Effective date: 12 November 2026
Galactic Safaris Ltd ("Galactic Safaris", "we", "our" or "us") is committed to respecting and protecting the privacy, confidentiality and security of the personal information entrusted to us by our website visitors, prospective customers, clients, business partners and other individuals who interact with our company.
This Privacy Policy explains what personal information we collect, why we collect it, how we use and process it, when it may be shared, how long we retain it, and the measures we take to protect it.
It also explains how our internal business applications, including our AI-assisted safari quotation management system and authorized email integrations, process information for the purpose of managing travel enquiries and preparing safari quotations.
By visiting our website, contacting us, requesting a quotation or using our services, you acknowledge that you have had the opportunity to read this Privacy Policy.
Galactic Safaris Ltd is a registered safari and tour operating company based in Kabale, Uganda. We organize private safari experiences and travel arrangements, primarily in Uganda and Rwanda.
Our services include gorilla trekking, chimpanzee tracking, wildlife safaris, birding tours, cultural experiences, accommodation arrangements, transportation and customized East African travel itineraries.
Company contact information
Business name: Galactic Safaris Ltd
Physical address: Plot 110, Kabale Mbarara Road, Kabale, Uganda.
Website: https://galacticafricasafaris.com
Email: travel@galacticafricasafaris.com
Telephone and WhatsApp: +256 780 477 003
For privacy-related questions, requests or complaints, you may contact us using the details provided above.
This Privacy Policy applies to personal information collected or processed through:
Our official website, https://galacticafricasafaris.com.
Our safari enquiry and quotation forms.
Email correspondence with our business.
Telephone and WhatsApp communications.
Safari booking and reservation processes.
Customer support and post-travel communications.
Our internal quotation management and business administration applications.
Authorized integrations with email services and other business tools.
Communications with accommodation providers, travel partners and other service providers involved in delivering our services.
This policy applies to prospective customers, existing clients, travellers, website visitors, business contacts and other individuals whose information we process in connection with our business.
The information we collect depends on the nature of your interaction with Galactic Safaris.
We may collect:
Full names.
Email addresses.
Telephone and mobile numbers.
WhatsApp contact details.
Country of residence.
Nationality where necessary for travel arrangements.
Preferred communication methods.
Contact details of other travellers included in a booking.
When you request a safari quotation or make an enquiry, we may collect:
Intended arrival and departure dates.
Preferred travel destinations.
Number of adults and children travelling.
Trip duration.
Preferred activities and experiences.
Gorilla trekking and chimpanzee tracking preferences.
Accommodation preferences.
Preferred room arrangements.
Transport requirements.
Dietary requirements relevant to accommodation or travel.
Budget estimates and travel preferences.
Special requests and other itinerary instructions.
When you proceed with a booking, we may collect additional information necessary to arrange your travel, including:
Traveller names.
Nationality and passport details where required.
Permit application information.
Accommodation and reservation details.
Travel arrangements and flight information voluntarily provided to us.
Booking references.
Payment confirmations and transaction references.
Emergency contact details where appropriate.
We only request information necessary for the relevant travel or booking arrangements.
We may retain communications exchanged with you through:
Email.
Website enquiry forms.
WhatsApp.
Telephone.
Social media.
Other communication channels used to conduct business.
This information may include your questions, travel preferences, quotation discussions, booking confirmations, itinerary changes, feedback and customer support requests.
When you visit our website, certain technical information may be collected automatically, including:
IP address.
Browser type and version.
Operating system.
Device type.
Approximate geographical location derived from technical information.
Pages visited.
Referral websites.
Visit dates and times.
Website navigation and interaction information.
This information helps us understand website performance, identify technical problems, protect our website and improve the visitor experience.
We collect information through several methods.
You may provide information when you:
Complete an enquiry form.
Request a safari quotation.
Contact our office by email or telephone.
Communicate through WhatsApp.
Submit a booking request.
Confirm a reservation.
Provide traveller information.
Request itinerary changes.
Submit feedback or a review.
When you send an email or other communication to Galactic Safaris, we may receive personal information contained in that correspondence.
Where an authorized business email account is connected to our internal quotation management application, relevant messages may be retrieved for business purposes, subject to the access permissions granted to that application.
