Privacy policy
Last updated: 29 May 2026
We handle sensitive information on every booking — passports, dietary and medical notes, payment receipts. This policy explains what we collect, why, and how we protect it. It is written to be aware of Botswana's Data Protection Act, 2018, of POPIA for our South African clients, and of GDPR principles for clients in the European Union.
Who we are
Eden Trails Travel Agency (“Eden Trails”, “we”) is a travel agency based in Gaborone and Maun, Botswana. For questions about this policy or your data, contact us at enquiry@edentrails.travel or +267 395 0065.
What we collect
- Identity & contact: name, email, phone, nationality, and (at booking) passport details for supplier and cross-border requirements.
- Trip details: who is travelling, ages, dates, destinations, preferences, milestones, budget band and special requests.
- Health & dietary information you choose to share so we can plan safely and appropriately.
- Payment information: proof of EFT and receipts. We do not store card numbers or PINs.
- Technical data: basic, privacy-respecting analytics and server logs to keep the site secure and working.
Why we use it, and our lawful basis
- To plan and deliver your trip — performance of our agreement with you.
- To meet legal and supplier requirements — for example passport details required by airlines and immigration — legal obligation and legitimate interest.
- To send you marketing — only where you have opted in; you can withdraw consent at any time.
Who we share it with
We share only the minimum necessary, and only to deliver your trip:
- Suppliers (camps, lodges, hotels, transfer and activity operators) — the details each leg requires.
- Our IATA-accredited ticketing partner, Fly-ticketpro — where we arrange flights on your behalf.
- Insurers and payment/banking providers — where relevant to your booking.
We never sell your personal data. Some suppliers are outside Botswana, so delivering your trip necessarily involves a cross-border transfer of the details that leg requires.
How long we keep it
- Passport scans: the length of your booking plus six months, then deleted.
- Medical, dietary and emergency-contact details: booking plus twelve months.
- Booking documents and payment records: seven years, for tax and audit.
- Marketing-consent records: until you withdraw, plus a short proof period.
How we protect it
We use access-controlled, encrypted storage for sensitive documents, share over secure channels, and never keep card data. We follow a written incident-response process and will notify you and the relevant regulator if a reportable breach occurs.
Your rights
Subject to applicable law, you may ask us to access, correct, delete or restrict your data, object to certain processing, withdraw consent, or request portability. Email enquiry@edentrails.travel and we will respond within the timeframes the law requires. You also have the right to complain to Botswana’s Information and Data Protection Commission (or your local regulator).
Cookies
This site uses only the cookies necessary to function and, where enabled, privacy-respecting analytics. We do not use intrusive advertising trackers.
Changes
We may update this policy as our services and the law evolve. We’ll change the “last updated” date above when we do.
This policy is provided in good faith and is not legal advice. We keep a fuller internal data-protection policy and notification register, and review both with qualified advisers.