Privacy policy
This policy explains what personal information White Dove Tours CC collects, why, who we share it with, how long we keep it and what rights you have. We write it in plain language.
1. Who we are
White Dove Tours CC, a tour operator in Namibia ("we", "us"). We decide how and why your information is used, so we are the "controller".
2. What information we collect
When you plan a tour or send an enquiry
- Your name, email, WhatsApp or phone number and country.
- Your travel dates, number of travellers and the ages of children.
- Your interests, places, comfort level, pace, budget range and any notes you write.
- Special needs you tell us about, such as mobility, diet or allergies. Some of this may be health information. We ask only for what we need to plan your tour, and we use it only for that.
When you book
- Names exactly as shown in each traveller's passport, nationality, and dates of birth where lodges or parks need them.
- Flight details, arrival and departure times, and emergency contact details.
- Payment details needed to invoice you and match payments. We do not store full card numbers on this website.
When you contact us by WhatsApp, email or phone
- The messages you send, your number or email address, and the date and time.
When you visit our website
- Basic visit information, such as the pages you view, the country you are in and the type of device. We use analytics that do not set cookies and do not track you across other sites (see our cookie notice). Your full IP address is not stored in our analytics.
We do not collect information about you from other sources, except where you give us permission or where a booking partner passes us your details to make your booking.
3. Why we use your information, and our legal basis
| What we do | Why | Legal basis (GDPR and UK GDPR) |
|---|---|---|
| Reply to your enquiry, build and send a quote | You asked us to | Steps taken at your request before a contract |
| Make and manage your booking, invoice and take payment, arrange suppliers | To provide the tour | Performance of a contract |
| Contact you before and during your tour, and after it | To look after you | Performance of a contract |
| Use health or access information to plan your tour | To keep you safe and meet your needs | Your explicit consent |
| Keep records for tax, accounting and legal reasons | We must | Legal obligation |
| Keep our website safe and working, and understand how it is used | To run a safe, useful business | Legitimate interests |
| Send you news or offers (only if you ask us to) | You agreed | Consent. You can withdraw it any time |
| Use your photos or images in our marketing (only if you agree) | You agreed | Consent |
4. Who we share your information with
We share your information only when needed, and only the parts needed:
- Tour suppliers. Lodges, camps, activity operators, transport providers, pilots and guides who deliver your tour. They receive names, dates, nationality and special needs.
- Government and park authorities, where the law or park rules require traveller details.
- Messaging services. If you contact us by WhatsApp, your messages pass through WhatsApp (Meta). Their privacy policy applies to that service.
- Professional advisers, such as accountants and lawyers, and authorities where the law requires.
We do not sell your information. We do not use it for advertising by other companies.
5. Sending information abroad
We are based in Namibia. If you live in the EU, the UK or elsewhere, your information is sent to us in Namibia and to the service providers above, some of which are in other countries. Namibia has no comprehensive data protection law in force at present. We protect your information in line with the principles of the GDPR and the UK GDPR, and we use providers that apply recognised safeguards.
6. How long we keep your information
| Information | How long |
|---|---|
| Enquiries that do not lead to a booking | 12 months, then deleted |
| Health and access information | Until the tour ends, then deleted unless the law needs it kept |
| Marketing list | Until you unsubscribe |
7. Your rights
Depending on where you live, you may have the right to:
- Ask for a copy of your information.
- Ask us to correct information that is wrong.
- Ask us to delete your information.
- Ask us to limit how we use it.
- Object to how we use it, including for marketing.
- Receive your information in a portable format.
- Withdraw your consent at any time, where we rely on it. This does not affect what we did before.
We may need to confirm who you are. We reply within one month.
If you live in the EU or UK, you can also complain to your local data protection authority. We would like the chance to fix the problem first.
8. How we protect your information
We use access controls, strong passwords, secure services and limited access for our team. No system is perfectly safe. If something goes wrong that puts your rights at risk, we tell you and the authorities where the law requires.
9. Children
Our website is for adults who plan trips. If you give us information about a child travelling with you, we use it only to plan and manage the tour. Please do not send information about a child unless you are their parent or guardian.
10. Cookies and similar technologies
Please read our cookie notice. At launch we use no advertising cookies and no analytics cookies.
11. Links to other sites
Our pages may link to other websites such as maps, social media and review sites. Their privacy practices are their own.
12. Changes to this policy
We may update this policy. We show the date at the top. If we make a significant change, we will say so on this page.
13. Contact
White Dove Tours CC