Privacy
Privacy notice
[DRAFT: PENDING SOLICITOR REVIEW]
Structure and plain-English content are in place. Retention periods, the international transfer mechanism for Kenyan suppliers, and the ICO registration number must be confirmed before publication.
Who is responsible for your data
The data controller is Rudi Experience & Co Limited, registered in England and Wales, company number 17496458. ICO registration number [PENDING: ICO REGISTRATION NUMBER]. For anything about your data, write to info@rudiexperience.com.
What we collect, why, and for how long
Everything below comes from what you type into the planner at /plan, the contact form, or the guide download. We do not buy data and we do not sell yours.
Answering your enquiry and preparing an itinerary
- Data
- Name, email, WhatsApp number, travel dates, party size, budget range, interests, free-text notes
- Lawful basis
- Contract, or legitimate interests where no contract yet exists
- Retention
- [PENDING: e.g. 24 months from last contact]
Booking and delivering your trip
- Data
- Traveller names, contact details, dates, and any accessibility or dietary needs you tell us
- Lawful basis
- Contract
- Retention
- [PENDING: e.g. 7 years for accounting records]
Sending you the free Nairobi cost guide
- Data
- Email address
- Lawful basis
- Consent
- Retention
- [PENDING: until you unsubscribe]
The RudiXperience pre-launch waitlist
- Data
- First name, email address, optional WhatsApp number, where you would go first, when you are thinking of travelling, the exact consent wording you agreed to, and the campaign link you arrived through
- Lawful basis
- Consent
- Retention
- Until you unsubscribe, then deleted within 30 days
Counting scans of the printed QR code
- Data
- Date and time, the tag in the link, a two-letter country code and whether the device was a phone, tablet or computer. No IP address and no browser user-agent string is stored.
- Lawful basis
- Legitimate interests, measuring whether a campaign worked
- Retention
- 24 months from the scan, then deleted
Meeting our legal and accounting obligations
- Data
- Booking and payment records
- Lawful basis
- Legal obligation
- Retention
- [PENDING: statutory minimum]
The pre-launch waitlist and the QR code on the t-shirt
A QR code printed on a t-shirt points at a tracked link on this site. When it is scanned we record the moment, the tag in the link, the two-letter country the scan resolved to, and whether the device was a phone, tablet or computer. We do not store your IP address or your browser user-agent string, because counting scans by country does not require them.
If you then join the waitlist, that is consent, and it is unticked until you tick it. The exact wording you agreed to is stored against your record. Every email carries a working unsubscribe link, and unsubscribing stops the emails immediately. Ask us to erase you and the record is deleted outright, along with the link between your signup and the scan it came from. Nothing you type into the waitlist form is sent to any third-party analytics service.
Who we share it with
- Independent Kenyan suppliers, the drivers, guides, camps and hotels delivering your trip receive only what they need to look after you: traveller names, dates, and any access or dietary needs. This is a transfer outside the UK. Transfer mechanism: [PENDING: IDTA or Addendum, to be confirmed by solicitor].
- Service providers, our email delivery provider and database hosting, acting on our instructions only.
- Nobody else. We do not sell or rent your data, and we do not share it for advertising.
Your rights
You can ask us for a copy of your data, ask us to correct or delete it, object to or restrict how we use it, ask for it in a portable form, and withdraw consent at any time where consent is the basis. Email info@rudiexperience.com and we will respond within one month. If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk.
Cookies and what we keep on your device
This site sets a small number of first-party cookies and nothing else. Every one of them either keeps the site working or remembers something you chose, such as whether you asked to see prices in pounds, dollars or shillings. A short notice explains this the first time you visit, and it asks you to acknowledge it rather than to consent to anything, because there is nothing here to consent to.
- · No analytics cookies. No Google Analytics, no Tag Manager, no heatmaps.
- · No advertising or social pixels, and no cross-site tracking of any kind.
- · No third-party cookies. Nothing here is set by another company.
- · We do not sell or share your data with advertisers, because we have none.
Cookies we set
rudi-cookie-noticeEssential12 months
Remembers that you have seen the cookie notice, so it does not reappear on every page.
rudi-plan-submittedFunctional90 days
Records that you have already sent us an enquiry, so the free-guide prompt stops appearing.
rudi-exit-convertedFunctional90 days
Records that you have already taken the free Nairobi cost guide, so we stop offering it.
rudi-exit-suppressFunctional7 days, then 30, then 180 if you close it again
Records that you closed the free-guide prompt, so it stays closed.
rudi-exit-dismissalsFunctional12 months
Counts how many times you have closed that prompt, so the gap before it returns gets longer.
Kept on your device, never sent to us
These are not cookies. They live in your browser's own storage, are not attached to requests, and we never see them. They are listed anyway, because being technically not a cookie is not a reason to hide something from you.
rudi_currency_v1Local storageUntil you clear your browser storage
Remembers whether you asked to see prices in GBP, USD or KES.
rudi-plan-form-v1Local storageCleared the moment you submit
Keeps a half-finished enquiry on your device so a dropped connection does not lose your answers.
rudi-exit-shown, rudi-wa-clicked, rudi-pageviewsSession storageUntil you close the tab
Counts pages within the current tab so the free-guide prompt appears at most once per visit.
rudi-prelaunch-banner-dismissedSession storageUntil you close the tab
Remembers that you dismissed the launch banner.
rudi_admin_key, rudi-admin-keyStaff onlyStaff session
Keeps a signed-in member of our staff signed in. Only ever set on our internal admin pages.
Pages that set nothing at all
Our pre-launch waitlist page sets no cookies and no browser storage whatsoever, so no notice appears there. Our printed QR code carries its own scan reference in the web address rather than in a cookie, which is why scanning it counts the scan without leaving anything on your phone. Referral share links work the same way: opening one is counted, but nothing is stored on your device and nothing follows you afterwards.
If a friend sent you a link
People on our waitlist have a personal link they can share, and a friend who joins from it moves them up the list. When you open one of those links we record the code it carried, a rough country from your network and whether you were on a phone or a computer. That is a count, not a profile, and it is not linked to you.
We never tell the person who shared the link who joined from it. They see numbers only: how many times their link was opened and how many people joined. Signing up for a holiday is not an agreement to have that reported back to whoever sent you the link. If you join, your own name is shown to nobody but us.
Turning them off
You can block or delete all of the above in your browser settings at any time, and you do not need to ask us. Because none of it is used to profile you, blocking it costs you very little: the site simply forgets which currency you prefer and offers you the free guide again.
If we ever add analytics or advertising technology, we will not switch it on quietly. The notice will become a genuine choice, it will default to off, and nothing will load until you opt in.
Draft prepared June 2025 · not yet in force