1. Who We Are

This Privacy Policy applies to Shashoni Arusha Eco Lodge, located in Arusha, Tanzania. Within this policy, the words “Shashoni”, “we”, “our” and “us” refer to Shashoni Arusha Eco Lodge and the authorised team members responsible for managing enquiries, reservations, guest services and website communications.

2. Scope of This Policy

This policy applies to personal information collected through:

• Our website
• Online enquiry and availability forms
• Direct reservations
• Email communication
• Telephone and WhatsApp communication
• Social media enquiries
• Guest registration and check-in
• Payments and invoicing
• Travel agents and tour operators
• Online travel agencies
• Airport transfer and activity arrangements
• Marketing subscriptions
• Guest reviews and feedback
• Photography and media consent

External booking websites, social media platforms and payment providers maintain their own privacy policies.

3. Information We May Collect

Identity and Contact Information

We may collect your name, title, email address, telephone number, WhatsApp number, country of residence, address and preferred communication language.

Reservation Information

We may collect your arrival and departure dates, number of adults, number and ages of children, preferred room type, meal requirements, transfer details, special occasions and other information connected with your stay.

Identification Information

Where reasonably required by law, payment providers, travel partners or accommodation registration procedures, we may collect nationality, date of birth, identification or passport details.

Payment Information

We may collect payment status, transaction references, billing information, invoice details and records of amounts paid. Where payment is processed by an external bank or payment provider, that provider may process your complete card or banking information directly.

Dietary and Accessibility Information

Where voluntarily provided, we may collect information about allergies, dietary preferences, mobility requirements or other needs that help us prepare a safer and more comfortable stay.

Communication Records

We may retain enquiries, messages, quotations, booking confirmations, amendments, complaints, feedback and other communications with our team.

Website Information

Our website may collect your IP address, browser type, device information, approximate location, pages visited, referral source, session duration and cookie information.

Photography and Testimonials

With appropriate notice or consent, we may collect photographs, videos, reviews or testimonials connected with your experience at Shashoni.

4. How We Collect Information

We may receive personal information:

• Directly from you
• From a person making a booking on your behalf
• From a family member or group organiser
• From a tour operator or travel agent
• From an online travel agency
• From a transport or experience provider
• Through website forms and cookies
• Through social media communication
• During guest registration
• Through payment and invoicing processes
• From publicly available information where lawful and relevant

A person providing information about another traveller should have permission to do so and should inform that traveller about the relevant privacy practices.

5. How We Use Personal Information

We may use personal information to:

• Respond to enquiries
• Check accommodation availability
• Prepare quotations
• Confirm and manage reservations
• Process payments
• Issue invoices and receipts
• Prepare rooms and guest services
• Arrange meals and respond to dietary requirements
• Discuss airport transfers
• Assist with third-party experiences
• Communicate before, during and after a stay
• Manage amendments and cancellations
• Meet legal, accounting and tax obligations
• Protect guests, employees and property
• Prevent fraud and misuse
• Improve our website and services
• Resolve complaints and disputes
• Request feedback and reviews
• Send marketing information where permitted
• Maintain appropriate business records

We will not intentionally use personal information for an unrelated purpose without an appropriate basis or additional notice.

6. Basis for Processing

Depending on the circumstances, we may process personal information because:

• It is necessary to respond to your request
• It is necessary to prepare or perform a booking agreement
• You have provided consent
• We must comply with a legal or regulatory obligation
• It is necessary to protect a guest’s safety or vital interests
• We have a legitimate operational need that does not unfairly override your privacy
• It is required to establish, exercise or defend a legal claim

Where processing depends on consent, you may withdraw that consent, subject to applicable legal and contractual requirements.

7. Sensitive Personal Information

Identification documents, health information, allergy details, accessibility needs and information relating to children may require additional protection. We seek to collect only what is reasonably necessary to provide services, protect guests or comply with legal requirements.

Guests should avoid sending unnecessary identification, payment or health information through insecure communication channels.

