Privacy notice

• What we collect
• Why
• Who else sees it
• Where it is kept
• How long
• Your rights
• Complaints

Privacy notice

Effective 20 August 2026. In plain terms: we use your details to answer your enquiry and to arrange your safari. We do not sell them, we do not advertise to you, and this website sets no cookies and runs no tracking of any kind.

Who we are

Ultimate Africa Safaris Proprietary Limited, a private company registered in Botswana under number BW00001723347, trading as Ultimate Africa Safaris Botswana. Post reaches us at PO Box 4, Kavimba, Chobe, Kasane, Botswana. Our registered office is c/o Accpro Accountants (Pty) Ltd, The Elephant Plot, Plot 16732, Corner Moeti and Mathiba Road, Maun, Botswana.

We run this website and we decide how the information described here is used, which makes us the data controller under the GDPR, the responsible party under South Africa's Protection of Personal Information Act, and the data controller under Botswana's Data Protection Act.

For anything on this page, including a request to see or delete what we hold, write to info (at) ultimatebotswana (dot) com or message us on WhatsApp.

What we collect

When you send an enquiry. Your name, email address, and whatever else you choose to give us in the form: phone number, the country you are travelling from, the safari you are interested in, rough dates, how many of you there are, and your message. Only the name, email address and message are required.

If you go on to book. The details a safari actually needs: full names as they appear in passports, passport numbers and dates of birth for park permits, charter flights and border formalities, next of kin, and your flight details.

Health and dietary information, only if it applies to you. Our booking terms ask you to tell us about any medical condition that could affect your fitness for a trip into remote country, and most guests tell us about food allergies or dietary requirements. That counts as sensitive information in every one of the laws above, so we collect it only with your explicit agreement, use it only to keep you safe and fed on safari, and share it only with the guide and crew who need it, or with medical services in an emergency.

What we do not collect. No card or bank details are ever entered on this website; payments are arranged separately by bank transfer. There are no cookies, no analytics, no advertising pixels, no social media trackers and no third-party scripts on any page. Our hosting provider keeps ordinary server logs, as every host does, which include the IP address of visitors and are used to keep the service running and secure.

The weather panel and the map. The current conditions shown on our contact page come from the Norwegian Meteorological Institute, but your browser never contacts them. Our own server fetches the forecast, keeps it for an hour and passes it on, so your IP address is not shared with anyone. The map is a picture stored on our server rather than an embedded Google map, for the same reason.

Why we use it, and on what legal grounds

• To answer your enquiry and prepare a quotation. This is the step before a contract, taken at your request.
• To arrange and run your safari. Necessary to perform the contract between us, including reservations with lodges, camps, charter operators and park authorities.
• Health and dietary details. Used on the basis of your explicit consent, and to protect your vital interests if something goes wrong in the bush.
• Keeping proper records. Tax, accounting and insurance obligations, and being able to answer a question about a trip after the event.

We do not send marketing email. If that ever changes we will ask you first, and any message will carry a one-click way out.

Who else sees it

Only the people needed to make your trip happen:

• The lodges, camps and hotels we book on your behalf.
• Charter and scheduled airlines, where a flight is part of your itinerary.
• Park and immigration authorities, where a permit or a border crossing requires it.
• Our own guides and camp crew, who need to know who is travelling and what they can eat.
• Colleagues in the Cape Region, if your trip includes the Cape leg, and only for that part.
• Our hosting and email provider, which stores the website and our mail.

We do not sell, rent or trade your information, and we do not pass it to anyone for their own marketing.

Where it is kept

The website and our email sit on a server in Germany, inside the European Union, rented through our South African hosting provider. So when you send the enquiry form, what you typed is stored in the EU. If you are writing from the EEA or the United Kingdom, that means your details do not leave European jurisdiction at the point of collection.

Two qualifications, because we would rather be precise than reassuring. Our hosting provider is a South African company, so its staff may access those servers from South Africa for support and maintenance. And once we act on your enquiry, we read it and work on it in Botswana, so the details do reach us here, along with any booking records we keep in the office.

That puts three sets of rules in play, and we work to whichever is strictest on any given point: the GDPR for the data held in Germany and for anyone writing from Europe, South Africa's Protection of Personal Information Act through our provider, and Botswana's Data Protection Act No. 18 of 2024 where we operate.

The transfer to Botswana happens because it is necessary to answer the enquiry you sent us and to arrange the trip you asked for. If you would rather your details were not held in Botswana at all, tell us and we will handle your enquiry by phone or WhatsApp and keep no written record.

How long we keep it

• Enquiries that do not become bookings: up to 24 months, then deleted. Safari planning often takes a year or more, and guests frequently come back to a quotation.
• Booking and trip records: five years after you travel, for tax, accounting and insurance purposes.
• Health and dietary details: deleted once your trip is over, unless you ask us to keep them for a future one.
• The copy of your enquiry saved by our form: kept as a safety net in case of a mail failure, and cleared at least once a year.

Ask us to delete something sooner and we will, unless we are required to keep it.

Your rights

Wherever you live, you can ask us to:

• tell you what we hold about you, and give you a copy;
• correct anything that is wrong;
• delete it, where we are not required to keep it;
• stop or limit what we are doing with it;
• send it to you, or to another company, in a portable form;
• withdraw a consent you gave us, at any time.

Write to info (at) ultimatebotswana (dot) com. We will reply within 30 days, and we will not charge you. We may ask you to confirm who you are first, which protects you rather than us.

If you are not satisfied

Please tell us first, because most things are a misunderstanding we can fix in a day. If that does not resolve it, you can complain to the regulator that covers you:

• Botswana: the Information and Data Protection Commission.
• South Africa: the Information Regulator.
• EEA: the supervisory authority in the country where you live.
• United Kingdom: the Information Commissioner's Office.

Security

The site is served over an encrypted connection, the enquiry form cannot be used to send mail to anyone but us, the saved copy of your enquiry is stored where a browser cannot reach it, and our email addresses are not published in a form that spam robots can harvest. No small company can promise perfect security, but we do not keep what we do not need, which is the most effective protection there is.

Children

We do not knowingly collect information directly from children. Where children travel with a family, a parent or guardian gives us their details as part of the booking.

Changes to this notice

If we change how any of this works we will update this page and change the date at the top. If the change is significant and we hold your details, we will tell you.