Topi Adventure respects your privacy. This policy explains what personal information we collect when you enquire or book with us or simply browse this website, why we collect it, how we use and protect it, and the rights and choices you have.
We have written it in plain English on purpose. If any part of it is unclear, email us at sales@topiadventure.com and a member of our Moshi team will explain it personally.
Who we are
Topi Adventure is a safari and Kilimanjaro trekking operator based in Moshi, Kilimanjaro, Tanzania. We are associated with Wild Boar Safaris Limited, which operates the travel services you book through this website.
For the purposes of this policy we are the data controller — the organisation responsible for deciding how your personal information is used. You can reach us at any time using the details below.
- Email: sales@topiadventure.com
- Phone or WhatsApp: +255 657 713 688 · +255 616 023 240
- Post: Topi Adventure, Moshi, Kilimanjaro, Tanzania
We only ask for the information we genuinely need to plan and deliver your trip. We never sell your personal information, and we do not share it for advertising.
Information we collect
The information we collect depends on how you interact with us. It falls into the following categories:
- Identity and contact details — your name, email address, telephone number, postal address and country of residence.
- Trip details — your travel dates, party size, ages of travellers, preferred route or itinerary, dietary and accommodation preferences, and any special requests.
- Booking and payment records — the services you book, amounts due and paid, and limited payment references. Full card details are handled by our payment providers and are never stored on our servers.
- Health and safety information — where relevant to a trek or activity, information about medical conditions, medication and allergies that you choose to share so that we can keep you safe.
- Communications — the content of enquiries and of emails, WhatsApp and chat messages exchanged with our team.
- Website and technical data — such as your IP address, browser and device type, pages viewed and approximate location, collected through cookies and similar technologies.
How we collect your information
- When you complete an enquiry form, the booking enquiry dialog, or our newsletter sign-up.
- When you contact us by email, telephone, WhatsApp or the chat widget on this website.
- When you confirm a booking and complete our trip-planning and safety forms.
- Automatically, as you browse, through cookies and similar technologies (see section 6).
- From third parties — for example where a travel agent, tour partner or group leader provides your details to us as part of arranging a trip, or where a payment provider confirms a transaction.
How we use your information
- Respond to your enquiry and prepare a quote or itinerary.
- Confirm, arrange and deliver your safari, trek, transfer or add-on services, including bookings with hotels, camps, park authorities and ground teams.
- Process payments and keep accurate financial records.
- Keep you safe on trek and safari, including altitude and health-related planning.
- Provide customer support before, during and after your trip.
- Send essential service messages about your booking, such as confirmations and travel documents.
- Send you marketing and our Safari Journal newsletter, where you have asked to receive them.
- Improve our website, services and itineraries, and prevent fraud or misuse.
- Comply with our legal, tax, insurance and regulatory obligations.
Our legal bases for processing
Depending on where you live, we rely on one or more of the following legal bases to process your information:
- Performance of a contract — to take the steps you request before booking and to deliver the services you book.
- Consent — for marketing emails, for optional cookies, and for processing health information you choose to give us.
- Legitimate interests — to respond to enquiries, improve our services, keep our website secure and prevent fraud, always balanced against your rights.
- Legal obligation — to keep records for tax, accounting, immigration and safety purposes.
- Vital interests — in rare situations where it is necessary to protect your health or safety, or that of others, during a trip.
If you are in Tanzania or the European Economic Area you may have specific rights under the Personal Data Protection Act, 2022 (Tanzania) or the General Data Protection Regulation (GDPR). We honour those rights as described in section 11 below.
Cookies and similar technologies
Cookies are small text files placed on your device. We use them, and similar technologies, to keep the website working, remember your preferences and understand how the site is used.
- Strictly necessary cookies — required for the website, its forms and its security features to work. These cannot be switched off.
- Preference cookies — remember choices such as language or a dismissed notice.
- Analytics cookies — help us understand which pages are popular so that we can improve them.
- Third-party cookies — set by services we embed, such as maps, fonts or chat, and governed by those providers' own privacy policies.
You can control or delete cookies through your browser settings. Blocking some cookies may affect how the website works.
