Privacy Policy

1. Who We Are

Safa Caravan Ltd (“Safa Caravan”, “we”, “us”, “our”) is a travel company registered in England and Wales, specialising in Umrah and Hajj packages for UK Muslims. We are committed to protecting your personal data and handling it responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of data protection law, Safa Caravan Ltd is the data controller in respect of any personal data you provide to us.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at info@safacaravan.com or call us on +44 20 7946 0321.

2. What Personal Data We Collect

Depending on the nature of your interaction with us, we may collect the following categories of personal information:

2.1 Identity Data

• Full name as it appears on your passport
• Date of birth
• Gender
• Nationality and passport details (including passport number and expiry date)

2.2 Contact Data

• Email address
• Phone and WhatsApp number
• Home or postal address (for correspondence)

2.3 Travel Preferences

• Preferred departure airport and travel dates
• Package type and accommodation preferences
• Dietary requirements
• Mobility requirements or medical needs relevant to travel planning
• Number and ages of travelling companions

2.4 Financial Data

• Payment confirmation and transaction references (we do not store full card details)
• Bank transfer references for booking payments

2.5 Communications Data

• Records of your enquiries, emails, and WhatsApp communications with us
• Notes taken during telephone conversations

2.6 Website Usage Data

• IP address, browser type, and pages visited on our website (via standard web analytics)
• Cookie data where applicable and where consent has been given

3. How We Use Your Personal Data

We process your personal data on one or more of the following legal bases: performance of a contract (or to take steps prior to entering a contract at your request); our legitimate business interests; compliance with a legal obligation; or, where applicable, your explicit consent.

3.1 Booking and Travel Processing

We use your personal data to process and manage your booking, arrange flights, hotels, visas, and transfers, communicate with airlines and hotels on your behalf, and comply with the requirements of the Saudi Arabian government for visa applications. This is necessary for the performance of our contract with you.

3.2 Customer Communication

We use your contact details to respond to enquiries, send booking confirmations, payment reminders, pre-departure information, and updates relevant to your travel arrangements. We may also send you post-travel feedback requests. You may opt out of non-essential communications at any time.

3.3 Improving Our Services

We may use aggregated and anonymised data about how customers interact with our services to identify areas for improvement. We do not use personally identifiable data for this purpose without your consent.

3.4 Legal and Regulatory Compliance

We are required to retain certain financial and booking records for tax and regulatory purposes, and we may be required to disclose personal data to authorities in response to lawful requests.

4. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We share your information only where necessary to deliver your travel arrangements or to comply with legal obligations. Recipients may include:

• Airlines — for flight reservations, seat allocation, and boarding passes
• Hotels — for accommodation reservations and check-in arrangements
• Saudi Visa Authorities — to process Umrah and Hajj visa applications on your behalf
• Ground Transfer Providers — for airport pickup, drop-off, and intercity transport
• Our IT and CRM service providers — who process data on our behalf under data processing agreements
• ATOL / CAA — as required by our ATOL licence

Any third parties with whom we share your data are required to handle it in compliance with applicable data protection law and only for the purposes for which it has been shared.

5. International Data Transfers

To process your Umrah or Hajj visa and to make hotel and flight bookings, it is necessary to transfer certain personal data to recipients in the Kingdom of Saudi Arabia. We take appropriate steps to ensure such transfers are made with adequate safeguards where required. Saudi Arabia has its own data protection framework, and our suppliers are contractually required to handle your data responsibly.

6. Data Retention

We retain your personal data for as long as is necessary for the purposes for which it was collected, subject to the following guidelines:

• Financial records and booking documentation: Retained for 7 years in accordance with HMRC requirements and ATOL obligations.
• Enquiries and correspondence that did not result in a booking: Retained for up to 2 years, after which they are securely deleted.
• Marketing preferences: Retained until you withdraw your consent or request deletion.
• Website analytics data: Typically retained for 26 months by standard analytics providers.

Where data is no longer required, it is securely deleted or anonymised.

7. Your Rights Under UK GDPR

As a data subject, you have the following rights in relation to your personal data:

To exercise any of these rights, please contact us at info@safacaravan.com. We will respond within one month. Please note that some rights are subject to exemptions — for example, we cannot delete financial records that we are legally required to retain.

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

8. Data Security

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect your data from unauthorised access, loss, destruction, or alteration. These include secure email communications, access controls on our internal systems, and regular security reviews. No method of data transmission over the internet is 100% secure, and while we take all reasonable steps to protect your information, we cannot guarantee absolute security.

9. Cookies

Our website uses cookies to improve your browsing experience. Strictly necessary cookies are used to ensure the website functions correctly. Where we use analytical or marketing cookies, we will ask for your consent. You can control cookie settings through your browser at any time. Refusing non-essential cookies will not affect your ability to use our website.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website with the date of last revision. Where changes are material, we will notify you by email if you have an active booking with us.

11. Contact

For any data protection enquiries, to exercise your rights, or to make a complaint, please contact:

Safa Caravan Ltd
London, United Kingdom
Email: info@safacaravan.com
Phone: +44 20 7946 0321