Effective date: 1 October 2025
At Ikigai Expeditions (“Ikigai”, “we”, “us”, “our”) we design journeys that matter — and we treat your personal data with the same care we give our guests on safari: respectfully, transparently, and with purpose. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices you have.
This policy applies to information collected on our website, mobile pages, booking and enquiry forms, email communications, and any interactions with our sales & support teams (including Ikigai Care® concierge interactions).
1. Who we are
Ikigai Expeditions is a premium East-African safari operator (Uganda-first) offering small group and tailor-made journeys. Our branded services — for example Ikigai Pathfinder®, Ikigai Care®, Safari Valet® — are part of our guest experience and may require sharing limited data with service providers to fulfil the booking.
2. Information we collect
We collect only the personal data necessary to plan, sell, deliver and support your trip or enquiry.
A. Information you give us
- Contact details: name, email, postal address, phone number.
- Booking data: passport details, date of birth, nationality, emergency contact, travel companions, dietary requirements, mobility or medical needs, special requests.
- Payment information: payment card details are processed by our payment providers (we don’t store full card numbers on our systems unless you expressly agree).
- Communications: messages you send to us (email, WhatsApp, contact form), marketing preferences.
- Photos & reviews: images or testimonials you supply for marketing (we will ask for permission before publishing).
B. Information we collect automatically
- Technical data: IP address, device and browser type, pages visited, referrer URL, cookies and similar technologies.
- Analytics: aggregated, anonymised travel and site-use data used to improve the website and services.
C. Information from third parties
- Supplier & partner data: lodge confirmations, permit allocations, local operator details (shared only as needed to operate your booking).
- Public sources or travel agents who book on your behalf.
3. How we use your information
We use personal data to:
- Confirm, manage and operate bookings (permits, lodge reservations, internal flights).
- Communicate pre-trip information, emergency updates, and Ikigai Care® support.
- Process payments and refunds via third-party payment processors.
- Personalise services (dietary needs, rooming, accessibility).
- Send marketing where you’ve agreed (promotions, newsletters).
- Improve our site and services (analytics, fraud detection, quality control).
- Meet legal or regulatory requirements (tax, safety, anti-fraud).
Booking fulfilment and safety are core: many of the data we collect (passport, medical notes) are necessary to deliver the trip and cannot be omitted if you wish to travel.
4. Legal basis for processing (where applicable)
Depending on your country, we rely on one or more of the following legal bases:
- Contract performance: to provide your requested travel services.
- Consent: for marketing communications and optional features (you can withdraw consent anytime).
- Legitimate interests: to operate, secure and improve our business (balanced against your rights).
- Legal obligations: to comply with law, safety, and tax rules.
5. Sharing & third parties
To operate your trip we share limited data with trusted third parties:
- Accommodation & local operators (lodges, camps, guides) — for reservations and guest care.
- Permit authorities and park agencies — to secure gorilla/chimp/park permits.
- Payment processors (Stripe/PayPal/Bank partners) — for payments and refunds.
- Third-party service providers: CRM systems, analytics, email platforms, and emergency services.
- Legal/Regulatory bodies if required by law.
We require vendors to follow strict confidentiality and security standards. We will never sell your personal data to data brokers.
6. International transfers
Your data may be transferred to countries outside your home jurisdiction (for example to suppliers or cloud providers). We will ensure appropriate safeguards are in place (standard contractual clauses, provider security assurances) where required by law.
7. Cookies & tracking
We use cookies and similar tools to operate the website, remember preferences, and gather analytics. You can manage cookie preferences in the cookie banner or via your browser settings. Disabling non-essential cookies may reduce functionality (for instance, remembering login or saved enquiries).
8. Marketing communications
We send offers and updates only if you opt in. You can unsubscribe or change preferences at any time via the unsubscribe link in our emails or by emailing [email protected].
9. Data retention
We keep personal data only as long as necessary for the purpose collected, to meet legal obligations, or to resolve disputes. Typical retention windows:
- Booking & travel records: minimum 7 years (for accounting, tax and liability reasons).
- Marketing consent records: until you withdraw consent.
- Anonymised analytics: indefinitely for service improvement.
10. Your rights
Depending on your jurisdiction you may have rights including:
- Access: request a copy of personal data we hold about you.
- Correction: ask us to correct inaccurate data.
- Deletion: request erasure where there’s no legal or contractual reason to retain.
- Restriction or objection: limit processing or object to marketing.
- Portability: receive your data in a structured format.
- Withdraw consent: for processing based on consent.
To exercise rights, contact [email protected]. We will respond within the timeframe required by applicable law and may ask for identity verification.
11. Security
We use industry-standard technical and organisational measures (encryption, access controls, secure servers) to protect personal data. However, no method of transmission over the internet is completely secure; if you suspect unauthorised access please notify us immediately at [email protected].
12. Children
Our services are not directed at children under 16. If you are booking for a minor we will collect parent/guardian consent and guardian contact details as part of the booking process.
13. Changes to this policy
We may update this policy to reflect legal, operational or product changes. When we do we will post the updated version on our site with a revised effective date. For material changes we will notify existing customers by email where possible.
14. Contact & complaints
Questions or requests about this policy or your data:
Email: [email protected]
Postal: Ikigai Expeditions, [Company Address — add yours]
If you are in a jurisdiction with a supervisory authority (for example the UK ICO, EU DPAs), you may lodge a complaint with that authority.
15. Practical notes for travellers
- Permit & park requirements: to secure permits (gorilla/chimp/primate permits) we must share names, passport numbers and nationality with park authorities. This is essential to confirm your booking.
- Ikigai branded services: when you use Ikigai Care® (24/7 WhatsApp concierge) your contact number and reservation details are used to provide support and emergency response.
Thank you for trusting Ikigai with your journey. We respect your privacy and are committed to keeping your data secure, purposeful, and under your control.