TRAVELLER INFORMATION
Traveller Details & Trip Information
Help us prepare every detail of your journey.
Please provide the information below for each person travelling so that we can coordinate accommodation, transport, dietary requirements, special requests and emergency arrangements.
Your privacy matters to us.
- We only request information needed to arrange and support your trip. Before completing the form, please read the privacy summary below explaining how your information will be used and shared.
BEFORE YOU BEGIN
To make completing the form as easy as possible, please have the following information ready:
Estimated completion time: Approximately 5–10 minutes, depending on the number of travellers.
HOW WE HANDLE YOUR INFORMATION
Why we collect this information
Travel African Time collects relevant traveller information so that we can:
- identify travellers and manage confirmed bookings;
- prepare itineraries, vouchers and travel documents;
- coordinate accommodation, room arrangements and transport;
- arrange flights, transfers, vehicle hire, tours, safaris and activities where applicable;
- communicate with travellers before and during their journey;
- accommodate dietary, accessibility, medical and other special requirements;
- recognise birthdays, honeymoons, anniversaries and other special occasions;
- contact a nominated person or obtain assistance during an emergency; and
- meet relevant contractual, safety, accounting and legal obligations.
What information we collect
Depending on your journey, this form may collect:
- names, nationality and passport or ID numbers;
- telephone numbers and email addresses;
- dietary requirements, medical conditions and accessibility needs;
- room-sharing and bed preferences;
- emergency-contact information;
- flight, airport and transport details;
- special occasions, requests and additional travel notes.
PLEASE NOTE: Passport or ID information and health-related information can be particularly sensitive. Please only provide information that is relevant to arranging or supporting your journey.
How the information is used
- Information submitted through this form will be used to arrange, manage and support your journey, assist you where reasonably necessary during an emergency, and meet relevant contractual or legal obligations.
- Information submitted for your travel arrangements will not automatically be used for unrelated marketing purposes.
Who the information may be shared with
Where reasonably necessary to arrange or support your journey, relevant information may be shared with:
- authorised Travel African Time personnel and travel consultants;
- accommodation providers;
- airlines and flight-booking partners;
- transfer, transport and car-hire providers;
- tour, safari and activity operators;
- local representatives and destination-management partners;
- emergency, medical or assistance providers where reasonably necessary;
- technology providers supporting the website, forms, email, CRM or business records; and
- professional advisers, insurers or authorities where legally required or reasonably necessary.
We aim to provide each service provider only with the information reasonably required for their part of your journey.
International sharing
Many Travel African Time journeys involve more than one country.
Arranging international travel may therefore require relevant traveller information to be provided to suppliers, partners or service providers outside South Africa.
Travel African Time will use reasonable safeguards and will only transfer information where reasonably necessary for arranging or supporting the journey.
Cross-border handling of personal information is specifically regulated under POPIA act of South Africa.
How we protect your information
We use reasonable technical and organisational safeguards to protect personal information against loss, misuse, unauthorised access and unlawful disclosure. Access is limited to authorised people who need the information to perform their work.
How long the information is kept
We keep personal information only for as long as it is reasonably required to arrange and support the trip, meet contractual or legal obligations, handle queries or disputes, and maintain necessary business records. Information that is no longer required is securely deleted, destroyed or de-identified.
Your privacy rights
Travellers may contact Travel African Time to:
- ask whether personal information is held about them;
- request access to relevant personal information;
- request correction of inaccurate or incomplete information;
- object to certain processing;
- withdraw consent where processing relies upon consent;
- request deletion where information is no longer required and no legal retention obligation applies; or
- raise a privacy concern.
You also have the right to raise a privacy complaint with South Africa’s Information Regulator if you believe your personal information has been handled in a way that does not comply with POPIA.
Our Privacy Officer
Information Officer / Privacy Contact
- Mikhail Schrader
Email: mikhail@travelafricantime.com
Contact Number: +27 21 201 7160
Office: De Villiers Way
Glencairn
Cape Town
7975
South Africa
Read our full Privacy Policy →