When we share your information
We share your information only where it is needed to organise and deliver your trip, or where the law requires it. The people we may share it with include:
- Local suppliers — hotels, camps, lodges, park authorities, guides, porters and ground teams in Tanzania who deliver your services.
- Payment providers — to process payments and confirm transactions.
- Professional advisers — such as accountants, insurers and legal advisers, where necessary.
- Authorities — where we are legally required to disclose information.
We do not sell, rent or trade your personal information. We only share what is necessary, and only with organisations we trust to protect it.
International transfers
We are based in Tanzania. Some of the services we use — such as email, website hosting and payment processing — may store or process your information outside Tanzania, including in the European Economic Area, the United Kingdom or the United States.
Where we transfer your information internationally, we take steps to ensure it receives an adequate level of protection, including using providers who offer appropriate safeguards and contractual protections.
How long we keep your information
We keep personal information only for as long as we need it for the purposes described in this policy, or as long as the law requires.
| What we hold | How long we keep it |
|---|---|
| Enquiries that do not lead to a booking | Up to 24 months |
| Booking, trip and safety records | Up to 7 years after travel, for tax, insurance and legal reasons |
| Newsletter subscription | Until you unsubscribe |
| Website analytics | The retention period set by the analytics service we use |
How we keep your information safe
We take the security of your information seriously. Our measures include secure (HTTPS) connections across this website, restricted staff access on a need-to-know basis, encrypted storage of sensitive files, and reputable hosting and email providers.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please take care with sensitive documents, and only send copies of passports or similar documents when we specifically ask you to.
If a data breach occurs that is likely to affect your rights, we will notify you and any relevant authority without undue delay, as required by law.
Your rights
- Access — ask for a copy of the personal information we hold about you.
- Correction — ask us to fix information that is inaccurate or incomplete.
- Deletion — ask us to delete information where there is no good reason for us to keep it.
- Restriction and objection — ask us to stop or limit certain processing, including direct marketing.
- Portability — receive certain information in a portable format or ask us to transfer it.
- Withdraw consent — at any time, where processing is based on your consent.
- Complain — to a supervisory authority. In Tanzania this is the Personal Data Protection Commission.
Email sales@topiadventure.com and tell us what you would like. We will respond within the time required by law, usually within one month. We may need to confirm your identity first.
Marketing and newsletters
If you join our Safari Journal newsletter or ask us to send you trip ideas, we will use your email address to send you updates, offers and inspiration. Every marketing email includes an unsubscribe link, and you can also ask us to remove you at any time.
Even if you unsubscribe from marketing, we will continue to send you essential messages about a booking you have made with us.
Children
Our website and services are intended for adults. We do not knowingly collect personal information from children. Where we hold details of a child traveller, it is provided by the responsible parent or guardian as part of a family booking. If you believe a child has given us information without your consent, please contact us and we will delete it.
Links to other websites
Our website may contain links to third-party websites, such as review platforms, tourism authorities or partner operators. We are not responsible for the privacy practices or content of those websites, and we encourage you to read their privacy policies before providing any personal information.
Changes to this policy
We may update this policy from time to time to reflect changes in the law or in how we work. When we do, we will update the "last updated" date shown at the top of this page. If the changes are significant, we will take reasonable steps to bring them to your attention.
Contact us about privacy
If you have any question about this policy, or wish to exercise any of your rights, please contact us:
- Email: sales@topiadventure.com
- Phone or WhatsApp: +255 657 713 688 · +255 616 023 240
- Post: Topi Adventure, Moshi, Kilimanjaro, Tanzania
Frequently asked
Do you sell my personal information?
No. We never sell your personal information, and we never share it for advertising.
Do you store my credit card details?
No. Payments are handled by secure payment providers, and full card details are never stored on our servers.
How long do you keep my enquiry if I do not book?
Around 24 months, so that we can pick up the conversation if you return. You can ask us to delete it sooner at any time.
Why do you ask about my health?
For Kilimanjaro treks and some activities, knowing about medical conditions or medication helps us keep you safe and plan appropriately. This information is treated as sensitive and shared only with the people who need it for your safety.
You have reached the end of this document. Last updated 19 October 2026.
