hours (where required)
• Inform affected individuals without undue delay
• Provide clear information about the breach impact
• Implement additional security measures
• Conduct thorough investigation and remediation

10. Your Privacy Rights

10.1 Access and Information Rights

You have the right to:

Access Your Data:

• Request confirmation of data processing
• Obtain copies of your personal information
• Receive information about processing purposes
• Learn about data sharing and transfers
• Understand retention periods
• Know your rights and how to exercise them

Data Portability:

• Receive your data in a structured format
• Transfer data to another service provider
• Request direct transfer where technically feasible

10.2 Correction and Update Rights

You have the right to:

Data Accuracy:

• Request correction of inaccurate information
• Update outdated personal information
• Complete incomplete data records
• Verify data accuracy before processing

10.3 Deletion and Restriction Rights

You have the right to:

Data Deletion (“Right to be Forgotten”):

• Request deletion of personal information
• Withdraw consent for processing
• Object to unlawful processing
• Request deletion of unnecessary data

Processing Restrictions:

• Limit how we use your information
• Suspend processing during disputes
• Restrict processing for specific purposes
• Maintain data without active processing

10.4 Objection and Consent Rights

You have the right to:

Object to Processing:

• Object to direct marketing activities
• Refuse automated decision-making
• Object to legitimate interest processing
• Opt-out of profiling activities

Consent Management:

• Withdraw consent at any time
• Modify consent preferences
• Understand consent implications
• Receive clear consent requests

10.5 Exercising Your Rights

To exercise your privacy rights:

Contact Methods:

• Email: findjoy@joytrekking.com (Subject: “Privacy Rights Request”)
• Phone: +255 755 557 547
• Mail: PO Box 2218, Arusha, Tanzania

Request Requirements:

• Provide clear identification
• Specify the right you wish to exercise
• Include relevant details and context
• Allow reasonable time for response (30 days)

Response Process:

• We will acknowledge your request within 48 hours
• Verify your identity before processing
• Provide requested information or action within 30 days
• Explain any limitations or exceptions
• Inform you of appeal options if applicable

11. Cookies and Tracking Technologies

11.1 Types of Cookies We Use

Essential Cookies:

• Website functionality and navigation
• Security and authentication
• Load balancing and performance
• Shopping cart and booking functionality
• Language and preference settings

Analytics Cookies:

• Website usage statistics
• Performance monitoring
• User behavior analysis
• Content optimization
• Traffic source tracking

Marketing Cookies:

• Advertising personalization
• Social media integration
• Conversion tracking
• Remarketing campaigns
• Cross-platform advertising

11.2 Cookie Management

You can control cookies through:

• Browser settings and preferences
• Our cookie consent management tool
• Third-party opt-out mechanisms
• Privacy-focused browser extensions
• Regular cookie deletion

11.3 Third-Party Tracking

Our website may include tracking technologies from:

• Google Analytics (website analytics)
• Social media platforms (sharing and integration)
• Payment processors (transaction security)
• Advertising networks (marketing campaigns)
• Customer support tools (service delivery)

12. Children’s Privacy

12.1 Age Restrictions

Our services are designed for individuals aged 16 and older. We do not knowingly collect personal information from children under 16 without explicit parental consent.

12.2 Parental Consent

For customers under 18:

• Parental or guardian consent is required
• Parents must provide emergency contact information
• Medical information must be verified by parents
• Special safety considerations apply
• Additional supervision may be required

12.3 Child Protection

If we discover we have collected information from a child under 16 without proper consent, we will:

• Delete the information immediately
• Notify parents or guardians
• Implement additional safeguards
• Review our collection practices
• Strengthen age verification procedures

13. Marketing and Communications

13.1 Marketing Consent

We will only send marketing communications with your explicit consent, including:

• Newsletter subscriptions
• Promotional offers and discounts
• New service announcements
• Adventure travel content
• Customer surveys and feedback requests

13.2 Communication Preferences

You can manage your communication preferences by:

• Updating your account settings
• Using unsubscribe links in emails
• Contacting our customer service team
• Modifying consent preferences
• Opting out of specific communication types

13.3 Opt-Out Procedures

To stop receiving marketing communications:

• Click “unsubscribe” in any marketing email
• Email findjoy@joytrekking.com with “Unsubscribe” in the subject
• Call +255 755 557 547 to update preferences
• Update preferences through your customer account
• Send written request to PO Box 2218, Arusha, Tanzania

14. Photography and Media Consent

14.1 Image Collection and Use

During your expedition, we may take photographs and videos for:

• Safety and documentation purposes
• Marketing and promotional materials
• Website and social media content
• Customer testimonials and reviews
• Educational and training materials

14.2 Consent and Rights

Your Rights Regarding Images:

• Opt-out of photography for marketing use
• Request removal of images from marketing materials
• Retain rights to your personal photographs
• Control sharing of images on social media
• Receive copies of expedition photographs

Our Use Rights:

• Use images for marketing and promotion (with consent)
• Share images across digital platforms
• Include images in printed materials
• Use images for educational purposes
• Archive images for historical documentation

14.3 Opt-Out Procedures

To opt-out of photography for marketing purposes:

• Inform your guide at the beginning of your expedition
• Email findjoy@joytrekking.com before your trip
• Specify opt-out preferences in your booking
• Request removal of existing images
• Update consent preferences at any time

15. Data Protection Officer and Complaints

15.1 Privacy Contact Information

For privacy-related inquiries, complaints, or to exercise your rights:

Primary Contact: January Musa Mziray, Director
JoyTrekking Tours & Safaris
? +255 755 557 547
? findjoy@joytrekking.com
? PO Box 2218, Arusha, Tanzania

15.2 Complaint Procedures

If you have concerns about our privacy practices:

Internal Process:

1. Contact us using the information above
2. Provide detailed description of your concern
3. Include relevant documentation or evidence
4. Allow 30 days for investigation and response
5. Escalate to management if unsatisfied

External Authorities:

If you are not satisfied with our response, you may file a complaint with:

• Tanzania Data Protection Authority (when established)
• Your local data protection authority (for EU residents)
• Consumer protection agencies
• Tourism regulatory authorities
• Legal counsel or privacy advocates

15.3 Resolution Commitment

We are committed to:

• Responding to privacy concerns promptly
• Investigating complaints thoroughly and fairly
• Implementing corrective measures when necessary
• Preventing similar issues in the future
• Maintaining transparent communication throughout the process

16. Updates to This Privacy Policy

16.1 Policy Changes

We may update this Privacy Policy to reflect:

• Changes in our business practices
• New legal or regulatory requirements
• Technological developments
• Industry best practices
• Customer feedback and concerns

16.2 Notification of Changes

When we make significant changes to this policy:

• We will post the updated policy on our website
• Send email notifications to registered customers
• Provide clear notice of material changes
• Allow reasonable time for review before implementation
• Maintain previous versions for reference

16.3 Continued Use

Your continued use of our services after policy updates constitutes acceptance of the revised terms. If you do not agree with changes, please contact us to discuss your options or discontinue use of our services.

17. Contact Information

For any questions, concerns, or requests related to this Privacy Policy or our privacy practices:

JoyTrekking Tours & Safaris
Director: January Musa Mziray
Address: PO Box 2218, Arusha, Tanzania
Phone: +255 755 557 547
Email: findjoy@joytrekking.com
Website: www.joytrekking.com

Business Hours: Monday – Friday, 8:00 AM – 6:00 PM (East Africa Time)
Emergency Contact: Available 24/7 during active expeditions