Effective Date: 01/07/2025

At SafariSync ERP, your privacy and the confidentiality of your data are of paramount importance. As a trusted cloud-based solution serving the East African inbound tourism industry, we are committed to protecting the personal, financial, and operational information of our users — including Destination Management Companies (DMCs), tour operators, travel agents, home-based consultants, and affiliated service providers.

This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you visit our website or use our ERP services. Please read this policy carefully to understand our practices and your rights.

1. Scope of Policy

This Privacy Policy applies to:

• All visitors to the SafariSync ERP website.
• Users who register for or use the SafariSync ERP platform and services.
• Interactions conducted via our website, CRM system, client support channels, and integrated modules (quotation, voucher issuance, invoices, supplier communications, etc.).

2. Information We Collect

We collect both personal information and organizational data, including:

a. Personal Information

• Full names, email addresses, phone numbers, job titles
• User account credentials (encrypted)
• IP addresses, browser type, and device identifiers

b. Organizational & Business Data

• Company name, location, and contact details
• Uploaded tour package pricing, supplier rates, and reservation data
• Client and traveler names, travel dates, service preferences (where applicable)
• Transactional data related to quotations, vouchers, invoices, and payment logs

3. How Your Data is Collected

We collect data through:

• Website forms: Contact, registration, demo booking, or newsletter signup
• ERP platform use: When you upload or input business data for operational purposes
• Automated tracking: Cookies, analytics tools, and server logs
• Support communication: Email, chat, or calls with our support or onboarding teams

4. How We Use Your Information

We use your data to:

• Provide and maintain access to the SafariSync ERP platform
• Improve system performance, user experience, and feature enhancements
• Automate quotations, generate client invoices, issue vouchers, and track operations
• Deliver updates, system alerts, and usage reports
• Facilitate client support and resolve technical issues
• Meet legal, regulatory, or contractual obligations

5. Data Sharing and Disclosure

We do not sell, rent, or share your personal data for marketing purposes. However, we may share data under the following conditions:

• With authorized team members or partners (under confidentiality agreements) for support or onboarding
• With third-party service providers for infrastructure (e.g., hosting, backup, email delivery)
• As required by law or legal obligation (e.g., court order, regulatory request)
• In case of business transfer such as a merger, acquisition, or restructuring — you will be notified accordingly

6. Data Storage and Protection

We implement strict technical, organizational, and administrative security measures to protect your data:

• Data encryption in transit (SSL/TLS) and at rest
• Role-based access control (RBAC) to limit user access by permissions
• Regular backups and secure cloud-based storage in compliance with applicable laws
• Monitoring and intrusion detection protocols
• Data minimization principles — collecting only what is necessary

Your data is stored in secure environments that comply with international standards (such as ISO 27001-certified data centers) and, where applicable, local East African data hosting regulations.

7. Your Rights and Choices

You have the following rights with respect to your data:

• Right to access your personal or business data stored with us
• Right to rectification if the information we hold is inaccurate
• Right to request data deletion, where permissible
• Right to withdraw consent (where processing is based on consent)
• Right to data portability, allowing you to transfer your information to another provider

To exercise any of these rights, please contact our Data Protection Officer at privacy@safarisync.com.

8. Data Retention

We retain user and company data only as long as necessary for the purposes stated in this policy, or as required by law. Inactive accounts may be archived after 12 months of inactivity unless otherwise agreed.

9. Cookies and Analytics

Our website uses cookies and third-party analytics tools (e.g., Google Analytics) to:

• Improve website functionality and navigation
• Analyze traffic trends and usage behavior
• Optimize content and UX for users in the travel industry

You may adjust your browser settings to reject cookies, but this may affect website performance.

10. Third-Party Links

SafariSync ERP may contain links to external platforms (e.g., payment gateways, tourism partner portals). We are not responsible for the privacy practices of such third-party sites. We recommend reviewing their respective policies when interacting with them.

11. International Data Transfers

If you are located outside the country where our data centers operate, your data may be transferred and processed in countries with different data protection laws. By using our services, you consent to such transfers, provided adequate safeguards are in place.

12. Updates to this Policy

We may revise this Privacy Policy from time to time to reflect evolving legal, technical, or business developments. The updated policy will be posted on our website with the revised “Effective Date.” We encourage you to review this page periodically.

13. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or how your data is handled, please contact:

Data Protection Officer
SafariSync ERP
Email: privacy@safarisync.com
Phone: +254 722 352 350
Website: www.safarisync.com