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Hunt South African · Legal

Privacy Policy &
Data Protection

Effective Date: 3 April 2026 · Version 1.0

At Hunt South African, we are committed to protecting the privacy and personal data of every client who books a safari with us. This policy explains how we collect, use, store, and protect your information in compliance with applicable data protection law — including the EU General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and South Africa's Protection of Personal Information Act (POPIA).

GDPR Compliant UK DPA 2018 POPIA (South Africa) CITES Regulated Secure Data Transfer

Section 01

Who We Are

Hunt South African is a professional hunting outfitter and safari operator based in Makhanda (Grahamstown), Eastern Cape, South Africa. We operate Wildlife Safari Deals and arrange guided plains game and dangerous game safaris for domestic and international clients, principally from the United Kingdom, European Union, and United States of America.

For the purposes of the GDPR and UK Data Protection Act 2018, Hunt South African acts as the Data Controller for personal data collected via this website and through our booking process. Our contact details are set out in Section 16.

Section 02

Legal Basis for Processing Your Data

Under the GDPR (Article 6), we only process your personal data where we have a lawful basis to do so. The bases we rely on are:

Contractual Necessity
Art. 6(1)(b)

To book your safari, secure hunting concessions, lodge accommodation, and process South African Police Service (SAPS 520) firearm import permits on your behalf. Without this data, we cannot fulfil your booking.

Legal Obligation
Art. 6(1)(c)

To comply with CITES trophy export regulations, South African provincial hunting permit requirements, SAPS firearm licensing laws, and tax and audit obligations applicable to hunting outfitters in South Africa.

Legitimate Interests
Art. 6(1)(f)

To operate, improve, and protect our website and services, respond to enquiries, prevent fraud, and maintain the security of our systems. We only rely on this basis where our interests do not override your fundamental rights.

Consent
Art. 6(1)(a)

When you explicitly opt in to receive our Wildlife Safari Deals newsletter, special offer emails, or marketing communications. You may withdraw consent at any time via the Unsubscribe link in any email, or by contacting us directly.

Vital Interests
Art. 6(1)(d)

In limited circumstances — for example, where we hold medical or dietary information to protect your safety at a remote lodge or in the field — we may process sensitive data to protect your vital interests.

For any special category data (such as health information), we additionally rely on Article 9(2) GDPR — specifically explicit consent and the vital interests condition.

Section 03

Information We Collect

To provide a professional outfitting and guiding service, we collect the following categories of personal data:

Identity Data

Full legal name, date of birth, nationality, and a copy of your passport or government-issued identity document. Passport copies are required for SAPS firearm import permits and provincial hunting licence applications.

Contact Data

Email address, telephone number (including international country code), and your physical billing address and postal address.

Booking & Financial Data

Safari dates, species list, package selection, deposit payment records, trophy fee transactions, and any wire transfer or card payment references. We do not store full card numbers — payments are processed via third-party payment providers.

Firearm & Permit Data

Firearm serial numbers, calibres, rifle import permit numbers, and SAPS 520 temporary import authorisation details required by South African law.

Technical Data

IP address, browser type and version, device type, operating system, pages visited, time on page, and referring URLs — collected via cookies and analytics tools. See Section 5 for details.

Special Category Data

Dietary requirements, food allergies, and relevant medical conditions that you voluntarily disclose so we can ensure your safety and comfort at our remote lodges and in the field. This data is treated with the highest level of confidentiality and shared only with lodge staff on a strict need-to-know basis.

We collect this data directly from you via our enquiry forms, email correspondence, booking documentation, and telephone conversations, and occasionally from publicly accessible travel documents you supply.

Section 04

How We Use Your Data

We use your personal data only for the purposes described below and consistent with the legal bases in Section 2:

Safari Booking

Processing your enquiry, preparing a formal quotation, securing concession dates and professional hunter availability, and confirming your booking on receipt of a deposit.

Permits & Compliance

Submitting SAPS 520 firearm import applications, obtaining provincial hunting permits, and fulfilling CITES requirements for trophy export documentation.

Lodge & Field Safety

Informing lodge staff and your professional hunter of any dietary, medical, or physical considerations relevant to your safety and comfort during the safari.

Communication

Responding to pre-safari enquiries, sending booking confirmations, pre-departure information packs, and post-safari follow-up communications.

Marketing (with consent)

Sending Wildlife Safari Deals newsletters, seasonal promotions, and new package announcements to clients who have opted in. You may unsubscribe at any time.

Legal & Tax Records

Maintaining hunting permit audit records and financial transaction records as required by South African law for a minimum of 5 years.

Section 05

Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience, analyse how visitors use the site, and (where consent is given) to serve relevant advertising. Under the UK PECR and EU ePrivacy Directive, we are required to obtain your consent before placing non-essential cookies on your device.