8. Sharing Personal Information

We may share relevant information with:

• Authorised Shashoni employees
• Travel agents and tour operators
• Online travel agencies
• Banks and payment providers
• Accountants, auditors and professional advisers
• Transport and airport transfer providers
• Local guides and experience providers
• Website, hosting and information technology providers
• Email and communication providers
• Insurers and emergency assistance providers
• Government, tax, immigration or law enforcement authorities where legally required

We seek to share only the information reasonably required for the relevant purpose. We do not sell personal information to unrelated third parties for their independent commercial use.

9. International Data Transfers

Some booking platforms, cloud services, email systems, payment providers and travel partners may operate outside Tanzania. Where personal information is transferred internationally, we will seek to use lawful arrangements and appropriate safeguards required under applicable law.

Guests who book through an international travel agent or online platform should also review that organisation’s privacy policy.

10. Information Retention

We retain personal information only for as long as reasonably required to:

• Manage your enquiry or reservation
• Provide guest services
• Maintain financial and accounting records
• Meet tax and legal obligations
• Address complaints or disputes
• Protect the legitimate interests of guests and the lodge

Different categories of information may be retained for different periods. When information is no longer required, we seek to delete, anonymise or securely dispose of it.

11. Information Security

We use reasonable administrative, physical and technical measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. These measures may include:

• Password protection
• Access restrictions
• Staff confidentiality
• Secure website hosting
• Software updates
• Backups
• Restricted handling of sensitive information
• Appropriate disposal procedures

No internet transmission or electronic storage system can be guaranteed to be completely secure. Guests should take care when sending passports, payment information or sensitive personal details electronically.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Operate essential website functions
• Remember visitor preferences
• Understand how visitors use the website
• Measure website performance
• Improve navigation and content
• Support advertising where appropriate consent has been obtained

Visitors may manage cookies through the website’s cookie settings or their browser. Disabling certain cookies may affect website functionality.

Where non-essential analytics or advertising cookies are used, an appropriate cookie consent banner should be displayed.

13. Marketing Communications

Where permitted, we may send information about Shashoni, accommodation offers, Arusha travel inspiration and relevant updates.

You may stop receiving marketing messages by:

• Using the unsubscribe option provided
• Replying to the message
• Contacting us directly

Unsubscribing from marketing will not prevent us from sending necessary reservation, payment or guest service communications.

14. Photography and Guest Reviews

We may photograph lodge spaces, food, experiences and special events for promotional purposes. We will seek appropriate permission before intentionally using clearly identifiable guest photographs, videos or personal testimonials in advertising, website content or social media marketing.

Guests may inform management when they prefer not to appear in promotional photography.

15. Children’s Information

We may collect limited information about children when necessary to:

• Confirm suitable accommodation
• Calculate occupancy
• Prepare meals
• Address safety requirements
• Arrange family services

Parents, guardians or authorised adults should provide this information. We do not knowingly request marketing consent directly from children.

16. Your Privacy Rights

Subject to applicable law and relevant limitations, you may request to:

• Confirm whether we hold personal information about you
• Access personal information held about you
• Correct inaccurate or incomplete information
• Withdraw consent where processing depends on consent
• Object to certain uses of your information
• Request deletion where information is no longer required
• Restrict certain processing
• Stop receiving marketing communications
• Raise a concern about the handling of your information

We may need to verify your identity before responding. Certain information may need to be retained for legal, financial, contractual, safety or dispute-resolution purposes.

17. External Websites

Our website may contain links to social media platforms, airlines, tourism providers, booking websites and other external services. Shashoni is not responsible for the content, security or privacy practices of external websites.

Visitors should review the privacy policy of the relevant third party before submitting personal information.

18. Changes to This Policy

We may update this Privacy Policy to reflect legal, operational, technological or service changes. The latest version will be published on this page with a revised effective date.

19. Contact Us About Privacy

Questions, correction requests or privacy concerns may be directed to:

Shashoni Arusha Eco Lodge

Email: reservations@shashoniarushaecolodge.com

Telephone: +255 759 040 529

General Telephone: +255 766 111 091

Location: Shashoni Area, Nkoanrua, Shangarai, Arusha, Tanzania