PRIVACY & DATA PROTECTION POLICY

Effective Date: September 2026

ViK Tours & Travel is committed to protecting the privacy and personal information of our customers, website visitors, partners and other individuals whose information we process.

This Privacy & Data Protection Policy explains how we collect, use, store, share and protect personal data in accordance with the Kenya Data Protection Act, 2019 and applicable regulations.

1. Who We Are

ViK Tours & Travel is a tour and travel company providing travel and tourism services including tour packages, ticketing, hotel bookings, car hire, airport transfers, corporate travel, excursions and related services.

For purposes of applicable data protection law, ViK Tours & Travel may act as a data controller where we determine the purposes and means of processing personal data.

2. Information We Collect

Depending on the services you request, we may collect:

  • Full name and contact details.
  • Telephone and WhatsApp numbers.
  • Email address.
  • Identification or passport information where required for travel arrangements.
  • Travel dates, destinations and preferences.
  • Booking and reservation information.
  • Payment and transaction information.
  • Information provided through enquiries, forms or customer communications.
  • Website usage information, including cookies and similar technologies.

We only seek information that is reasonably necessary for the purposes for which it is collected.

3. How We Collect Your Information

We may collect personal information when you:

  • Make a booking or reservation.
  • Request a quotation or travel itinerary.
  • Contact us by phone, email, WhatsApp or social media.
  • Submit a form through our website.
  • Subscribe to communications or marketing.
  • Visit or interact with our website.

4. How We Use Your Information

We may use your personal data to:

  • Process and manage bookings and reservations.
  • Arrange flights, accommodation, transportation and tours.
  • Provide quotations and travel itineraries.
  • Communicate with you regarding your travel arrangements.
  • Process or facilitate payments.
  • Provide customer support.
  • Improve our services and website.
  • Send relevant marketing communications where permitted by law.
  • Meet legal, regulatory, accounting or contractual obligations.
  • Protect our business, customers and systems against fraud or misuse.

5. Lawful Basis for Processing

We process personal data only where there is a lawful basis to do so. Depending on the circumstances, this may include:

  • Your consent.
  • Performance of a contract or steps taken at your request before entering into a contract.
  • Compliance with a legal obligation.
  • Legitimate business interests, where permitted by law.

Where we rely on consent, you may withdraw your consent subject to applicable legal requirements and the consequences of doing so.

6. Sharing Your Information

We may share relevant personal information with trusted third parties where necessary to provide the services you have requested.

These may include:

  • Airlines and ticketing providers.
  • Hotels, resorts and accommodation providers.
  • Transport and car hire providers.
  • Tour guides and activity providers.
  • Payment service providers.
  • Technology and website service providers.
  • Professional advisers and regulators where legally required.

We do not sell your personal information.

Where information is shared with third parties, we seek to ensure that appropriate safeguards are in place.

7. International or Cross-Border Transfers

Some of our service providers or travel partners may operate outside Kenya. Where personal data is transferred outside Kenya, we will take appropriate measures required by applicable Kenyan data protection law to ensure that the information receives adequate protection.

8. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including fulfilling bookings, maintaining business records, resolving disputes, complying with legal obligations and protecting our legitimate interests.

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

9. Data Security

We implement reasonable technical and organisational measures designed to protect personal information against unauthorized access, disclosure, loss, misuse, alteration or destruction.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

10. Cookies

Our website may use cookies and similar technologies to improve website functionality, understand visitor activity and enhance your browsing experience.

You may manage or disable cookies through your browser settings. Disabling certain cookies may affect some website functionality.

11. Your Rights

Subject to applicable law, you may have the right to:

  • Be informed about how your personal data is being used.
  • Request access to your personal information.
  • Request correction of inaccurate or misleading information.
  • Request deletion or erasure where legally applicable.
  • Object to certain processing.
  • Request restriction of processing in applicable circumstances.
  • Request portability of your personal data where applicable.
  • Withdraw consent where processing is based on consent.

These rights are recognized under Kenya’s data protection framework.

12. Marketing Communications

Where we send promotional communications, we will provide appropriate mechanisms for you to opt out of receiving direct marketing communications.

You may request to stop receiving marketing messages at any time.

13. Children’s Information

Our services are primarily intended for adults. Where we need to process information relating to a child, we will take appropriate steps to comply with applicable requirements concerning children’s personal data and obtain the necessary authorization or consent where required.

14. Third-Party Websites

Our website may contain links to third-party websites, including hotels, airlines, payment providers and other travel partners.

We are not responsible for the privacy practices, security or content of third-party websites. We encourage you to review their respective privacy policies before providing personal information.

15. Data Breaches

If we become aware of a personal data breach that requires notification under applicable law, we will take appropriate steps to contain, investigate and address the breach and make any required notifications.

16. Complaints and Privacy Requests

If you have a question, concern, complaint or request relating to your personal information, please contact ViK Tours & Travel using the contact details published on our website.

We will consider and respond to privacy-related requests in accordance with applicable law.

You also have the right to seek assistance from the Office of the Data Protection Commissioner (ODPC) where appropriate. The ODPC is responsible for regulating personal-data processing and protecting data-subject rights in Kenya.

17. Changes to This Policy

We may update this Privacy & Data Protection Policy from time to time to reflect changes in our services, technology, business practices or applicable laws.

The latest version will be published on our website together with the effective date.

18. Contact Us

ViK Tours & Travel

For privacy questions, data-access requests, corrections, complaints or other data protection matters, please contact us using the official contact details provided on our website.

Your privacy matters to us.

ViK Tours & Travel – Making Your Journey Easier.