1. Responsible party
Hogsmead Investments (Pty) Ltd t/a Fantasia at Hogsback controls information used to administer The Lantern and Grace Cottage. Information Officer: Natalie Macdonald-Spence, fantasiahogsback@gmail.com, 021 532 9224. Accommodation: 32 Main Road, Hogsback, 5721, Eastern Cape, South Africa. Company/business particulars are in our PAIA manual.
2. Information and purposes
Enquiries collect name, email, optional phone, cottage, dates, party size and message to answer your request and take steps towards a possible booking. Missing required contact/stay details may prevent an accurate response. Avoid sensitive information in free text.
Stay administration uses references, dates, occupancy, correspondence, agreed charges, invoices, payment records and service requests. Guest registration may include adult names, typed signatures, optional emergency contacts, an agreement snapshot, time and IP evidence. The public form does not collect card details. Booking decisions are not made solely by automated processing.
Legal bases depend on the task: requested steps towards a contract and contract performance; legal duties; justified legitimate interests in operating/securing the business; and consent where required, including optional marketing/media. An enquiry is not blanket consent to unrelated processing.
3. Sources and recipients
Information comes from you, an authorised booking contact or your chosen channel, including Airbnb, Booking.com and LekkeSlaap. Lead guests should inform other adults before sharing details. Provide only children’s age/occupancy information genuinely needed, with necessary permissions handled by a parent/lawful guardian. Do not put children’s identity documents or medical histories in public forms.
Authorised staff, relevant contractors, xneelo hosting, Resend email delivery, the selected booking channel, professional advisers and lawful authorities may receive the minimum necessary information. We do not sell guest lists. Private website iCal exports omit guest names, contact details and prices.
4. Email and newsletters
Stay messages are separate from marketing. Newsletters require an unticked opt-in and email confirmation. Unsubscribe through the newsletter or Natalie; this does not stop necessary stay messages. Minimal suppression records may be kept to honour opt-outs. Email delivery, bounce and complaint events may be recorded for reliability.
5. Media, cookies and overseas processing
Essential session/security cookies support forms and sign-in. A local browser preference remembers the optional-media choice for 180 days. No analytics, advertising pixels or social tracking integrations are currently installed. External media stays off until allowed. See the cookie policy.
International email, booking and media services may process data abroad. Transfers we arrange require a lawful POPIA section 72 basis and appropriate protection. Each booking platform also has its own privacy notice.
6. Retention and safeguards
Information is kept only while needed for purpose, a legal record requirement or lawful protection of rights. Tax/accounting periods can run from a return or tax event rather than checkout. Unconverted enquiries, operational correspondence and technical logs require periodic review and deletion/de-identification when no longer needed. Claims, investigations and legal holds can require longer retention. Backups expire through their lifecycle rather than immediate deletion from every copy.
We review retained information regularly. Contact Natalie about the retention period applying to your record. Controls include HTTPS, restricted owner access with MFA, encrypted guest contact/registration fields, protected calendar links and audit/backups. A compromise will be addressed with notification to affected people and the Regulator when POPIA requires.
7. Your rights
You may ask whether information is held, request access, seek correction/deletion of inaccurate or unlawfully held data, object on lawful grounds, withdraw consent to future optional processing and object to marketing. Some records must remain for legal/contractual reasons. Identity checks must be proportionate and restrictions explained. Withdrawal does not invalidate earlier lawful processing.
Contact Natalie above; our PAIA manual explains formal requests. You may complain directly to the Information Regulator without our permission: current channels, POPIAComplaints@inforegulator.org.za, 010 023 5200, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
8. Changes
Material changes receive a new version/date. New optional processing will not be enabled merely by editing this notice where fresh consent or other action is needed.