Privacy Policy

1. Introduction

VIPTOURHUB is a travel and tourism brand operated by VIP TRAVEL AND TOURISM (PTY) LTD. This Privacy Policy explains how we handle personal information in connection with our website, travel enquiries, communications, travel-related services and related business activities.

We respect the privacy of our customers, prospective customers, website visitors, suppliers, business partners and other individuals whose personal information we process.

This Policy is intended primarily for users in South Africa and is designed with applicable South African privacy and consumer-protection requirements in mind, including the Protection of Personal Information Act 4 of 2013 (POPIA), the Promotion of Access to Information Act 2 of 2000 (PAIA), the Consumer Protection Act 68 of 2008 (CPA), and applicable electronic-communications legislation.

2. Who We Are

For purposes of applicable data-protection law, VIP TRAVEL AND TOURISM (PTY) LTD may act as the responsible party in relation to personal information that it determines the purposes and means of processing.

3. Personal Information We May Collect

Depending on how you interact with VIPTOURHUB, we may collect information that is reasonably necessary for a specific business, travel, communication, legal or security purpose.

4. Special Personal Information

Travel arrangements may sometimes require information that receives additional protection under applicable privacy law. Examples may include information relating to health, accessibility requirements or other special travel requirements where such information is voluntarily provided or is necessary to arrange a requested service.

VIPTOURHUB will seek to process such information only where a lawful basis exists and where it is reasonably necessary for the relevant purpose.

5. How We Collect Information

We may collect personal information directly from you when you:

• Contact us by email, telephone or WhatsApp.
• Make a travel enquiry.
• Request a quotation.
• Request flight, hotel, holiday or transfer arrangements.
• Make or enquire about a booking.
• Communicate with us about an existing booking.
• Use or browse our website.
• Interact with our online advertising, analytics or digital services where applicable.

We may also receive information from travel suppliers, booking platforms, payment providers, business partners or other service providers where this is necessary for a requested service or permitted by law.

6. Why We Use Personal Information

We may process personal information for purposes including:

• Responding to travel enquiries.
• Preparing quotations and travel options.
• Arranging flights, accommodation, transfers, tours, holidays and related travel services.
• Communicating booking information and travel-related updates.
• Processing and reconciling payments.
• Providing customer support.
• Maintaining business, accounting and transaction records.
• Detecting, preventing and investigating fraud, abuse, security incidents and unlawful activity.
• Maintaining and improving our website, systems and services.
• Complying with applicable legal, regulatory, tax and accounting obligations.
• Protecting our legitimate business interests where permitted by applicable law.
• Sending direct marketing where the applicable legal requirements have been satisfied.

7. Lawful Processing

We seek to process personal information in accordance with applicable legal requirements and the conditions for lawful processing under POPIA.

Depending on the circumstances, processing may be necessary to respond to your request, perform or prepare for a contract, comply with a legal obligation, protect legitimate interests, or where you have provided consent.

Where consent is relied upon, you may generally withdraw that consent, subject to any legal consequences or other lawful grounds for continued processing.

8. Sharing Information With Travel Suppliers

Travel services often require us to provide relevant information to third parties so that the requested service can be arranged.

Depending on your enquiry or booking, these parties may include:

• Airlines and airline reservation systems.
• Hotels and accommodation providers.
• Tour operators and destination service providers.
• Airport transfer and transportation providers.
• Travel booking platforms and technology providers.
• Payment and financial service providers.
• Visa or travel-document service providers where specifically requested or required.
• Professional advisers, insurers, legal advisers, auditors or other service providers where reasonably necessary.

We aim to share only information that is reasonably necessary for the relevant purpose and to use appropriate contractual or other safeguards where required.

9. International Transfers

Travel is inherently international. Depending on your destination and the supplier involved, your personal information may need to be transferred to or processed in another country.

Personal information may also be processed by technology, hosting, communications, booking, payment or other service providers whose infrastructure is located outside South Africa.

Where POPIA applies to a cross-border transfer, we will seek to ensure that the transfer is made on a lawful basis and in accordance with applicable requirements.

10. Cookies and Website Technologies

Our website may use cookies, pixels, local storage, analytics technologies and similar tools to support website functionality, security, performance and understanding of website usage.

Depending on the services installed on the website, these technologies may be provided by VIPTOURHUB, WordPress, hosting providers, analytics providers, advertising platforms or other technology providers.

Some cookies may be necessary for the website to function. Other cookies may be used for analytics, preferences or marketing where applicable.

You can generally control or restrict cookies through your browser settings. Restricting certain cookies may affect website functionality.

11. Email, Telephone and WhatsApp Communications

If you contact VIPTOURHUB by email, telephone or WhatsApp, we may process the information contained in that communication for purposes such as responding to your request, providing customer service and maintaining appropriate business records.

Communications made through third-party platforms such as WhatsApp are also subject to the applicable privacy policies and terms of those platforms.

12. Direct Marketing

VIPTOURHUB may communicate information about travel services, offers, destinations or related services where permitted by applicable law.