Cookie Type	Purpose	Consent Required?	Retention
Strictly Necessary	Session management, security, form submissions. Essential for the website to function.	No — exempt	Session / 1 day
Analytics	Google Analytics — tracks page visits, bounce rate, traffic sources (anonymised IP).	Yes	Up to 26 months
Functional	Remembers your preferences (e.g. language, region) between visits.	Yes	Up to 12 months
Marketing / Targeting	Tracks visits across sites to serve relevant hunting and safari advertisements.	Yes	Up to 12 months

You can manage or withdraw your cookie consent at any time by clicking the Cookie Settings link in the footer of our website, or by adjusting your browser settings. Note that blocking certain cookies may affect the functionality of our booking forms and quote request tools.

We use Google Analytics with IP anonymisation enabled. For more information on how Google uses data when you visit partner sites, visit google.com/policies/privacy/partners.

Section 06

Your Rights Under GDPR & UK Data Protection Law

If you are located in the European Union or United Kingdom, you have the following rights in relation to your personal data under the GDPR and UK Data Protection Act 2018. We will respond to any request within 30 days of receipt. There is no charge for exercising these rights unless requests are manifestly unfounded or excessive.

Right of Access (Art. 15)

Request a copy of all personal data we hold about you, including the purposes for which it is used and how long it is retained.

Right to Rectification (Art. 16)

Request that we correct any inaccurate or incomplete personal data we hold. Particularly important for passport details and permit information.

Right to Erasure (Art. 17)

Request deletion of your personal data where it is no longer required — subject to our legal obligations to retain hunting permit records and tax documentation for 5 years.

Right to Restriction (Art. 18)

Request that we limit how we process your data — for example, while a complaint is being investigated or accuracy is in dispute.

Right to Data Portability (Art. 20)

Request that your personal data be transferred to you or a third party in a commonly used, machine-readable format.

Right to Object (Art. 21)

Object at any time to processing based on legitimate interests or direct marketing. You can opt out of marketing emails via the Unsubscribe link in any communication.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Rights re. Automated Decisions (Art. 22)

We do not make automated decisions (including profiling) that produce legal or similarly significant effects about you.

To exercise any of these rights, contact our Data Protection Officer at info@hunting.wildlifesafarideals.com. See Section 16 for full contact details.

Section 07

International Data Transfers

Hunt South African is based in the Republic of South Africa. If you are contacting us from the European Union or United Kingdom, your personal data will be transferred to and processed in South Africa, which is not currently the subject of an EU adequacy decision under GDPR Article 45.

Where we transfer data from the EU or UK to South Africa, we ensure your data receives a level of protection equivalent to GDPR standards by implementing Standard Contractual Clauses (SCCs) approved by the European Commission, or the equivalent UK International Data Transfer Agreement (IDTA), as applicable, alongside appropriate technical and organisational security measures.

Note for South African residents: Your data is processed in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA). You have the right to access your personal information, to have it corrected, and to object to its processing by contacting our Information Officer at the address in Section 16.

Section 08

Data Retention

We do not keep your personal data for longer than is necessary for the purposes for which it was collected. Our retention periods are as follows:

Booking & Contract Records

Retained for 5 years from the date of your safari, in compliance with South African tax law and hunting permit audit requirements under the South African Revenue Service (SARS) and SAPS regulations.

Hunting Permit & CITES Records

Retained for 5 years minimum as required by provincial nature conservation authorities and CITES export documentation obligations.

Enquiry & Correspondence Data

Retained for 2 years if no booking is made, then securely deleted.

Marketing Data

Retained until you withdraw consent or unsubscribe. After unsubscription, we retain a suppression record to prevent re-adding your address.

Website Analytics (Cookies)

Retained in accordance with the cookie durations set out in Section 5.

At the end of the applicable retention period, personal data is securely deleted or anonymised so that it can no longer be associated with you.

Section 09

Deals, Pricing & Availability

All Wildlife Safari Deals, trophy packages, and advertised prices published on our website are subject to change without notice. Price variations may arise from:

Currency Fluctuations

Trophy fees are typically priced in US Dollars or South African Rand. Exchange rate movements between the USD, GBP, and ZAR may affect the sterling or euro equivalent of advertised prices.

Provincial Trophy Fee Changes

Provincial nature conservation authorities in the Eastern Cape, Limpopo, and Free State periodically revise trophy permit fees. Any revised fee applicable at the time of your hunt supersedes any previously advertised figure.

Concession Availability

Specific hunting areas are subject to seasonal availability, landowner agreements, and game population management decisions. We reserve the right to substitute an equivalent concession where necessary.

Price lock: A deal is only considered confirmed and price-locked once a formal written quotation has been issued and the required deposit has been received and cleared. Prices quoted verbally or displayed on the website are indicative only.

Section 10

Refund & Cancellation Policy

To maintain our standard of service and to secure exclusive hunting concessions and professional hunter availability for our clients, the following cancellation and refund terms apply to all bookings with Hunt South African. By paying a deposit you confirm acceptance of these terms.

