Your personal information, handled with proper care.

1. Who we are

Trvl8r is a South African travel planning and concierge business.

If you have any privacy-related questions, requests, or complaints, please contact us using the details above.

2. What personal information we collect

Depending on the nature of your enquiry, itinerary, or booking, we may collect and process the following categories of personal information:

In some cases, travel planning or bookings may require us to process more sensitive or special personal information, such as limited health-related details, accessibility requirements, or information relating to children. We only process this information where it is reasonably necessary for your requested travel services, where you have made it available to us, or where processing is otherwise permitted by law.

• your full name and surname
• your email address and phone number
• your nationality, country of residence, and travel origin information
• the names and details of travellers in your party
• passport or identity document details where needed for travel arrangements
• date of birth or age-related information where required for airline, accommodation, activity, visa, or child-travel purposes
• emergency contact details
• billing details and transaction records
• travel dates, destination preferences, budget, accommodation preferences, transport preferences, and booking history
• loyalty programme details where relevant to your travel arrangements
• dietary requirements, accessibility needs, mobility needs, or other service-related preferences you choose to share with us
• visa, border-entry, or travel-readiness information you provide to us
• communications, messages, enquiry forms, consultation notes, travel briefs, and attachments
• technical information such as IP address, browser type, device type, referring pages, and website usage data
• cookie, analytics, and security-related data where applicable

3. How we collect personal information

We collect personal information when:

If you provide personal information on behalf of another person, you confirm that you have the authority to do so and that you have informed them that their information will be shared with Trvl8r for travel planning and booking purposes.

• you complete a contact, enquiry, booking, or consultation form on our website
• you email, call, message, or otherwise contact us directly
• you request a quotation, itinerary, booking proposal, or travel advice
• you confirm or pay for travel services
• you provide traveller details for people included in your booking
• you interact with our website, subject to cookies and analytics settings
• third-party suppliers, partners, or payment providers send us information necessary to confirm, manage, or service your booking
• another traveller, organiser, family member, assistant, employer, or authorised representative provides your details to us in connection with a booking or enquiry

4. Why we process personal information

We process personal information in order to:

• respond to enquiries and communicate with you
• prepare quotations, itineraries, proposals, and travel recommendations
• verify traveller details and manage bookings
• secure accommodation, flights, transfers, guides, activities, insurance support, and related travel services
• process payments and maintain transaction records
• manage amendments, cancellations, refunds, credits, and supplier communications
• provide customer support before, during, and after travel
• accommodate dietary, accessibility, family, or special travel requirements where possible
• improve our services, internal operations, planning quality, and website performance
• maintain security, prevent fraud, verify identity, and reduce booking risk
• comply with legal, tax, accounting, regulatory, insurance, and record-keeping obligations
• establish, exercise, or defend legal rights

5. Legal grounds for processing

We process personal information where one or more of the following applies:

Where we rely on your consent, you may withdraw that consent at any time, subject to legal and contractual limitations and subject to the practical reality that withdrawing consent may affect our ability to continue planning or managing your trip.

• you have consented to the processing
• processing is necessary to take steps at your request before entering into a contract
• processing is necessary to perform a contract or booking arrangement with you
• processing is necessary to comply with a legal obligation
• processing protects a legitimate interest of Trvl8r, the traveller, or a relevant supplier, provided that such interest is not overridden by your rights
• processing is otherwise permitted by applicable law

6. When personal information is required and consequences of not providing it

Some personal information is optional, but certain information is necessary if you want us to prepare or manage a travel booking.

If you do not provide information reasonably required for your itinerary or booking, we may be unable to:

• prepare an accurate quotation or itinerary
• confirm or ticket flights
• secure accommodation, transport, or activities
• process changes, cancellations, or refunds efficiently
• comply with supplier, border, insurance, or legal requirements
• provide appropriate travel support

7. Sharing personal information

We do not sell your personal information.

We may share relevant personal information with third parties where reasonably necessary to deliver your travel arrangements or operate our business, including:

We only share the information reasonably necessary for the relevant purpose.

• airlines, charter operators, cruise operators, rail operators, and other transport providers
• hotels, lodges, guesthouses, villas, resorts, and accommodation partners
• transfer providers, guides, activity operators, experience hosts, and destination service providers
• travel insurers or insurance brokers where relevant
• visa support providers or documentation support services where relevant
• payment processors, banks, and financial service providers
• technology, hosting, analytics, CRM, communication, and productivity providers
• accountants, auditors, legal advisers, and professional consultants
• regulatory authorities, law enforcement, border-control agencies, courts, or other persons where disclosure is required by law or is reasonably necessary to protect rights or safety

8. Cross-border transfers

Because travel services are frequently international, personal information may need to be transferred to, stored in, or accessed from countries outside South Africa.

