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Privacy Policy
This explains what we collect when you book a tour or a transfer with us, why we need it, who else sees it, and how to get it deleted. It describes what our booking system actually does — not a generic template.
Last updated
Who is responsible
Arctic Safari operates arcticsafaritour.com and the Arctic Safari mobile app, running private Northern Lights tours and VIP transfers in Tromsø, Norway. We are the data controller for the information described here.
What we collect and why
We only ask for what a trip actually requires. There is no advertising profile, no data broker, and nothing is sold.
Name, email address and phone number
To identify your booking, confirm it with you, and reach you if the pickup or the weather changes.
- Why we may
- Performance of a contract
- How long
- Five years after the trip, because Norwegian bookkeeping law requires transaction records to be retained. After that the booking is anonymised rather than deleted, so the revenue figures survive without the person attached.
Pickup and drop-off address, and their coordinates
So the driver can find you and the fare can be calculated by distance.
- Why we may
- Performance of a contract
- How long
- Kept with the booking; anonymised on the same five-year schedule.
Your precise location, when you press "Use my location"
To place your pickup pin exactly, so a driver is not searching a street for you at night.
- Why we may
- Consent — this only happens if you press the button and your browser or phone grants permission
- How long
- Stored as the pickup coordinates on that booking. You can clear the field before submitting, and the pickup point is editable afterwards.
Account details: full name, phone, email, password
So you can sign in and see your own bookings, reward points and trip photos.
- Why we may
- Performance of a contract
- How long
- Until you ask us to delete the account. Your password is never stored — our authentication provider stores only a one-way hash, which we cannot read or reverse.
Reward point history
To calculate the balance you can spend on a booking.
- Why we may
- Performance of a contract
- How long
- For the life of the account.
Photos taken on your trip
So we can share them with you afterwards.
- Why we may
- Legitimate interest in delivering the experience you booked
- How long
- Until you ask us to remove them. Photos are never published to the public gallery without asking you first.
A review, if you write one
To show prospective guests real feedback.
- Why we may
- Consent — reviews are only published after you submit one and we approve it
- How long
- Until you ask us to remove it.
The driver's live position during your trip
So you can see the car approaching.
- Why we may
- Performance of a contract
- How long
- One current position per booking, overwritten as the driver moves. It is not a trail history.
Your location
Sharing your live location is always optional. Nothing on this site or in the app asks your device for a position unless you press the “Use my location” button, and your browser or phone will ask your permission on top of that. Typing an address instead works exactly as well.
If you do share it, we use it once — to place your pickup pin so a driver is not circling a street looking for you. You can clear the field before submitting, and the pickup point can be corrected afterwards.
During a trip, the driver’s position may be shown to you so you can see the car approaching. That is the driver’s location, not yours, and only one current position is stored per booking — it is not a movement history.
Who else sees your data
We use a small number of established services to run the site. Two of them are worth distinguishing: some are contacted directly by your browser, which means they see your IP address, while others are only ever contacted by our server on your behalf, which means they do not.
Supabase
Your browser contacts themDatabase, sign-in, and file storage. Holds everything in the table above.
Their privacy policyVercel
Your browser contacts themHosts the website, and provides its visitor statistics. The statistics are cookieless and do not identify you or follow you to other sites.
Their privacy policyCARTO / OpenStreetMap
Your browser contacts themSupplies the map images shown once you select an address. Loading a map image reveals your IP address to them.
Their privacy policyKomoot (Photon)
Our server onlyTurns the address you type into coordinates. Our server asks on your behalf, so they receive the search text but not your IP address.
Their privacy policyGoogle Maps
Our server onlyCalculates the driving distance between two addresses for the fare estimate. Our server sends the two addresses only. Used only when that feature is switched on.
Their privacy policyMeta (WhatsApp Business)
Our server onlyDelivers booking messages when you contact us or we confirm a trip. Used only when that feature is switched on.
Their privacy policyResend
Our server onlySends transactional email such as booking confirmations. Used only when that feature is switched on.
Their privacy policyOur drivers see the name, phone number and pickup address for the trips they are assigned — nothing more, and it is the database that enforces that limit, not just the app screen.
Your rights
Under the GDPR you have the following rights, and exercising them is free. Email privacy@arcticsafaritour.com or message us on WhatsApp, and we will respond within one month.
- See your data
- Ask for a copy of everything we hold about you.
- Correct it
- Tell us if a name, phone number or address is wrong and we will fix it.
- Delete it
- Ask us to erase your account and personal details. We will keep the financial record of past trips for the five years the law requires, with your name and contact details stripped out.
- Object
- Tell us to stop using your data for a particular purpose.
- Take it elsewhere
- Ask for your data in a machine-readable file.
- Withdraw consent
- Where we relied on your consent, you can take it back at any time.
- Complain
- If you are unhappy with how we responded, you can complain to the Norwegian Data Protection Authority.
One thing worth being straight about: when you ask us to delete your data, we cannot erase the financial record of a trip you already took. Norwegian bookkeeping law requires us to keep transaction documentation for five years. What we do instead is strip your name, email, phone and address from that record, leaving an anonymous entry that satisfies the accountant without identifying you.
How it is protected
Access rules are enforced inside the database itself rather than by the app hiding buttons. Signed in as a guest, you can only ever read rows that match your own email address; a driver can only read the jobs assigned to them or still unclaimed. If somebody bypassed our website entirely and queried the database directly, those limits would still hold.
Passwords are never stored — our authentication provider keeps only a one-way hash that we cannot read or reverse. All traffic is encrypted in transit.
We do not process card payments on this site. Bookings are recorded as requests and confirmed with you directly, so no card details are ever entered here.
Children
Our booking system is intended for adults. We do not knowingly collect data from anyone under 16. Children are welcome on our tours as part of a family booking made by a parent or guardian, whose details are the ones we hold.
If you are not happy
Contact us first — most things are a misunderstanding we can fix quickly. If you are still dissatisfied, you have the right to lodge a complaint with Datatilsynet (Norwegian Data Protection Authority).
Changes to this policy
If we add a feature that changes what we collect, we update this page and the date at the top. Material changes affecting existing bookings will be emailed to the address on the booking.