Ensuring Your Client Data is Safe, Encrypted, and Responsibly Managed

At SafariSync ERP, we understand that handling sensitive client data is a fundamental responsibility of every inbound tour operator, travel consultant, DMC, and agency operating in East Africa’s tourism value chain. We are committed to offering a platform that not only empowers your business but also upholds the highest global and regional data protection standards — including compliance with the General Data Protection Regulation (GDPR) and relevant African data privacy laws.

Our data protection framework is not just about legal compliance — it’s about building trust, enabling secure collaboration, and ensuring digital responsibility in a connected travel ecosystem.

🌍 Why Data Protection Matters in East Africa’s Tourism Sector

Inbound tourism businesses in East Africa increasingly handle personal and sensitive information from a diverse clientele — ranging from passport data and health information to payment details and travel preferences. As a cloud-based ERP system tailored for this sector, SafariSync ERP is built from the ground up to ensure that all such data is:

• Collected lawfully and transparently
• Used solely for legitimate travel services
• Stored securely and encrypted
• Accessible only to authorized personnel
• Subject to user consent and control

We recognize that client confidentiality and secure data processing are not only ethical imperatives but also key to international competitiveness and compliance readiness, especially when working with global agents, overseas wholesalers, and direct clients.

Core Principles of SafariSync’s Data Protection Strategy

Our data protection model is anchored on the following key principles:

1. Lawful, Fair, and Transparent Processing

We collect, store, and process data strictly for specified travel-related purposes. We ensure transparency in how information is collected, how it is used, and how long it is retained.

2. Data Minimization

We only collect and store the minimum data required for bookings, quotations, invoicing, client communication, supplier confirmations, and compliance.

3. Accuracy and Integrity

Our systems are designed to keep your client data accurate and up to date. You can update or correct records at any time through a secure user interface.

4. Encryption and Data Security

SafariSync employs robust encryption protocols (e.g., AES-256) for data storage and TLS 1.3 for secure data transmission. All sensitive data is encrypted both at rest and in transit.

5. Access Control and Role Management

Access to client data is managed through customizable user roles, ensuring that only authorized team members (e.g., reservations, finance, consultants) can view or edit relevant data.

6. Data Subject Rights

Clients have full rights to access, correct, or request deletion of their personal data — in line with both GDPR Articles 12–23 and local African data protection acts.

Compliance Framework

SafariSync ERP aligns with the following data protection frameworks:

Regulation / Act	Jurisdiction	Key Compliance Measures
GDPR (EU)	European clients	Consent-based data collection, Right to be forgotten, DPO compliance
Kenya Data Protection Act (2019)	Kenya	Registration of Data Controllers/Processors, Data localization adherence
Uganda Data Protection & Privacy Act (2019)	Uganda	Purpose-limited processing, lawful disclosure, cross-border transfer safeguards
AU Convention on Cyber Security & Personal Data Protection (Malabo Convention)	Pan-African	Harmonized standards for consent, access rights, and security
Nigeria Data Protection Act (2023)	Nigeria (for pan-African agents)	Data subject rights and security assurance certification
Rwanda Data Protection Law (2021)	Rwanda	Fair processing, breach notification, privacy by design

What SafariSync Offers to You and Your Clients

• Client Portal Privacy Controls: Clients can view, update, or request deletion of their data via a secure client dashboard.
• Data Breach Protocols: We have a real-time breach notification system that alerts relevant stakeholders within 72 hours, as per GDPR and AU Convention mandates.
• Audit Trail and Logs: Every user activity is tracked and logged, ensuring traceability and internal accountability.
• Data Hosting Transparency: Our servers are hosted in tier 4 compliant data centers, with options for region-specific hosting to meet data sovereignty requirements.
• Third-Party Vendor Vetting: Any third-party integrations (e.g., payment gateways, travel insurance providers) undergo strict due diligence for compliance and security.
• Backup and Disaster Recovery: We ensure data redundancy through encrypted daily backups and geo-replication, with recovery time objectives under 1 hour.

Your Responsibility as a Data Controller

As a user of SafariSync ERP, you remain the Data Controller, while SafariSync acts as the Data Processor. This means:

• You determine the purpose and legal basis of processing (e.g., client booking, invoicing, insurance).
• We provide tools, transparency, and technical safeguards to help you meet your obligations under GDPR and African data laws.

We offer Data Processing Agreements (DPA) on request, detailing our responsibilities and liabilities.

Your Peace of Mind, Our Commitment

Data protection is not a checkbox — it’s a commitment to digital integrity, brand protection, and traveler trust. Whether you’re working with FITs, groups, agents, or overseas operators, SafariSync ERP ensures your data infrastructure is:

• Secure
• Scalable
• Compliant
• Client-focused

With SafariSync, your business doesn’t just meet global standards — it sets them in the East African tourism landscape.