This may happen when we work with overseas hotels, airlines, destination operators, insurers, technology providers, or other suppliers involved in your trip.

Where personal information is transferred across borders, we take reasonable steps to ensure that the information is transferred lawfully and with appropriate safeguards, taking into account the practical requirements of travel booking and fulfilment.

9. Children and minor travellers

Where travel arrangements involve children or minors, we may need to process limited personal information relating to them, such as names, ages, dates of birth, passport information, travel relationship details, and other information required by suppliers or border authorities.

If you provide us with a child’s information, you confirm that you are authorised to do so and that the information is provided for lawful travel-planning or booking purposes.

10. Special personal information

In some travel cases, we may receive or need to process limited health-related, dietary, mobility, accessibility, assistance, or religious-practicality information in order to support a booking or travel experience.

We will only process such information where:

We ask that you do not send unnecessary sensitive information.

• you have chosen to provide it
• it is necessary for arranging or delivering the requested travel service
• it is necessary to protect a traveller’s legitimate interests
• the processing is otherwise authorised by law

11. Payments and transaction security

Payments may be processed through banks, payment gateways, card processors, or other financial service providers. Trvl8r does not intentionally store full card details on its own website servers unless explicitly stated as part of a secure and lawful payment workflow.

Transaction and invoice records may be retained for accounting, audit, fraud-prevention, and legal compliance purposes.

12. Cookies, analytics, and website data

Our website may use cookies or similar technologies for:

Where required by applicable law, non-essential cookies should only be used with appropriate notice or consent. You may also manage cookies through your browser settings, although some parts of the website may not function properly if cookies are disabled.

• core website functionality
• analytics and performance monitoring
• security, anti-spam, and abuse prevention
• improving user experience

13. Data retention

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including for:

Travel and transaction records may need to be retained for a longer period than ordinary website enquiries because of supplier disputes, refund requests, chargebacks, legal obligations, and accounting requirements.

When personal information is no longer required, we will take reasonable steps to delete, destroy, or de-identify it where appropriate and legally permissible.

• active enquiry handling
• itinerary planning and booking administration
• client support and post-travel issue resolution
• accounting, audit, tax, and legal compliance
• dispute resolution and record-keeping
• backup and security continuity

14. Security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction.

These measures may include access controls, role-based restriction, secure platforms, password protection, reasonable vendor controls, and internal handling discipline.

However, no method of internet transmission or electronic storage is completely secure, and we cannot guarantee absolute security.

15. Your rights

Subject to applicable law, you have the right to:

To exercise any of these rights, contact us at enquiries@trvl8r.com.

• request access to personal information we hold about you
• request correction of inaccurate, incomplete, misleading, or outdated information
• request deletion or destruction of personal information where legally permissible
• object to certain forms of processing
• withdraw consent where processing is based on consent
• ask about the source of information not collected directly from you, where applicable
• lodge a complaint with the Information Regulator of South Africa

16. Direct marketing

We may occasionally send marketing or promotional communications where we have a lawful basis to do so.

You may opt out of direct marketing communications at any time by using the unsubscribe method provided or by contacting us directly.

We will not continue direct marketing where you validly object or withdraw consent where consent is required.

17. Third-party websites and suppliers

Our website, itineraries, or communications may include links to third-party websites, booking systems, or supplier platforms. We are not responsible for the privacy, security, or content practices of those third parties.

Where a third-party supplier receives your personal information as part of your travel arrangements, that supplier may process your information under its own privacy terms in addition to this notice.

18. International travellers and GDPR-aware note

Trvl8r may work with travellers from outside South Africa, including travellers from jurisdictions with their own privacy laws.

If you are located in the United Kingdom, European Union, or European Economic Area, some of your information may be processed internationally in connection with planning and delivering your travel arrangements. While this Privacy Notice is written primarily with POPIA in mind, Trvl8r aims to handle personal information in a fair, lawful, and transparent manner and to respect applicable privacy rights where required.

If Trvl8r begins targeting or systematically serving EU or UK travellers at scale, additional disclosures or mechanisms may be adopted to address those requirements more specifically.

19. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, legal obligations, suppliers, systems, or privacy practices.

The latest version will always be published on this page with the updated effective date.

20. Contact details and complaints

If you have any questions, requests, or concerns about this Privacy Notice or the way Trvl8r handles personal information, please contact:

If you believe your personal information has been handled unlawfully, you may also lodge a complaint with the Information Regulator (South Africa).