Privacy Policy

1. Introduction

WAAP Travels LTD. ("we", "our", "us") is a professional travel and education consultancy based in Ghana, specializing in international student placement, visa processing, and travel services. We are committed to protecting your privacy and handling your personal data responsibly.

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

• Visit our website at waaptravels.com
• Communicate with us via WhatsApp, including through the WhatsApp Business API
• Use our services (visa processing, university placement, travel bookings, etc.)
• Visit any of our branch offices in Accra, Kumasi, or Takoradi
• Contact us by phone, email, or any other communication channel

By using our services or communicating with us, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Personal Information You Provide

When you engage with our services or contact us, we may collect:

• Identity information: Full name, date of birth, gender, nationality, passport details, and photographs
• Contact information: Phone number, WhatsApp number, email address, and physical address
• Academic information: Educational qualifications, transcripts, certificates, English proficiency test scores (IELTS/TOEFL), and academic history
• Financial information: Bank statements, proof of funds, sponsorship letters, and payment details for our services
• Visa & travel information: Visa application details, travel history, intended destination, programme of study, and travel itineraries
• Communication data: Messages, inquiries, and any content you share with us via WhatsApp, email, phone, or our website contact form

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address and approximate location
• Browser type and version
• Device information (operating system, screen resolution)
• Pages visited, time spent on our website, and referral sources

3. WhatsApp Messaging & WhatsApp Business API

3.1 What We Collect via WhatsApp

When you communicate with us on WhatsApp, we may collect and process:

• Your WhatsApp phone number and profile name
• Messages, images, documents, and other content you send to us
• Date and time of messages
• Message delivery and read status

3.2 How We Use WhatsApp

We use the WhatsApp Business API to:

• Respond to your inquiries about our services (visa processing, university placement, travel bookings)
• Provide updates on your application or visa processing status
• Share relevant information about destinations, programmes, deadlines, and requirements
• Send appointment reminders and document submission reminders
• Provide customer support and resolve queries
• Send service-related notifications (e.g., visa approval updates, payment confirmations)

3.3 Opt-In and Opt-Out

You can opt in to receive WhatsApp messages by:

• Sending us a message on WhatsApp first (initiating contact)
• Providing your WhatsApp number on our website contact form or at our offices
• Explicitly consenting during the application process

You may opt out of receiving WhatsApp messages at any time by:

• Sending "STOP" to our WhatsApp number
• Contacting us at accra@waaptravels.com to request removal
• Informing any of our branch offices

Please note that opting out of WhatsApp messages may affect our ability to provide timely updates on your application or visa status. We will use alternative communication channels if available.

3.4 WhatsApp Data Security

WhatsApp provides end-to-end encryption for messages. Our use of the WhatsApp Business API is subject to WhatsApp's Privacy Policy and WhatsApp Business Policy. We do not sell or share your WhatsApp conversations with third parties for marketing purposes.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Service delivery: Processing your visa applications, university placements, and travel bookings
• Communication: Responding to inquiries, providing updates, and sending service-related notifications via WhatsApp, email, phone, or SMS
• Document preparation: Creating Statements of Purpose, application forms, and other required documentation on your behalf
• Application management: Submitting applications to universities, embassies, and consulates as authorized by you
• Customer support: Addressing your concerns, resolving complaints, and improving our services
• Legal compliance: Meeting regulatory and legal obligations applicable to our business
• Service improvement: Understanding how clients use our services to improve our offerings

5. Sharing of Information

We may share your personal information with the following parties, only as necessary to provide our services:

• Universities and educational institutions: To process your admission applications as authorized by you
• Embassies and consulates: As required for visa application processing
• Airlines and travel providers: For flight and accommodation bookings
• WhatsApp / Meta: Through our use of the WhatsApp Business API (subject to WhatsApp's own privacy policy)
• Payment processors: To process your payments securely
• Legal authorities: When required by law or to protect our legal rights

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Storage & Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure storage of physical documents in locked cabinets at our offices
• Password-protected digital systems and databases
• Limited access to personal data on a need-to-know basis among our staff
• Use of encrypted communication channels (including WhatsApp's end-to-end encryption)
• Regular review of our security practices

While we take all reasonable steps to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your information.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, including:

• Active clients: For the duration of our service engagement plus an additional 3 years
• Visa and application records: Up to 5 years after the application date, as may be required for reference or re-applications
• WhatsApp conversations: For the duration of our business relationship and up to 2 years after last contact
• Website analytics data: Up to 2 years

You may request earlier deletion of your data by contacting us (see Section 8).

8. Your Rights

You have the following rights regarding your personal data:

• Right to access: Request a copy of the personal data we hold about you
• Right to correction: Request correction of inaccurate or incomplete data
• Right to deletion: Request deletion of your personal data (subject to legal obligations)
• Right to withdraw consent: Withdraw your consent for WhatsApp messaging or other communications at any time
• Right to restrict processing: Request that we limit how we use your data
• Right to data portability: Request your data in a structured, commonly used format

To exercise any of these rights, please contact us at accra@waaptravels.com or visit any of our branch offices. We will respond to your request within 30 days.

9. Cookies & Website Analytics

Our website may use cookies and similar technologies to enhance your browsing experience. Cookies are small text files stored on your device. We may use:

• Essential cookies: Required for the website to function properly
• Analytics cookies: Help us understand how visitors use our website so we can improve it

You can control cookies through your browser settings. Disabling cookies may affect some website features.

10. Third-Party Services

Our services may involve links to or integration with third-party services, including:

• WhatsApp / Meta Platforms: For messaging via the WhatsApp Business API
• Google Fonts: For website typography
• Payment gateways: For processing payments

These third-party services have their own privacy policies. We encourage you to review their policies. We are not responsible for the privacy practices of these external services.

11. Children's Privacy

Our services are generally intended for individuals aged 16 and above. We do not knowingly collect personal information from children under 16 without parental consent. If we become aware that we have collected data from a child under 16 without appropriate consent, we will take steps to delete that information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make significant changes, we will:

• Update the "Last updated" date at the top of this page
• Notify you via WhatsApp or email where appropriate

We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

• Email: accra@waaptravels.com
• Phone: +233 24 279 7114
• WhatsApp: Chat with us
• Head Office: Atlantic Mall, Atomic Junction, Accra, Ghana
• Kumasi Office: Sonar Center, Ahodwo Roundabout, Kumasi, Ghana
• Takoradi Office: Takoradi Mall, Takoradi, Ghana