1. Purpose and scope
This manual identifies records held for Fantasia’s accommodation business and explains access under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), read with the Protection of Personal Information Act 4 of 2013 (POPIA). Records include information in any format held or controlled by the business.
For access under section 50, identify the right you wish to exercise or protect and why the record is required. Access is subject to statutory procedures and lawful refusal grounds. A listed category does not make every record public or establish that a particular record exists.
2. Information Officer and contacts
- Private body
- Hogsmead Investments (Pty) Ltd t/a Fantasia at Hogsback
- Registration number
- 2020/818487/07
- Information Officer
- Natalie Macdonald-Spence
- Requests and privacy enquiries
- fantasiahogsback@gmail.com · 021 532 9224
- Accommodation address
- 32 Main Road, Hogsback, 5721, Eastern Cape, South Africa
- Business street address
- 32 Main Road, Hogsback, 5721, Eastern Cape, South Africa
- Postal address
- 32 Main Road, Hogsback, 5721, Eastern Cape, South Africa
- Website
- fantasiahogsback.co.za
Please direct requests to Natalie, our Information Officer, using the contact details above.
3. Official guide and Regulator
The Information Regulator’s PAIA guide, forms and private-body template explain rights, procedures and assistance. Guides are available in South Africa’s official languages. Ask Natalie for help obtaining an accessible copy.
Information Regulator (South Africa): Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191. Postal: PO Box 31533, Braamfontein, Johannesburg, 2017. Telephone 010 023 5200; enquiries@inforegulator.org.za. Current contact channels ↗
4. Records available without a formal request
Published cottage information, cleared photographs, displayed rates, destination information, contact details, this manual and policies may be read without Form 2 or an access fee. Ask ordinary guest support for copies of your booking documents, subject to proportionate identity verification. This describes practical availability; it does not claim a section 52 notice has been published. Other guests’ details and private integration/security credentials are not public.
5. Records held and relevant legislation
| Category | Records, where held |
|---|---|
| Guests and reservations | Enquiries, contact details, dates, party sizes, channel references, confirmations, changes and correspondence. |
| Registration and service | Adult registration, agreement versions, submission evidence, optional emergency contacts and incident reports. |
| Finance | Quotes, invoices, extras, receipts, commissions, refunds, supplier expenses, accounts and tax records. |
| Operations | Availability/cleaning blocks, maintenance, contractor instructions, property and insurance records. |
| Staff and suppliers | Supplier agreements/contact details; employee and payroll records if applicable. |
| Governance and systems | Corporate records held by the operator, policies, access requests, consent records, access logs, incidents and backups. |
| Marketing | Newsletter preferences, opt-in evidence, suppression records and media licences. |
Applicable record duties may arise under PAIA, POPIA, the Consumer Protection Act 68 of 2008, Electronic Communications and Transactions Act 25 of 2002, Companies Act 71 of 2008, Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011. Labour, workplace safety and unemployment-insurance laws apply where relevant employment/activity exists. This list does not imply every record is held or automatically accessible.
6. Personal information and recipients
Data subjects include guests, prospective guests, website users, emergency contacts, staff and suppliers. Records include names/contact details, booking/billing information, service correspondence, consent preferences and necessary technical/registration evidence. Purposes are responding, administering accommodation and cleaning, accounting, service/safety management, legal duties and protection of rights. Newsletters require separate opt-in and confirmation.
Authorised staff and contractors receive the information needed for their task. Hosting/email providers, the guest’s selected channel, professional advisers and lawful authorities may receive relevant records. Cleaners need operational dates rather than full identity or financial information. Website iCal exports use blocked dates and opaque references, without guest names/contact details, through private integration links. We do not request card PINs or passwords in public forms.
7. Transfers, security and retention
xneelo hosts the Laravel site; Resend handles enabled email. International booking, email and media providers may process information abroad. The optional YouTube film connects only after media permission. Transfers we arrange require a POPIA section 72 basis, such as adequate legal/contractual protection or another permitted ground. Supplier terms and processing locations require review before activation.
Controls include HTTPS, restricted owner access with MFA, encrypted guest contact/registration fields, protected integration credentials, audit records and backups. They require ongoing management and do not guarantee absolute security. Retention depends on purpose, statutory duties and active disputes/legal holds. Information no longer needed must be deleted, de-identified or restricted as appropriate. See the privacy notice.
8. Request procedure
- Use current Form 2: request for access to a record, or ask Natalie for it.
- Identify yourself, the record, the right to protect/exercise, why it is required, and preferred access/response format. Provide authority if acting for someone else.
- Email it to the Information Officer with response details. Avoid unnecessary sensitive documents; proportionate identity checks will be arranged.
- If disability or literacy difficulties prevent completing the form, contact Natalie orally. We will assist with recording the request on the prescribed form and provide a copy.
POPIA section 23 also permits you, after adequate proof of identity, to ask without charge whether we hold your personal information and to request access. Ask about the appropriate procedure and permitted reproduction charges. Correction, deletion and objections can be addressed to the same officer; prescribed POPIA forms are available from the Regulator.
9. Fees
The current private-body schedule lists a R140 request fee, R2 per printed/photocopied A4 page, and R145 per hour or part-hour for search/preparation after the first hour, capped at R435. Prescribed reproduction charges and a prescribed deposit for searches exceeding six hours may also apply. A personal requester is not automatically exempt from the private-body PAIA request fee.
The officer will issue the applicable fee notice/payment instructions, including any lawful exception. Do not send unsolicited payment. The online manual and a POPIA request asking whether your personal information is held are free. Full official fee schedule, checked 19 October 2026 ↗
10. Decisions, refusal and remedies
We aim to decide promptly within PAIA’s 30-day period after receipt of the request or required particulars, subject to its third-party and fee procedures. A permitted extension is limited to a further 30 days with reasons and challenge rights. Missing/non-existent records require the statutory search/notice procedure. Failure to respond in time is treated as refusal.
Refusal must rest on PAIA grounds, including protected third-party privacy, privilege, protected commercial information or safety. Severable portions and any applicable public-interest override must be considered. The decision will identify relevant reasons and remedies.
Private bodies have no PAIA internal appeal. You may complain using PAIA Form 5 to the Regulator, ordinarily within 180 days of the relevant decision or failure to respond, and seek relief from a competent court under PAIA within the applicable period. The Regulator can assist with procedure. PAIA: PAIAComplaints@inforegulator.org.za. POPIA: POPIAComplaints@inforegulator.org.za.
11. Copies and review
Read online free, print or save as PDF. Contact Natalie to arrange inspection at the verified principal place of business during reasonable business hours or an accessible copy. Copies must also be available to the Regulator on request. Review is required when contacts, records or processing change and at least annually.