Privacy Policy

Quick Swift Travels respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what we collect, why we collect it, how we use it, and the choices you have. This policy applies to information collected through our website, email, phone, WhatsApp, social media, and when you request a quote or make a booking with us.

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1. Who we are

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Quick Swift Travels is a boutique travel agency providing travel planning and booking services including flights, accommodation, tours, activities, transfers, and itinerary planning.

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2. The personal information we collect

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We may collect the following categories of information depending on the service you request:

2.1 Information you provide directly

• Full name and surname

• Email address, phone number, WhatsApp number

• Home address or billing address (if needed for invoicing)

• Travel preferences (budget, destination, dates, interests, airline and hotel preferences)

• Passenger details needed to issue tickets and confirm bookings, for example passport details, nationality, date of birth, gender, and emergency contact details

• Loyalty program numbers (if you choose to provide them)

• Special requests and accessibility needs (for example mobility needs, dietary preferences, medical assistance requests)

• Correspondence and communications (emails, messages, notes from calls)

2.2 Payment information

• Proof of payment or transaction references

• Limited payment details required for invoicing and reconciliation
  Important: We do not store full card numbers or sensitive card security details on our systems. Payments may be processed through secure third party payment providers or bank channels.

2.3 Information collected automatically
When you visit our website, we may collect:

• Device and browser information

• IP address and approximate location

• Pages viewed and time spent on pages

• Referral source (how you got to our site)

• Cookie identifiers and analytics data

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3. Why we collect and use your information

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We use your personal information to:

• Respond to enquiries and provide quotes

• Plan itineraries and recommend travel options

• Make bookings with airlines, hotels, tour operators, transfer providers, and other travel suppliers

• Confirm reservations, issue tickets, and send travel documents

• Communicate important travel updates, schedule changes, and service messages

• Provide support before, during, and after travel, including changes and disruptions

• Process payments, send invoices, and maintain financial records

• Improve our services, website performance, and customer experience

• Prevent fraud and protect the safety of our clients and business

• Comply with legal obligations and record keeping requirements

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4. Lawful basis for processing

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We process personal information in line with applicable privacy and data protection laws in South Africa, including the Protection of Personal Information Act (POPIA). Depending on the situation, processing may be based on:

• Your consent, for example when you subscribe to marketing updates

• Contractual necessity, for example to quote, book, and manage your travel services

• Legal obligations, for example record keeping and tax compliance

• Legitimate interests, for example service improvement, fraud prevention, and securing our systems

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5. When and how we share your information

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We only share your information when necessary to deliver your travel services, meet legal obligations, or protect our business.

5.1 Travel suppliers and partners
We may share relevant details with:

• Airlines and ticketing systems

• Hotels, resorts, and accommodation providers

• Tour and activity operators

• Transfer and car hire providers

• Travel insurance providers (if you request assistance)

• Visa or documentation partners (if applicable and requested)

5.2 Service providers
We may use trusted service providers who support our operations such as:

• Website hosting and analytics providers

• Customer communication tools (email, WhatsApp)

• Accounting and invoicing systems

• Payment processing partners

These providers may only process information on our instructions and must safeguard it.

5.3 Legal and safety reasons
We may share information if required by law, regulation, court order, or to protect the rights and safety of our clients, our suppliers, and our business.

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6. International transfers

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Travel planning often requires sharing personal information across borders, for example with international airlines or overseas hotels. When personal information is transferred outside South Africa, we take reasonable steps to ensure it is protected through appropriate safeguards and by working with reputable suppliers and providers.

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7. Your choices and rights

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You have rights in relation to your personal information, subject to applicable law. You may:

• Ask what personal information we hold about you

• Request correction or updates to inaccurate information

• Request deletion of information when it is no longer needed, subject to legal record keeping requirements

• Object to certain processing in specific circumstances

• Opt out of marketing communications at any time

To exercise your rights, contact us using the details in Section 1. We may need to verify your identity before processing certain requests.

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8. Marketing communications

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If you choose to receive promotions, newsletters, or special offers, you can opt out at any time by following the unsubscribe option in an email or by messaging us directly. Service messages related to an active booking are not marketing and may still be sent when necessary.