Privacy Policy

This Privacy Policy explains how Roam Beyond Tours Ltd ("RBT", "we", "us", "our") — accessible at roambeyondtours.odoo.com — collects, processes, stores, and protects personal data when you interact with our website, inquire about tours, or travel with us.

We are committed to respecting your privacy and complying with applicable data protection laws including the Uganda Data Protection and Privacy Act, 2019 and internationally recognised privacy principles.

We collect personal information necessary to plan and deliver your safari experience. This includes:

Information you provide directly:

Information collected automatically: When you use our website, we may collect IP address, browser type, pages visited, referring URLs, and device information via cookies and analytics tools. This data helps us improve your browsing experience.

Your personal data is used exclusively to:

• Process and manage your tour bookings and payments
• Obtain required permits (Uganda Wildlife Authority gorilla/chimp trekking permits)
• Communicate pre-trip information, itinerary updates, and logistics
• Arrange accommodation, transport, and activity reservations
• Meet legal requirements including immigration and entry documentation
• Send relevant promotional offers only with your explicit consent
• Respond to enquiries, feedback, and complaints
• Improve our services through anonymised analytics

We share your data only where necessary to deliver your safari services, with:

• Uganda Wildlife Authority (UWA): For gorilla, chimpanzee, and wildlife permit registration
• Accommodation Partners: Lodges and camps included in your itinerary
• Transport Providers: Airlines, charter services, and ground operators
• Payment Processors: Secure, PCI-compliant payment gateways
• Government Authorities: Where required by Ugandan law or immigration requirements

All third-party service providers are contractually required to protect your data and use it only for the purposes for which it was shared. We do not sell, rent, or trade your personal information to any external parties for commercial purposes.

Our website uses cookies — small data files stored on your device — to enhance your browsing experience. We use:

• Essential Cookies: Required for website functionality (cannot be disabled)
• Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Preference Cookies: Remember your settings and language preferences
• Marketing Cookies: Used only with your explicit consent

You may manage or disable cookies through your browser settings at any time, though some features may not function correctly without essential cookies.

We retain your personal data for as long as necessary to fulfil the purposes described in this policy:

• Booking and financial records: 7 years (statutory accounting requirement)
• Permit and UWA records: 3 years post-travel
• Marketing preferences: Until withdrawn
• Website analytics: 26 months (anonymised)
• Enquiries that did not result in a booking: 12 months

After these periods, your data is securely deleted or anonymised.

Under applicable data protection law, you have the following rights regarding your personal data:

To exercise any right, contact our Data Officer at privacy@roambeyondtours.odoo.com. We will respond within 30 days.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or disclosure. Our measures include SSL/TLS encryption for data in transit, access controls limiting staff access to data on a need-to-know basis, and regular review of our security practices.

While we take all reasonable steps to protect your data, no transmission over the internet is completely secure. We encourage you to contact us immediately if you suspect any unauthorised use of your account or information.