Privacy Policy

Last updated: 16.08.2026

1. Introduction

LOOP THE ROUTE PTY (LTD) (“we”, “us”, “our”) is a tour operator based in South Africa. We provide travel planning, tour operating, destination management and related travel services to clients and travel partners.

We respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:

  • visit our website;
  • submit an enquiry through our website;
  • contact us by email, telephone, WhatsApp or other communication channels;
  • request information, quotations or travel arrangements;
  • make or enquire about a booking; or
  • otherwise interact with us in connection with our services.

This Privacy Policy is intended to comply with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African privacy legislation.

2. Who We Are

The responsible party for the processing of your personal information is:

Company: LOOP THE ROUTE (PTY) LTD
Trading as: Loop the Route
Registration number: K2026546561
Physical address: Cape Town, South Africa
Telephone: + 27 82 525 3318
Email: looptheroute@ looptheroute.co.za 
Website: www.looptheroute.com

3. What Personal Information We Collect

Depending on how you interact with us, we may collect the following personal information:

Contact and identification information

  • Name and surname
  • Email address
  • Telephone or mobile number
  • Physical or postal address
  • Country of residence
  • Nationality, where relevant to travel arrangements

Travel and enquiry information

When you submit a travel enquiry, we may collect:

  • intended travel dates;
  • destination(s);
  • number of travellers;
  • accommodation preferences;
  • tour and activity preferences;
  • transport requirements;
  • budget information;
  • special requests;
  • dietary requirements;
  • accessibility requirements; and
  • other information necessary to plan or provide your requested travel services.

Booking and transaction information

Where you proceed with a booking, we may process information necessary to arrange and administer the booking, including:

  • booking details;
  • billing information;
  • payment-related information;
  • passport or travel-document information where necessary for a travel service;
  • visa-related information where applicable; and
  • information supplied by you in connection with travel arrangements.

We will only request information that is reasonably necessary for the relevant purpose.

Correspondence

We may retain correspondence you send to us, including emails, enquiry forms, messages and other communications.

Website and technical information

When you use our website, certain technical information may be collected automatically, depending on the website technologies and services we use. This may include:

  • IP address;
  • browser type;
  • device type;
  • operating system;
  • pages visited;
  • approximate location derived from technical information;
  • referring website; and
  • information relating to website usage.

Where cookies, analytics or similar technologies are used, additional information may be provided in our Cookie Policy or cookie notice.

4. How We Collect Personal Information

We may collect personal information:

  • directly from you when you complete our website contact or enquiry form;
  • when you contact us by email, telephone or messaging service;
  • when you request a quotation;
  • when you make a booking;
  • when you communicate with us during the planning or delivery of a trip;
  • from travel agents, tour operators, business partners or other persons acting on your behalf; and
  • automatically through our website, where applicable.

Where we receive personal information about you from another person or organisation, we expect that person or organisation to have the necessary authority or lawful basis to provide that information to us.

5. Why We Collect and Process Personal Information

We process personal information for purposes including:

  • responding to enquiries;
  • preparing travel proposals and quotations;
  • communicating with you;
  • planning and arranging tours and travel services;
  • making accommodation, transport, activity and other travel arrangements;
  • administering bookings;
  • processing or facilitating payments;
  • providing customer support;
  • meeting contractual and legal obligations;
  • verifying information where reasonably necessary;
  • maintaining business and financial records;
  • preventing fraud, abuse or unlawful activity;
  • improving our services and website;
  • managing our business operations;
  • dealing with complaints and disputes;
  • complying with legal and regulatory requirements; and
  • sending direct marketing communications where permitted by law and where the required consent or other lawful basis exists.

We will not use your personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by applicable law.

6. Whether Providing Personal Information Is Voluntary or Mandatory

Providing personal information to us is generally voluntary.

However, certain information may be necessary for us to respond to an enquiry, prepare a quotation, enter into or perform a contract, or arrange particular travel services.

If you do not provide information that is reasonably necessary for a particular service, we may be unable to provide that service, respond fully to your enquiry or complete the requested travel arrangements.