Electronic direct marketing, including marketing by email or other electronic communications, will be conducted in accordance with applicable requirements, including POPIA’s rules concerning consent and existing customer relationships.

Where applicable, marketing communications will provide a reasonable and accessible method for you to object to or unsubscribe from further direct marketing.

13. Security of Personal Information

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

Depending on the system or service involved, safeguards may include:

• Access controls and account authentication.
• Password and credential protection.
• Secure website connections where supported.
• Restricted access to personal information.
• Security monitoring and technical maintenance.
• Appropriate backup and recovery procedures.
• Supplier and service-provider security controls where applicable.

No electronic transmission or storage system can be guaranteed to be completely secure. We therefore cannot guarantee absolute security of information transmitted over the internet.

14. Security Incidents and Data Breaches

If we become aware of a security compromise involving personal information, we will assess the incident and take steps required by applicable law, including appropriate investigation, containment, remediation and notification where legally required.

Where applicable, affected data subjects and the Information Regulator may be notified in accordance with POPIA.

15. How Long We Keep Information

We retain personal information only for as long as is reasonably necessary for the purpose for which it was collected or processed, unless a longer period is required or permitted by applicable law.

The appropriate retention period may depend on the type of information, the nature of the relationship with you, contractual requirements, accounting and tax obligations, legal requirements, dispute-resolution needs and other legitimate business requirements.

When personal information is no longer required and there is no lawful reason to retain it, we may securely delete, destroy or de-identify it.

16. Your Privacy Rights

Subject to applicable law and any relevant exceptions, you may have rights concerning personal information that we hold about you.

17. How to Exercise Your Rights

To make a privacy-related request, contact us using the details provided below.

Please clearly explain your request and provide sufficient information for us to understand what you are requesting. We may need to verify your identity before releasing, changing or deleting personal information.

Requests will be handled in accordance with applicable legal requirements, including any applicable timeframes, exemptions and verification requirements.

18. Children’s Personal Information

Travel bookings may involve children. Where information about a child is required for a legitimate travel purpose, VIPTOURHUB will seek to process that information in accordance with applicable law and appropriate safeguards.

Parents, guardians or persons legally authorised to act on behalf of a child should ensure that information supplied to us is accurate and necessary for the requested travel service.

19. Third-Party Websites and Services

Our website may contain links to third-party websites, booking systems, social-media platforms, payment services, airline websites, accommodation providers and other external services.

When you leave our website or interact directly with a third-party service, that third party’s own terms, privacy policy and data-processing practices may apply.

VIPTOURHUB does not control the privacy practices of independent third-party websites and services.

20. Service Providers and Operators

We may use trusted third-party service providers to operate parts of our business and website. Depending on the services actually in use, these may include providers for:

• Website hosting and infrastructure.
• Email delivery and communications.
• Booking and reservation technology.
• Payment processing.
• Website security and performance.
• Analytics and website measurement.
• Customer support and communication.

Such providers may process information on our behalf and, where applicable, under contractual or other safeguards appropriate to the processing.

21. Accuracy of Information

We take reasonable steps to maintain accurate and up-to-date personal information where appropriate.

You should provide accurate information and notify us if relevant information changes, particularly where inaccurate information could affect a booking, ticket, accommodation reservation, visa-related requirement or other travel service.

22. Automated Decision-Making

VIPTOURHUB does not intend to make decisions producing legal consequences or similarly significant effects about customers solely through automated processing unless permitted by applicable law and appropriate safeguards are in place.

Certain third-party travel, payment, fraud-prevention, advertising or technology systems may independently use automated processes. Their own terms and privacy policies may apply.

23. Marketing Preferences

If you receive marketing communications from VIPTOURHUB, you may request that we stop sending direct marketing communications to you.

Requests to stop marketing can be sent to:

We may continue to send essential service or transaction-related communications where necessary, even if you have opted out of marketing.

24. PAIA and Access to Information

The Promotion of Access to Information Act 2 of 2000 provides a framework for requesting access to records held by public and private bodies, subject to its requirements and applicable limitations.

VIPTOURHUB will maintain and make available applicable information concerning access requests in accordance with PAIA and the requirements applicable to private bodies.

Requests concerning access to information should be directed to:

25. Complaints to the Information Regulator

If you believe that your personal information has been processed unlawfully or that your privacy rights have been infringed, you may first contact VIPTOURHUB so that we can investigate and respond to your concern.

Where applicable, you may also lodge a complaint with the South African Information Regulator.

26. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or applicable legal requirements.

When we make material changes, we may update the “Last Updated” date shown at the beginning of this Policy and may provide additional notice where appropriate.

We encourage visitors and customers to review this page periodically.

27. Governing Law

This Privacy Policy is intended to operate in accordance with the laws of the Republic of South Africa, to the extent applicable to VIPTOURHUB and the relevant processing activity.

Nothing in this Privacy Policy is intended to limit any mandatory right or protection available to a data subject or consumer under applicable law.

28. Contact VIPTOURHUB About Privacy

If you have questions about this Privacy Policy, want to exercise a privacy right, wish to object to direct marketing, or have a concern about how your personal information is handled, please contact us.