OLAI TOURS LTD ("OLAI TOURS", "we", "us" or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you:
- visit or use our website;
- contact us by email, telephone or other communication channels;
- request information about our services;
- make or enquire about a booking;
- purchase or arrange travel services through us;
- use our website booking or enquiry facilities;
- use our website AI function;
- access third-party booking or affiliate services through our website; or
- otherwise communicate with OLAI TOURS in connection with our services.
This Privacy Policy is intended to provide information required under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, together with applicable privacy and electronic communications legislation, including the Privacy and Electronic Communications Regulations (PECR) where relevant. Our Cookie Policy provides additional information about cookies and similar technologies used on our website.
1. About OLAI TOURS LTD
OLAI TOURS LTD is a company registered in the United Kingdom under company number 16195943.
Business address: 60 Tottenham Court Road, Suite 5221a, Fitzrovia, London W1T 2EW, United Kingdom
Email: info@olaitours.com · Telephone: 020 3432 0197 / +44 20 3432 0197 · Website: https://www.olaitours.com
For the purposes of applicable UK data-protection legislation, OLAI TOURS LTD will generally act as the data controller for personal information that we collect and determine the purposes and means of processing. In some circumstances, another organisation may independently determine how personal information is processed. Where this occurs, that organisation may act as a separate or independent controller.
2. What Personal Information We Collect
Depending on how you interact with us, we may collect some or all of the following information:
General and Contact Information
- Full name;
- Date of birth where required for a booking;
- Email address;
- Telephone number;
- Postal or billing address;
- Emergency contact information where required;
- Country of residence or nationality where required for travel arrangements.
Booking and Travel Information
- Booking details;
- Travel dates and destination;
- Accommodation, tour or safari requirements;
- Kilimanjaro climbing information;
- Number of travellers and names of people travelling with you;
- Passport-related and visa or entry-document information where required by a supplier;
- Flight information and transfer requirements;
- Dietary, special, and accessibility requirements;
- Other information necessary to arrange the requested travel services.
Financial Information
- Payment status, amount paid, and payment date;
- Payment method, transaction reference, and currency;
- Information supplied by a payment provider in connection with a transaction.
Note: Where payment is processed through a third-party payment provider, the provider may collect and process payment-card information directly. OLAI TOURS does not intend to store full payment-card details on its own systems.
Communications
We may retain communications between you and OLAI TOURS, including emails, telephone records, booking enquiries, customer-service correspondence, complaints, requests, feedback, and information provided through website forms or other channels.
Website and Technical Information
When you use our website, we may collect information such as:
- IP address, browser type, device type, and operating system;
- Approximate location derived from technical information where available;
- Pages visited, website interactions, and referral information;
- Date and time of visits, website performance information, and cookie identifiers.
Some of this information may be collected through cookies or similar technologies. Please see our Cookie Policy for further information.
AI Function Information
Our updated website contains a basic AI-powered function intended to assist website visitors with information and enquiries. If you use the AI function, you may provide information directly through your conversation with the AI. Depending on the nature of your enquiry, this may include your name, travel interests, destination preferences, approximate travel dates, number of travellers, questions about tours or accommodation, general travel preferences, and other information that you voluntarily enter into the AI function.
Important: You should not enter sensitive personal information into the AI function unless it is specifically requested and you have been provided with appropriate information about why it is required. In particular, you should avoid entering:
- Passport numbers or payment-card/bank details;
- Passwords;
- Medical information or detailed health information;
- Information about another person without their permission.
If you require assistance with a booking involving medical, accessibility or other sensitive requirements, please contact OLAI TOURS directly where possible. Our AI function may be supported by a third-party technology or AI provider. Where a third-party provider is involved, information submitted through the AI function may be transmitted to that provider so that the AI service can operate in accordance with its own privacy terms. We will review our AI arrangements and update this Privacy Policy where material changes to the processing occur.
Note: Our basic website AI function is intended to provide information and assistance. It is not intended to make legally binding or similarly significant decisions about customers. It should not be relied upon as a substitute for professional medical, immigration, legal or other specialist advice.
Special Category Information (Health and Medical)
Some travel arrangements may require information that is particularly sensitive under the UK GDPR. For example, a customer may voluntarily provide information concerning medical conditions, disabilities, mobility requirements, dietary requirements related to a medical condition, fitness requirements, or medication. Information concerning health is classified as special category personal data under the UK GDPR. Where we need to process such information, we will identify an appropriate lawful basis under Article 6 of the UK GDPR and, where required, an additional condition under Article 9. We will seek to collect only information that is reasonably necessary for the relevant travel service and may need to share relevant information with the tour operator, hotel, accommodation provider, activity provider, transport provider or other supplier responsible for delivering the service. Customers should tell us only what is necessary to arrange their travel safely and appropriately.