Where information is legally required, contractually required or necessary for a particular service, we will endeavour to make this clear at the point of collection.

7. Lawful Processing of Personal Information

We process personal information in accordance with POPIA and other applicable law.

Depending on the circumstances, our processing may be based on:

  • your consent;
  • the performance of a contract with you or steps taken at your request before entering into a contract;
  • compliance with a legal obligation;
  • legitimate interests recognised by applicable law; or
  • another lawful ground permitted under POPIA.

Where consent is required, we will request it in an appropriate manner.

You may withdraw consent where processing is based on consent. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

8. Contact and Enquiry Forms

Our website may use WPForms to process enquiries submitted through our online forms.

When you submit an enquiry, the information you provide is transmitted to us so that we can respond to your request.

Depending on the configuration of our website and WPForms, information may also be stored within our website’s database or associated systems for the purpose of managing and responding to enquiries.

We use the information submitted through the form only for legitimate business purposes, including responding to your enquiry and, where applicable, providing the travel services you request.

We do not sell personal information submitted through our enquiry forms.

9. Disclosure of Personal Information to Third Parties

We may disclose personal information to third parties where this is reasonably necessary for the purposes described in this Privacy Policy or where permitted or required by law.

For an incoming tour operator, recipients may include:

  • hotels and accommodation providers;
  • lodges and guesthouses;
  • airlines and other transport providers;
  • vehicle rental and transfer providers;
  • guides and activity providers;
  • restaurants and other tourism service providers;
  • destination management partners;
  • travel agents and tour operators;
  • payment service providers;
  • accounting, legal and professional advisers;
  • IT, hosting, website and software service providers;
  • communication and email service providers;
  • insurers where relevant to a travel arrangement; and
  • government authorities or regulatory bodies where legally required.

We will only disclose personal information where there is a lawful basis for doing so and, where applicable, we will take reasonable steps to ensure that third parties protect the information appropriately.

10. Operators and Service Providers

We may use third-party service providers (“operators”) to process personal information on our behalf.

These may include providers of:

  • website hosting;
  • email services;
  • form processing;
  • customer relationship management systems;
  • booking systems;
  • payment services;
  • cloud storage;
  • IT support;
  • website analytics; and
  • other business-support services.

Where appropriate, we require such service providers to process personal information only for authorised purposes and to implement appropriate security measures.

11. International or Cross-Border Transfers

As an international tourism business, we may need to share certain personal information with travel suppliers, service providers, partners or technology providers located outside South Africa.

For example, this may occur where a traveller is travelling internationally or where we use an international technology or cloud service provider.

Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that the transfer is permitted under POPIA and that appropriate protections are in place.

This may include transferring information where:

  • the recipient is subject to laws or a binding agreement that provides an adequate level of protection;
  • the transfer is otherwise permitted under POPIA;
  • you have provided the required consent;
  • the transfer is necessary for the performance of a contract with you or for steps taken at your request; or
  • another lawful ground for the transfer applies.

12. Special or Sensitive Personal Information

Some travel arrangements may require us to process information that is more sensitive in nature.

For example, you may voluntarily provide information concerning:

  • dietary requirements;
  • medical or health-related requirements;
  • disabilities or accessibility requirements;
  • religious or cultural requirements; or
  • other special requirements relevant to your travel arrangements.

We will process such information only where there is a lawful basis to do so and where reasonably necessary for the relevant service.

You should avoid submitting sensitive personal information through a general website enquiry form unless it is necessary for your enquiry.

13. Direct Marketing

We may use your contact information to send marketing communications about our own services where permitted by POPIA and other applicable law.

Where consent is required, we will obtain the necessary consent before sending direct marketing communications.

If you are an existing customer, we may communicate with you about our own similar services where permitted by POPIA, provided that you were given an appropriate opportunity to object to such marketing.

Every electronic marketing communication will provide an appropriate means for you to request that future marketing communications stop.

You may unsubscribe from marketing communications at any time.

POPIA section 69 regulates direct marketing by electronic communication and places conditions on when such marketing may take place.

14. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

  • enable website functionality;
  • remember preferences;
  • understand how visitors use our website;
  • improve website performance;
  • maintain website security; and
  • measure the effectiveness of our website and marketing.

The specific cookies and tracking technologies used may change from time to time.

Where appropriate, we will provide information about cookies through a cookie notice or Cookie Policy.

15. Security of Personal Information

We take reasonable technical and organisational measures to protect personal information against:

  • loss;
  • damage;
  • unauthorised access;
  • unauthorised disclosure;
  • unlawful processing;
  • alteration; and
  • destruction.

These measures may include appropriate access controls, passwords, security software, backups, restricted access to personal information and other reasonable security practices appropriate to the nature of the information we process.

However, no method of transmission or electronic storage can be guaranteed to be completely secure.

POPIA requires responsible parties to take appropriate, reasonable technical and organisational measures to protect the integrity and confidentiality of personal information.

16. Personal Information Security Compromises

If we become aware of a security compromise involving personal information, we will take the steps required by applicable law, which may include assessing the incident, taking steps to contain and remedy it, and notifying affected parties and/or the Information Regulator where required.

17. Retention of Personal Information

We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

Retention periods may depend on:

  • the nature of the information;
  • the purpose for which it was collected;
  • whether you are an existing or former customer;
  • contractual requirements;
  • accounting and tax requirements;
  • legal or regulatory requirements;
  • the resolution of disputes; and
  • legitimate business requirements.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it where appropriate.

18. Your Rights as a Data Subject

Subject to applicable law, you have rights in relation to your personal information, including the right to:

  • request confirmation of whether we hold personal information about you;
  • request access to personal information we hold about you;
  • request correction of inaccurate or incomplete personal information;
  • request deletion of personal information where permitted by law;
  • object to certain processing of your personal information;
  • object to direct marketing;
  • withdraw consent where processing is based on consent;
  • request information about how your personal information is processed; and
  • lodge a complaint with the Information Regulator where you believe your rights have been infringed.

These rights are subject to applicable legal limitations and requirements.

19. How to Exercise Your Rights

To exercise your rights or make a privacy-related request, please contact our Information Officer:

Information Officer: Kirsten Steuber
Email: looptheroute@looptheroute.com
Telephone: + 27 82 525 3318
Postal/Physical Address: Cape Town, South Africa

Please provide sufficient information to enable us to identify you and understand the nature of your request.

We may need to verify your identity before processing certain requests.

We will deal with requests in accordance with applicable legal requirements.

20. Complaints

If you have concerns about how we process your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the matter.

You also have the right to lodge a complaint with the Information Regulator of South Africa.

The Information Regulator provides services for POPIA complaints and compliance matters through its eServices platform.

Information Regulator

Website: www.looptheroute.com
Email: looptheroute@looptheroute.com

The Information Regulator is the independent regulator responsible for monitoring and enforcing compliance with POPIA and PAIA.

21. Children’s Personal Information

Our services are primarily intended for adults and families travelling with children.

Where we process personal information relating to a child, we will do so only where permitted by POPIA and applicable law and where appropriate consent or another lawful basis exists.

Parents, guardians or persons legally responsible for a child should ensure that any information provided about a child is accurate and that they have the necessary authority to provide it.

22. Third-Party Websites

Our website may contain links to third-party websites, including tourism providers, accommodation providers, booking platforms, social media platforms or other external websites.

We are not responsible for the privacy practices, content or security of third-party websites.

We recommend reviewing the privacy policies of third-party websites before providing them with personal information.

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website, technology, services or applicable legal requirements.

The latest version will be published on our website with the relevant “Last updated” date.

24. Contact Us

If you have any questions about this Privacy Policy or how we process personal information, please contact us:

Company: LOOP THE ROUTE (PTY) LTD
Trading as: Loop the Route
Physical address: Cape Town, South Africa
Telephone: + 27 82 525 3318
Email: looptheroute@ looptheroute.co.za 
Website: www.looptheroute.com

25. Effective Date

This Privacy Policy is effective from 16.08.2026.

Last updated: 17.08.2026