We may receive relevant traveller or booking information from accommodation providers, travel agents, booking platforms and other authorized partners involved in arranging your safari.
Our website and technical service providers may collect limited technical and usage information through server logs, cookies and analytics technologies.
We use personal information for specific business and service-related purposes.
These include:
Responding to enquiries
To understand your travel requirements, answer questions, provide destination information and respond to requests for safari quotations.
Preparing safari itineraries and quotations
To develop personalized travel itineraries, calculate quotation estimates, identify suitable accommodation and prepare travel proposals based on your preferences.
Managing bookings
To arrange accommodation, transportation, park activities, gorilla and chimpanzee permits, guides and other services included in your booking.
Customer communication
To communicate about quotations, reservations, payment arrangements, itinerary adjustments, travel requirements and other relevant matters.
Delivering travel services
To coordinate the services required for your safari and share relevant information with authorized providers involved in fulfilling your booking.
Customer support
To respond to questions, resolve problems, manage complaints and provide assistance before, during and after your trip.
Business administration
To maintain customer records, quotation histories, booking documentation, accounting records and operational information.
Website improvement
To understand how visitors use our website, improve content, assess website performance and address technical issues.
Security and fraud prevention
To protect our systems, prevent unauthorized access, investigate suspicious activity and maintain the security of business information.
Legal and regulatory compliance
To comply with applicable laws, tax requirements, regulatory obligations and lawful requests from competent authorities.
Galactic Safaris operates an internal AI-assisted quotation management application to support the preparation and administration of safari itineraries and quotations.
The application is designed to help authorized personnel work more efficiently with travel enquiries and customer correspondence.
When an authorized staff member uses the application, relevant customer information may be processed to:
Extract travel requirements from an enquiry.
Identify proposed travel dates.
Identify destinations and activities of interest.
Identify the number of travellers.
Summarize customer correspondence.
Draft safari itineraries.
Prepare quotation descriptions and client messages.
Revise existing itinerary proposals based on customer instructions.
AI-generated content is intended to assist our staff and is not automatically treated as a confirmed booking, final quotation or guarantee of service availability.
Authorized personnel review AI-generated itineraries, quotation details, prices, permits, accommodation arrangements and other relevant information before communicating finalized proposals to customers.
Our internal application may transmit relevant enquiry text and quotation information to an external AI service provider to generate or revise requested content.
The information transmitted may include names, travel dates, destinations, traveller numbers, customer requirements and other details included in the selected enquiry or quotation.
We aim to limit the information submitted to what is necessary for the requested task.
The external AI service provider processes submitted information under its own applicable terms and privacy commitments. We do not represent that information submitted to an external AI service is processed exclusively on Galactic Safaris' own servers.
We do not authorize the use of customer information submitted through this application for unrelated advertising or marketing.
Our internal quotation management application may connect to an authorized Gmail account belonging to Galactic Safaris.
This integration uses Google's OAuth 2.0 authorization process. Access is granted by the Google account holder through Google's authorization screen.
The application may request the Gmail read-only permission:
https://www.googleapis.com/auth/gmail.readonly
This permission allows the application to retrieve and read email messages from the authorized mailbox.
The application uses this permission to support the handling of safari enquiries and customer correspondence.
Depending on the operation requested by an authorized staff member, the application may access:
Email sender information.
Recipient information.
Email subject lines.
Message dates.
Message previews.
Email message content.
Relevant correspondence and travel requirements contained in messages.
Gmail information is used for internal business purposes, including:
Finding customer safari enquiries.
Reviewing correspondence related to travel requests.
Identifying customer travel preferences.
Extracting relevant enquiry details.
Importing selected enquiry information into our quotation application.
Preparing or updating safari itineraries and quotations.
Our application is designed for read-only Gmail access.
It does not use the Gmail integration to send, delete, modify, forward or independently manage Gmail messages.
An authorized staff member selects the messages to review or import. The application does not automatically convert every email in the connected mailbox into a quotation.
We do not sell Gmail information or use it for advertising.
Gmail information is not shared with third parties except where necessary for the requested internal business function, such as processing selected enquiry information through the AI service described in this policy, or where disclosure is required by law.
Gmail access tokens and related authorization information are stored on our hosting environment with access restricted to the application.
We use reasonable technical and organizational safeguards to prevent unauthorized access.
