Privacy Statement
Last updated: April 2026
Who We Are
Hemingways Safaris is part of Hemingways Hospitality Limited. Hemingways Hospitality Limited and its affiliated businesses are referred to as "Hemingways", "we", "our", or "us". We are committed to protecting your privacy and personal information. This Privacy Statement explains how we collect, use, share, and protect personal information when you interact with us through our websites, bookings, travel arrangements, accommodation, experiences, events, communications, and related services, whether provided online or offline. We process personal information of individuals in accordance with the Kenya Data Protection Act, 2019 and Rwanda Law No. 058/2021 relating to the Protection of Personal Data and Privacy.
Information We Collect
We collect personal information when you interact with us to allow us to provide you with services. This information includes but not limited to:
- Account and Contact Information such as your name, email address, telephone number, and physical address.
- Travel Information including itineraries, accommodation preferences, special requirements, and information about travel companions.
- Identification Information such as passport details, nationality, and date of birth where required for travel arrangements.
- Payment Information including payment card details required to process deposits or payments.
- Device and Website Usage Data including IP address, browser type, device identifiers, and data collected through cookies and similar technologies.
How We Use Your Information
We use personal information to deliver our services, process bookings and payments, communicate with you, improve our operations, send marketing communications (with your consent), and comply with legal and regulatory obligations.
Legal Basis and Our Role
We process personal information where processing is necessary to perform a contract with you, comply with legal obligations, based on your consent, or where processing is necessary for our legitimate business interests, provided such interests do not override your rights and freedoms. Depending on the service provided, Hemingways may act as a data controller, a data processor, or both, as defined under applicable data protection laws.
Sharing Your Information
Your employer, travel sponsor or travel agent
Our services to you may be provided under the terms of service agreements with your employer, travel sponsor or travel agent. We share your information with them to allow them to manage their business travel needs and assure compliance with their company travel policies. At the request of your employer, travel sponsor or travel agent, we may also share information with their vendors.
Affiliates
We may share information within our corporate family to the extent permitted by law to allow them to provide, analyse and improve their and our products and services.
Travel and hotel management service providers
We share information with travel suppliers (for example, airlines and hotels) and travel service providers (for example, ticket distribution systems, travel application providers, property management, restaurant reservation management), and the vendors for both, as necessary to book your travel and provide travel-related services to you and your employer, travel sponsor or travel agent. We do not sell information to third parties so that they can independently market their own products or services directly to you.
Vendors
We share information with Service providers (processors) who support our operations and perform functions on our behalf, such as travel agencies, meeting and event planners, visa and passport service providers, mobile application and software developers, and vendors who provide IT support, data hosting, website hosting, analytics, marketing and communications services, and collections. These vendors access information only as necessary to perform their functions, as instructed in our contracts with them.
Website Analytics
Data may be shared with advertising and analytics partners to measure and improve marketing effectiveness, subject to your cookie choices (e.g., Google Analytics, Google Ads) through which consent is provided.
Business insights
We may combine data from many people to create aggregated statistics that do not identify you personally. We use this data to understand business trends and insights, and we may share them with third parties.
As required or permitted by law
We may disclose information to regulatory authorities, courts, and government agencies where we believe doing so would be permitted or required by law, regulation or legal process, or to defend the interests, rights or property of the Hemingways group or others.
We may also share personal information with other parties as directed by you or subject to your consent.
We do not sell information to third parties so that they can independently market their own products or services directly to you.
Marketing and Your Choices
Where you have provided consent, we may send you marketing communications. You may opt out at any time, without affecting essential service communications.
Cookies and Similar Technologies
We use cookies to operate and improve our websites. You can manage cookie preferences through your browser or our cookie tools. Disabling cookies may impact website functionality.
Data Security, Breaches and Retention
We apply appropriate administrative, technical, and physical safeguards to protect personal information. In the event of a personal data breach that may pose a risk to individuals, we will notify the relevant supervisory authority and affected individuals where required by law. Personal information is retained only as long as necessary in line with internal retention policies and legal requirements.
International Transfers
As we operate across multiple jurisdictions, personal information may be transferred outside your country of residence. Such transfers are carried out under appropriate safeguards, including contractual data transfer agreements, in accordance with applicable data protection laws.
Your Rights
You have the right to access, correct, delete, or object to the processing of your personal information, withdraw consent where applicable, and lodge a complaint with the relevant data protection authority. To exercise these rights, please contact us at: dataprotection.hospitality@hemingways.co. We will try to comply with your request as soon as reasonably practicable. Please note that we may need to retain certain information for record keeping; to complete any transactions you began before your request, or for other purposes as permitted by law.
Children's Privacy
Where services involve children, we process personal information only with verifiable consent of a parent or legal guardian, applying enhanced safeguards.
Supervisory Authorities
In Kenya, the supervisory authority is the Office of the Data Protection Commissioner (ODPC). In Rwanda, the supervisory authority is the Rwanda Data Protection and Privacy Office under the National Cyber Security Authority (NCSA).
Changes
We may update this Privacy Statement from time to time. Material changes will be communicated through our websites or directly where appropriate.
Contact
Data Protection Team Email: dataprotection.hospitality@hemingways.co