Privacy Policy

Last Updated: July 22, 2025
Applies To: tec Coffee Farm Rest House website and related services (accommodation bookings, contact requests, airport transfers, tour assistance, coffee farm experiences).
Location: Oldeani – Karatu, Arusha Region, Tanzania.

1. Who We Are

TEC Coffee Farm Rest House (“TEC,” “we,” “our,” or “us”) provides simple, self‑contained accommodation and related guest services within an operating coffee farm near Ngorongoro in Northern Tanzania. This Privacy Policy explains how we collect, use, store, and share personal information when you interact with our website or contact us directly.

2. Information We Collect

We collect information in three main ways: information you provide, information collected automatically, and information we receive from service partners (only when needed).

2.1 Information You Provide Directly

• Name
• Email address
• Phone number / WhatsApp
• Country of residence (optional)
• Booking details (stay dates, room preference, number of guests)
• Flight details for airport transfer (arrival time, airport, airline)
• Tour interests (Ngorongoro, Serengeti, Lake Manyara, Tarangire, coffee farm)
• Dietary or special needs (if volunteered)
• Message content you type in our contact or booking forms

2.2 Information Collected Automatically (Website)

• Basic technical data (IP address, browser type, device type)
• Pages visited & time spent
• Referring links
  (Collected through standard server logs and basic analytics; we do not run targeted ad tracking.)

2.3 Information from Service Partners

If you book transfers or safari activities through us, we may receive limited confirmation details from drivers or tour operators (pickup time, number of passengers, status update).

3. How We Use Your Information

We use your information to:

• Respond to inquiries and provide booking confirmations.
• Reserve rooms and manage your stay.
• Arrange airport transfers and safari/tour services when requested.
• Send important pre‑arrival info (directions, check‑in, what to pack).
• Provide invoices or payment confirmations (if applicable).
• Improve guest services and manage property operations.
• Communicate changes (schedule updates, cancellations, weather alerts).

We do not sell guest data. Ever.

4. Legal Basis (Why We’re Allowed to Use Your Data)

Depending on where you are located, your data may be processed under one or more of these bases:

• Performance of a contract: To provide the stay, transfer, or tour you requested.
• Legitimate interests: To operate and improve TEC services safely and efficiently.
• Consent: When you voluntarily give information (e.g., newsletter sign‑up, dietary needs).
• Legal obligations: When records must be retained under local accommodation regulations.

5. When We Share Your Information

We only share personal information when necessary to deliver a service you requested, or when required by law.

We may share with:

• Transfer drivers (names, arrival times, contact #).
• Tour operators / safari partners (guest name & headcount for bookings).
• Local service providers (only when essential—e.g., maintenance for booked rooms).
• Government / lawful request (if required under Tanzanian law).

We do not sell or rent guest information to marketers.

6. Data Retention

We keep personal data only as long as needed for the purposes listed above:

• Booking & stay records: kept as needed for receipts, accounting, and regulatory compliance.
• Contact form messages: typically retained up to 12 months unless part of a booking record.
• Transfer/tour details: kept until service is completed and any billing is resolved.
• Marketing email list: until you unsubscribe.

Want us to delete something? Just ask (see Section 10).

7. Data Security

We take reasonable steps to protect guest information, including:

• Restricted access to booking and contact records
• Password‑protected systems
• Use of reputable hosting providers
• Limited data printed or stored offline

No system is 100% secure, but we work to reduce risk and respond quickly to issues.

8. International Guests

Many of our guests travel from outside Tanzania. By submitting information or booking with us, you agree that your data will be transferred to and processed in Tanzania where TEC is located. We handle your data respectfully and only for service-related purposes.

9. Cookies & Tracking

Our website may use limited cookies to:

• Remember form inputs (for easier booking)
• Measure site traffic (basic analytics)
• Load map or embedded media (Google Maps, YouTube, etc., if enabled)

You can block cookies in your browser settings, but some site functions may not work properly.

10. Your Choices & Rights

You can request:

• A copy of personal information we hold about you
• Correction of inaccurate information
• Deletion of data we no longer need
• Removal from any mailing list
• Stop future tour/transfer communications

Contact us:
[email protected] | [email protected]

11. Children’s Privacy

Our services are intended for adult travelers (18+). We host families, but we do not knowingly collect personal information directly from children without parental input. If you believe a child’s data was shared in error, please contact us and we will remove it.

12. Third‑Party Links

Our website may link to external safari operators, park authorities, mapping tools, or travel services. We are not responsible for their privacy practices. Please review their policies before sharing information.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or technology. The latest version will always appear on this page, with an updated “Last Updated” date at the top.