Our use and transfer of information received through Google APIs will comply with the Google API Services User Data Policy, including the Limited Use requirements.
In particular:
Gmail data is used only to provide or improve the user-facing business functions described in this policy.
Gmail data is not sold or transferred for advertising purposes.
Gmail data is not used for advertising or marketing unrelated to the requested service.
Human access to Gmail data is limited to authorized personnel and permitted operational purposes, including security, legal compliance and user-requested support.
Gmail data is not used to develop, improve or train generalized artificial intelligence or machine-learning models.
Where information is transferred to a third-party service provider to perform a necessary function, that provider is expected to process the information only for the relevant service and in accordance with applicable privacy and security requirements.
Google's privacy information is available at:
https://policies.google.com/privacy
Google's API Services User Data Policy is available at:
https://developers.google.com/terms/api-services-user-data-policy
Galactic Safaris may also use its business mailbox, travel@galacticafricasafaris.com, through an internal email retrieval integration.
This integration may use IMAP over an encrypted connection to retrieve relevant messages from our business email account.
The purpose is to make customer enquiries received through our business mailbox accessible within the internal quotation management application.
Information may include email sender details, subjects, dates and message content.
The integration is intended to support the review and import of relevant enquiries. It does not independently send or delete customer emails.
Access is restricted to authorized business users.
We do not sell, rent or trade customer personal information.
However, providing safari and travel services may require sharing relevant information with selected third parties.
These may include:
Hotels, lodges, camps and other accommodation establishments may receive traveller names, booking dates, room preferences and other information necessary to confirm reservations.
Relevant information may be provided to authorized tourism and conservation authorities when required to arrange park activities, gorilla trekking permits, chimpanzee tracking permits or other regulated experiences.
We may share relevant booking information with drivers, safari guides, transport providers and other service providers involved in delivering your trip.
Payment information may be processed by authorized payment platforms and financial institutions used to facilitate deposits, balances and other booking payments.
Galactic Safaris does not intend to collect or store full payment card details through its quotation management application.
We may use hosting providers, email providers, analytics services, AI service providers and other technical service providers to operate our website and internal systems.
These providers may process information on our behalf where necessary to provide their services.
We may disclose personal information when required by applicable law, a court order, a competent regulatory authority or another lawful obligation.
We may also disclose information where reasonably necessary to protect our legal rights, customers, staff or business operations.
Galactic Safaris operates from Uganda and organizes travel in Uganda and Rwanda for customers from different countries.
In the course of providing our services, personal information may be processed or accessed in different jurisdictions.
This may happen when:
Customers communicate with us from outside Uganda.
Information is shared with accommodation providers and travel partners in another country.
Our website or email systems use internationally hosted infrastructure.
External technology providers process information through their systems.
Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are applied, in accordance with applicable data protection requirements.
We retain personal information for as long as reasonably necessary to fulfil the purposes for which it was collected.
Retention periods may depend on the nature of the information and our legal, contractual and business obligations.
For example:
Travel enquiries
We may retain enquiry correspondence and quotation records to manage ongoing discussions, respond to follow-up requests and maintain a record of proposed travel arrangements.
Confirmed bookings
We may retain booking records, traveller details, reservation information and related documentation for the period necessary to manage the booking and meet applicable recordkeeping obligations.
Financial records
Payment confirmations, invoices and accounting records may be retained for periods required by applicable financial and tax laws.
Email correspondence
Relevant customer correspondence may be retained within our business email accounts and quotation management records for operational and recordkeeping purposes.
Technical information
Website logs and technical records may be retained for limited periods for security, troubleshooting and website administration.
When information is no longer reasonably required, we take appropriate steps to delete, securely dispose of or anonymize it, subject to applicable legal obligations.
We recognize the importance of protecting personal information against unauthorized access, disclosure, alteration, loss or destruction.
We implement reasonable security measures appropriate to the nature of the information we process.
These measures may include:
Password-protected business applications.
Restricted access for authorized personnel.
Encrypted website connections using HTTPS.
Secure authentication mechanisms.
Protection of stored email authorization tokens.
Restricted access to application configuration files.
Server-level security measures.
Routine maintenance and software updates.
Reasonable monitoring of technical activity for security purposes.
Access to personal information is limited to individuals who need it to perform their authorized business responsibilities.