Scenario	Terms
Deposit	All safari deposits are non-refundable. Deposits are applied immediately to secure concession dates, professional hunter fees, and any advance permit costs specific to your booking.
Cancellation > 90 days before arrival	The deposit may — at our discretion — be transferred to an alternative future date, subject to a re-booking administration fee. No cash refund is issued.
Cancellation within 90 days of arrival	The full balance is non-refundable and non-transferable. Any amounts already paid (including balance payments) will not be refunded.
Trophy fees — animals not taken	Trophy fees paid in advance for specific animals that are not hunted during your safari will be refunded in full, or credited toward other species at the client's election.
Force Majeure	In the event of extreme political instability, a declared national state of disaster, or international health authority travel bans that prevent travel to South Africa, Hunt South African will work with clients on a good-faith basis to reschedule safaris. Cash refunds under force majeure are issued at the sole discretion of management and are not guaranteed.
Travel Insurance	We strongly recommend all clients purchase comprehensive travel insurance including cancellation cover, medical evacuation, and personal liability before confirming a booking. We are not liable for losses arising from the client's failure to obtain appropriate insurance.

Section 11

Third Parties & Data Sharing

We do not sell, rent, or trade your personal data to third parties for their own marketing purposes. We share your data only in the following circumstances:

Regulatory Authorities

South African Police Service (SAPS), provincial nature conservation departments, SARS, and CITES management authorities — as required by law to obtain hunting permits, firearm import authorisations, and trophy export documentation.

Professional Hunters & Lodge Staff

Your name, nationality, firearm details, and relevant health/dietary information shared with our PHs (Glen Fyffe and Stephan Kleinhans) and lodge managers on a strict need-to-know basis for the delivery of your safari.

Taxidermists & Freight Agents

Name and contact details shared with approved dip-and-pack taxidermists and CITES-licensed freight forwarding companies for trophy preparation and shipment to your home country.

IT & Platform Providers

Third-party services we use to operate our website and communications — including our web hosting provider, WordPress plugins, and email marketing platform — operating under data processing agreements that require them to process data on our instructions only.

Legal & Professional Advisers

Where required for the establishment, exercise, or defence of legal claims, we may share relevant data with our legal advisers or insurers under appropriate confidentiality obligations.

Section 12

Security of Your Data

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures include:

Encryption

All data transmitted between your browser and our website is encrypted using TLS (HTTPS). Sensitive documents such as passport copies are stored in encrypted file systems.

Access Controls

Access to client data is restricted to authorised personnel only, on a strict need-to-know basis, using role-based access controls and strong authentication.

Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours and affected individuals without undue delay, as required by GDPR Article 33/34.

Despite our best efforts, no data transmission over the internet is completely secure. If you believe your personal data has been compromised, please contact us immediately at info@hunting.wildlifesafarideals.com.

Section 13

Children's Privacy

Our services are directed at adults aged 18 and over. We do not knowingly collect personal data from individuals under the age of 16 without verifiable parental or guardian consent. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will delete it promptly.

Where minors participate in family safari experiences arranged by Hunt South African, all data relating to the minor is provided by and processed with the explicit consent of a parent or legal guardian.

Section 14

Complaints & Supervisory Authorities

If you have a concern about how we handle your personal data, we ask that you contact us first so we have the opportunity to resolve it. If you remain unsatisfied, you have the right to lodge a complaint with the relevant supervisory authority:

UK Residents

Information Commissioner's Office (ICO)
ico.org.uk · Helpline: 0303 123 1113

EU Residents

The data protection supervisory authority in your EU member state of residence. A full list is available at edpb.europa.eu.

South African Residents

Information Regulator (South Africa)
inforegulator.org.za · complaints@inforegulator.org.za

Section 15

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our data practices, or our services. The effective date at the top of this page will always indicate when the policy was last revised.

Where changes are material, we will notify active clients by email and display a prominent notice on our website. Continued use of our website or services after any update constitutes acceptance of the revised policy.

We recommend reviewing this page periodically. You can always find the current version at hunting.wildlifesafarideals.com.

Section 16

Contact Our Data Protection Officer

For any privacy-related enquiries, requests to exercise your data rights, or concerns about how we handle your personal information, please contact our Data Protection Officer using the details below. We aim to respond to all requests within 30 days.

Data Protection Officer — Hunt South African

Email info@hunting.wildlifesafarideals.com

Telephone +44 7719 444845

Postal Address High Street, Makhanda (Grahamstown),
Eastern Cape, 6139, South Africa

Website hunting.wildlifesafarideals.com

If you are an EU or UK data subject and wish to make a formal Subject Access Request, please email us with "SAR Request" in the subject line, along with proof of identity. We will process your request free of charge within 30 days.

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