Privacy Policy
Last updated: 23 July 2026
This Privacy Policy describes how the Travel Reservation System ("TRS", "we", "us") operated by Waljis Travel Ltd. collects, uses, and protects information belonging to staff, partners, and clients who interact with the system. TRS is an internal tour operations platform, not a public consumer service — this policy is written for staff, agents, and partners with system accounts, and for the clients whose travel data they enter into it.
In short: TRS stores account, booking, and passenger/passport data needed to run tour operations. We don't sell data or use it for advertising. Only a short list of travel and infrastructure vendors (below) ever see it, and only as needed to deliver a booking or run the system.
Information We Collect
- Account information: name, username, email address, role, and login activity, used to authenticate and authorize access to TRS.
- Passenger and passport data: passport number, full name, nationality, date of birth, sex, issue/expiry dates, place of birth, and the raw MRZ (machine-readable zone) lines, captured via the passport OCR upload feature and stored against a customer or contact record.
- Booking and travel records: tour inquiries, quotations, invoices, and PNR (Passenger Name Record) flight booking details retrieved from Amadeus, linked to a customer/contact.
- Correspondence: inquiry, quotation, and notification emails sent through the system (delivered via Postmark), and inbound email replies processed for job/booking updates.
- System logs: login activity, IP address, and actions taken within TRS, kept for security and audit purposes.
How We Use Information
- To provide and operate tour reservation, quotation, invoicing, and passport/document processing services.
- To retrieve and display flight booking (PNR) details from Amadeus for a reservation.
- To authenticate users and enforce role-based access controls (RBAC) across modules.
- To maintain audit trails and investigate security incidents.
- To send booking, quotation, and account-related notifications by email.
Passport & Travel Document Data
Passport images uploaded for OCR extraction are processed to populate passenger records automatically. Extracted fields (including MRZ data) are stored in the system's passport records so they can be reused across bookings for the same traveler. Only staff with the appropriate role permission can view or export passport records. Passport images themselves are retained only as long as needed to complete verification/processing, per current data-retention practice.
Data Retention
Operational and booking records, including passenger and passport data, are retained for as long as necessary to meet business, legal, and regulatory obligations (e.g. immigration, visa, and travel-industry recordkeeping requirements). Account and log data may be retained for a reasonable period after account deactivation for audit purposes.
Data Sharing & Sub-Processors
Information is not sold. TRS uses a small number of third-party providers to operate, each receiving only the data needed to perform its function:
| Provider | Purpose | Data Involved |
|---|---|---|
| Amadeus | Global Distribution System — flight/PNR lookup and booking | Passenger name, PNR record locator, flight/booking details |
| Postmark | Transactional email delivery | Recipient email address, quotation/booking/account notification content |
| Google Sign-In (OAuth authentication); Google Drive/Workspace service-account integration for internal document/file operations | Account email address and name; files explicitly processed through the integration | |
| Hosting & backup infrastructure | Application hosting, database, and backup storage | All data stored in TRS, encrypted/access-controlled at rest |
Airlines, hotels, and other travel/tour partners may also receive booking-relevant data (e.g. via Amadeus or direct correspondence) strictly as required to fulfill a reservation. All providers are bound by confidentiality and, where applicable, data protection obligations appropriate to the data they process.
Cookies & Sessions
TRS uses a single first-party session cookie to keep you signed in and to protect the login form against cross-site request forgery (CSRF). It is strictly functional: it does not track you across other sites, and TRS does not use advertising, analytics, or third-party tracking cookies. The session cookie expires automatically after a period of inactivity and is cleared on logout.
Security
Access to TRS is restricted by authentication, per-user roles, and granular module/widget-level permissions. Requests are protected against cross-site request forgery (CSRF), and administrative actions are logged. We apply reasonable technical and organizational measures to protect data — including passport and booking records — against unauthorized access, alteration, or loss.
Your Rights
Staff and clients with data held in TRS may request access to, correction of, or deletion of their personal data, subject to the operational and legal recordkeeping needs described above. Requests can be made through the contact below.
Children's Data
TRS is not directed at children. Passenger records for minors are entered by staff on behalf of a booking party (e.g. a parent/guardian arranging family travel), not created by the minor themselves, and are handled with the same protections as any other passenger record.
Governing Law
This Privacy Policy is governed by the laws of the United Republic of Tanzania. Any dispute arising from it will be subject to the exclusive jurisdiction of the courts of Tanzania.
Contact
For questions about this policy or your data, contact dev@karibuworld.co.tz.