Privacy Statement

1. Who is responsible for your information?

Villa-Afriq is the responsible party for personal information that it determines how and why to process. Willem Norval is the designated Information Officer and can be contacted using the details on this page.

2. Information we may collect

Depending on how you interact with us, we may receive:

• Your name, telephone number, email address and other contact details.

• Booking and stay information, including dates, preferences, number of guests and correspondence.

• Information you voluntarily provide when making an enquiry or communicating with us.

• Basic technical information such as IP address, browser or device information, pages visited, security logs and cookie preferences.

• Transaction or payment confirmation information supplied to us by a booking or payment service. We do not ask you to send full payment-card details by email.

3. Why we process personal information

We may process personal information to respond to enquiries, administer reservations, provide accommodation and guest services, communicate about a stay, maintain our records, secure and improve the website, comply with legal and accounting obligations, and establish or defend legal claims.

Where required, processing is based on consent. In other cases it may be necessary to enter into or perform a contract, comply with a legal obligation, protect a legitimate interest or protect the legitimate interests of a guest or another person.

4. Bookings through NightsBridge

Our booking buttons direct you to NightsBridge, an independent third-party booking platform. Information entered on the NightsBridge website is collected under that service’s own privacy terms. Villa-Afriq may receive information required to confirm and manage your reservation.

Please review the privacy information presented by NightsBridge before submitting personal or payment information on its platform.

5. Cookies and website technology

The website may use necessary cookies for security and basic operation, as well as optional cookies or similar technologies where enabled. Where consent is required, you can accept, reject or adjust optional categories through the consent banner. Withdrawing consent does not affect processing that occurred before withdrawal.

6. Sharing and service providers

We do not sell personal information. We may share limited information with trusted service providers where necessary for bookings, website hosting, technical support, communications, accounting, security or professional advice. We may also disclose information when required by law, a lawful authority or legal proceedings.

Service providers are expected to protect personal information and use it only for the agreed purpose.

7. Cross-border processing

Some technology or booking providers may process information outside South Africa. Where this occurs, we take reasonable steps to ensure that an appropriate level of protection or another lawful basis for the transfer applies.

8. Retention and security

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to meet legal or accounting obligations, or to resolve disputes. We use reasonable organisational and technical safeguards designed to prevent loss, misuse, unauthorised access, alteration or disclosure.

No internet transmission or storage system can be guaranteed to be completely secure. Please contact the Information Officer if you believe your information may have been compromised.

9. Your rights under POPIA

Subject to applicable law, you may ask whether we hold personal information about you and request access to it. You may also request correction or deletion, object to certain processing, withdraw consent where consent is the basis for processing, or complain about how your information has been handled.

We may need to verify your identity before acting on a request. Some information may need to be retained where the law permits or requires it.

10. Children’s information

Our website and booking services are not directed at children acting independently. A parent, guardian or other competent person should provide any information required for a child’s stay.

11. Complaints

Please contact our Information Officer first so that we can try to resolve your concern. You also have the right to lodge a complaint with the Information Regulator South Africa through its official complaints service.

12. Changes to this statement

We may update this statement when our services, website practices or legal obligations change. The latest version will be published on this page with an updated revision date.

13. Digital guest registration

Guests may complete Villa-Afriq’s digital registration form through a direct website link or QR code. The form collects contact and residential details, vehicle and arrival information, a selected method of payment, dietary preferences, required acknowledgements and an identification document. The form records a payment method for accommodation administration only; it does not collect payment or full payment-card details.

We use this information to register and administer the guest’s stay, communicate about arrival, verify identity, prepare appropriate guest services such as breakfast, record acceptance of the house rules, indemnity and right-of-admission terms, and privacy notice, and meet applicable legal requirements. Guests should provide only dietary or allergy information that is reasonably necessary for food preparation.

The full registration is stored as a WordPress form submission. Access is limited to authorised Villa-Afriq personnel with an operational need. Uploaded identification documents are not placed in the public Media Library and are not attached to the reception email. The reception email contains a limited operational summary, including contact, arrival and dietary information. Dietary details may be shared only with staff who need them for the guest’s food preparation.

Registration information and identification documents are retained only for as long as reasonably necessary for accommodation administration, applicable legal or accounting obligations, or resolving disputes. A single fixed retention period is not stated because the applicable requirements may differ. Villa-Afriq’s Information Officer is responsible for applying an appropriate retention decision in accordance with these purposes and applicable law.

The rights described in section 9 apply to digital registration information. Subject to applicable law, a guest may request access, correction or deletion, object to certain processing, withdraw consent where consent is the basis for processing, or raise a complaint. Villa-Afriq may verify identity before acting on a request and may retain information where the law permits or requires it.

14. Contact us