3. How We Collect Personal Information
We may collect personal information directly from you, through our website/enquiry forms, when you make a booking, contact us by email/telephone, during customer-service communications, through payment providers, from travel suppliers/accommodation providers, through booking platforms, through affiliate or referral arrangements, through our website AI function, through cookies, and from publicly available sources where appropriate and lawful. We may also receive information from another member of your travelling party where that person makes a booking on your behalf.
4. How We Use Personal Information
We may use personal information to:
- Process bookings: Arrange safari/Kilimanjaro/Zanzibar bookings, communicate with suppliers, process amendments/cancellations, provide travel documents, and respond to requests.
- Communicate with you: Respond to enquiries, send confirmations/invoices, communicate important changes, respond to complaints, and provide customer assistance.
- Operate our website: Maintain/improve website functionality, monitor performance, understand visitor usage, identify technical problems, maintain security, and prevent fraud/abuse.
- Comply with legal obligations: Maintain accounting records, respond to lawful requests, establish/defend legal claims, prevent fraud, and meet regulatory requirements.
- Marketing: Where permitted by law, we may send information about services/offers. You can unsubscribe at any time.
5. Lawful Basis for Processing
The UK GDPR requires us to identify a lawful basis for processing personal information. We may rely on:
- Contract: Where necessary to enter into a booking, provide a travel service, process a payment, or fulfil contractual obligations.
- Legitimate Interests: Where necessary for our business interests (e.g., operating our business, providing support, maintaining security, preventing fraud), provided they are not overridden by your rights.
- Legal Obligation: Where necessary to comply with accounting, tax, regulatory, or legal reporting obligations.
- Consent: Where required for marketing, non-essential cookies, analytics, advertising technologies, or other optional processing. You may withdraw consent at any time.
6. Sharing Personal Information
OLAI TOURS does not necessarily provide every travel service itself. As explained in our Terms & Conditions, we may act as a tour provider, retailer, intermediary, booking agent or affiliate. We may share information with third parties involved in providing the requested service, including:
- Safari, Kilimanjaro, and Tour operators;
- Hotels, accommodation providers, and TBO Holidays;
- Transport/transfer providers;
- Booking platforms and Affiliate partners (e.g., Safari.com);
- Payment providers, website/hosting providers, IT/AI technology providers, and professional advisers.
Zanzibar Hotel Bookings: OLAI TOURS may arrange bookings through TBO Holidays using our business account or directly with certain hotels. We provide TBO/hotels with necessary information (guest names, dates, requirements).
Affiliate Partners: Where you access a third-party service through an affiliate link (e.g., Safari.com) and book directly, the supplier processes your information under its own privacy policy.
7. International Transfers
Because OLAI TOURS arranges international travel, personal information may need to be transferred to organisations located outside the United Kingdom (e.g., Tanzania, Kenya, Zanzibar, or countries where our technology/payment providers operate). Where transferred, we use an appropriate lawful transfer mechanism (e.g., adequacy regulation, standard contractual clauses, or UK International Data Transfer Agreement/Addendum).
8. Cookies and Similar Technologies
Our website uses cookies and similar technologies for operation, security, preferences, analytics, advertising, marketing, booking functionality, affiliate tracking, and AI functionality. Where required, we obtain consent before using non-essential cookies. Please see our Cookie Policy.
9. Retention of Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, depending on legal, accounting, tax, and legitimate business needs.
10. Security
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, disclosure, accidental loss, destruction, alteration, and misuse.
11. Your Data Protection Rights
Subject to applicable conditions, you may have the right to:
- Request a copy of personal information we hold about you;
- Ask us to correct inaccurate or incomplete information;
- Ask us to delete your personal information ("right to be forgotten");
- Ask us to restrict processing;
- Object to processing based on legitimate interests or object to direct marketing;
- Request data portability;
- Withdraw consent at any time.
To exercise a data-protection right, please contact: info@olaitours.com. You also have the right to complain to the Information Commissioner's Office (ICO).
12. Changes to this Privacy Policy
We may update it when our services, website functionality, AI functionality, booking platforms, suppliers, or data-protection laws change. The latest version will be published on our website.