1. Introduction

Hartebeespoort Country Hotel & Spa (“we”, “our”, “us”) is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.

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

Make a booking

Check in at our premises

Use our website

Interact with us in any way

2. Information We Collect

We may collect the following personal information:

2.1 At Booking or Check-in

Full name and surname

Phone number

Email address

Identification or passport details (where required)

Physical address (if applicable)

Booking details and payment confirmation

2.2 During Your Stay

Guest preferences or special requests

CCTV footage for safety and security purposes

Incident or service records (if applicable)

2.3 Website Usage

IP address

Browser type and device information

Pages visited and usage data

Cookies and tracking data

3. Purpose of Collection

Your information is collected to:

Process and manage bookings

Facilitate check-in and guest identification

Provide accommodation and related services

Ensure the safety and security of guests and staff

Communicate with you regarding your booking

Comply with legal and regulatory requirements

Improve our services and website performance

4. Confidentiality of Your Stay

Your stay at Hartebeespoort Country Hotel & Spa is treated as strictly confidential.

We do not disclose or share any guest information, booking details, or stay records with third parties unless:

Required by law

Requested by authorised law enforcement or government authorities

Necessary to protect the safety, rights, or property of the establishment or its guests

5. Sharing of Information

We do not sell or trade your personal information.

Information may only be shared with:

Payment processors (for secure transactions)

Booking platforms (where applicable)

Legal or regulatory authorities when required

All third parties are required to handle your data in compliance with POPIA.

6. Data Security

We take reasonable and appropriate measures to protect your personal information from:

Loss

Unauthorized access

Misuse

Disclosure

This includes:

Secure storage systems

Restricted access to personal data

Controlled internal processes

7. Retention of Information

We retain personal information only for as long as necessary to:

Fulfil booking and service obligations

Comply with legal, tax, or regulatory requirements

After this period, data will be securely deleted or anonymised.

8. Your Rights (Under POPIA)

You have the right to:

Access your personal information

Request correction or updates

Request deletion of your data (where legally permitted)

Object to the processing of your information

Withdraw consent (where applicable)

Requests can be submitted using the contact details below.

9. Cookies and Website Tracking

Our website may use cookies to:

Improve user experience

Analyse website performance

Personalise content

You can disable cookies through your browser settings.

10. CCTV and Security

For the safety of all guests and staff:

CCTV monitoring may be in operation in public areas

Footage is used strictly for security purposes

Footage is stored securely and only accessed when necessary

11. Third-Party Links

Our website may contain links to third-party websites.
We are not responsible for their privacy practices.

12. Changes to This Policy

We reserve the right to update this Privacy Policy at any time.
Updates will be published on our website with a revised date.

13. Contact Information

For any privacy-related queries or requests:

Hartebeespoort Country Hotel & Spa
Email: [email protected]
Phone: 071 335 0362

14. Acceptance

By making a booking, checking in, or using our website, you acknowledge that you have read and agree to this Privacy Policy.