However, no website, server, electronic communication or storage system can be guaranteed to be completely secure. We therefore cannot guarantee absolute security of information transmitted over the internet.
Our website may use cookies and similar technologies to support functionality, understand visitor activity and improve the website experience.
Cookies may be used for:
Essential website functionality.
Session management.
Remembering certain visitor preferences.
Website traffic analysis.
Understanding how visitors navigate our pages.
Identifying technical errors and improving performance.
Some cookies may be provided by third-party services integrated into our website.
You can manage or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality of some website features.
We may use website analytics and technical services to understand visitor behaviour and improve our online presence.
These services may process information such as:
Pages visited.
Referral sources.
Approximate location.
Device and browser information.
Session duration.
General interaction patterns.
Third-party providers operate under their own terms and privacy policies.
We encourage visitors to review the privacy information of external services they use through our website.
Depending on applicable data protection laws, you may have rights regarding the personal information we hold about you.
These may include:
You may request information about whether we hold personal information concerning you and ask for a copy of relevant information, subject to applicable legal restrictions.
You may request that inaccurate, outdated or incomplete personal information be corrected.
You may request deletion of personal information where there is no valid legal or business reason for us to continue retaining it.
You may object to certain types of processing where permitted by applicable law.
You may request restrictions on certain processing activities in circumstances recognized by applicable law.
Where we rely on your consent, you may withdraw that consent. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
You may raise a concern or complaint about the way we collect, use or protect your personal information.
To exercise any of these rights, contact us at:
travel@galacticafricasafaris.com
We may need to verify your identity before responding to certain requests.
We will respond within the timeframe required by applicable law.
Our safari services may involve family travel and bookings that include children.
Where information about a child is required for a travel booking, permit application or accommodation arrangement, it should be provided by a parent, legal guardian or another person authorized to make the relevant arrangements.
We do not knowingly use children's personal information for unrelated marketing purposes.
We may occasionally communicate relevant travel information, safari updates or promotional offers where permitted by applicable law.
We will respect applicable consent and communication requirements.
If you no longer wish to receive promotional communications from us, you may request that we stop sending them by contacting:
travel@galacticafricasafaris.com
Service-related communications concerning existing enquiries and confirmed bookings may still be necessary to fulfil our contractual or operational responsibilities.
Our website may contain links to third-party websites, booking services, payment platforms, social media platforms and other external resources.
These websites operate independently and have their own privacy policies and practices.
Galactic Safaris is not responsible for the privacy practices, security or content of third-party websites.
We recommend reviewing the privacy policy of any external service before submitting personal information through it.
Where applicable, we process personal information on one or more of the following grounds:
Your consent.
The need to take steps at your request before entering into a contract.
The performance of a contract or travel booking.
Compliance with legal obligations.
Legitimate business interests, where these interests do not override your applicable privacy rights.
Other lawful grounds recognized by applicable data protection legislation.
Where we rely on consent, you may withdraw it in accordance with applicable law.
Galactic Safaris aims to handle personal information in accordance with applicable data protection and privacy laws, including relevant requirements under Uganda's Data Protection and Privacy Act, 2019, and its implementing regulations.
Where we process personal information relating to individuals in other jurisdictions, additional privacy requirements may apply.
We take reasonable steps to ensure that our handling of personal information reflects the rights and protections applicable to the individuals concerned.
We may revise this Privacy Policy periodically to reflect:
Changes to our business operations.
New services or technologies.
Changes to our website and internal applications.
Updates to our email and AI integrations.
Changes in applicable laws or regulatory requirements.
Improvements to our data protection practices.
When we make changes, we will publish the revised policy on our website and update the effective date.
We encourage visitors and customers to review this page periodically.
For questions about this Privacy Policy, requests relating to personal information, concerns about email integration or complaints regarding data protection, please contact us.
Galactic Safaris Ltd
Plot 110, Kabale Mbarara Road
Kabale, Uganda
Website: https://galacticafricasafaris.com
Email: travel@galacticafricasafaris.com
Telephone/WhatsApp: +256 780 477 003
We will review privacy-related requests and respond in accordance with applicable legal requirements.
Galactic Safaris Ltd
Private Uganda & Rwanda Safaris
https://galacticafricasafaris.com