PRIVACYPOLICY

ViewTheMeadow'sPrivacyPolicy

Last Updated: October 4, 2025

Introduction

At The Meadow, we are committed to protecting your privacy and ensuring the security of your personal information in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you visit our website themeadowguesthouse.co.za or make a booking through our integrated booking system. Our website uses the Inn Style booking system to handle reservations, payments, and related details. This policy applies to all users of our website and services. By using our site or providing personal information, you consent to the practices described in this policy. If you do not agree, please do not use our website or services. We may update this policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new policy on our website and updating the "Last Updated" date above. Your continued use of the site after changes constitutes acceptance of the updated policy. The Meadow is the responsible party (data controller) under POPIA for the personal information we process.

Information We Collect

We collect information in the following ways. Providing personal information for bookings is required to process your reservation; without it, we may not be able to fulfill your request. For other interactions (e.g., inquiries), providing information is voluntary.

Personal Information:

Through the Booking System: When you make a reservation via our website, the booking is processed by Inn Style, our third-party booking provider based in the United Kingdom. They collect personal information necessary for processing your booking and payment, including:

Your full name
Email address
Phone number
Billing and shipping address
Payment details (e.g., credit card number, expiration date, and security code)
Details about your stay, such as arrival/departure dates, number of guests, and any special requests
Information about traveling companions (if provided)

This data is shared with us (The Meadow) to fulfill your reservation and provide our services. The collection is authorized under POPIA as necessary for performing a contract with you. For more details on how Inn Style handles your data, please refer to their Privacy Policy at https://innstyle.co.uk/privacy-policy/.

Directly from You: If you contact us via email, phone, or our website's contact form, we may collect your name, email address, phone number, and any other details you provide to respond to your inquiry. This is collected from you directly.

We do not knowingly collect personal information from children under 16 without parental consent, in line with POPIA. If we become aware that we have collected such data, we will delete it promptly. Parents or guardians who believe we have collected children's data should contact us immediately.

Non-Personal Information:

Cookies and Similar Technologies: Our website uses cookies to enhance your experience. Cookies are small text files stored on your device that help us remember your preferences, analyze site usage, and improve functionality. Under POPIA and the Electronic Communications and Transactions Act (ECT Act), we provide this notice to inform you about our use of cookies. We use:

Essential cookies for core site operations (e.g., maintaining your session). These do not require consent.

How We Use Your Information

We use the collected information for the following purposes, in line with POPIA's principles of purpose specification and lawfulness:

To process and confirm your bookings, handle payments, and manage your stay (necessary for contract performance).
To communicate with you about your reservation, including confirmations, reminders, and updates.
To respond to your inquiries or provide customer support.
To improve our website, services, and user experience (e.g., through analytics, based on our legitimate interests).
To send marketing communications if you have opted in (with your consent; you can unsubscribe at any time).
To comply with legal obligations, such as record-keeping for tax or regulatory purposes under South African law.
For internal operations, like data analysis, auditing, and fraud prevention (legitimate interests).

We only process your data for the specified purposes and do not retain it longer than necessary.

Sharing Your Information

We do not sell your personal information. We may share your data as follows:

With Inn Style: As our booking system provider, they process your data on our behalf as an operator under POPIA. See their Privacy Policy for details.
With Service Providers: We share data with trusted third parties who assist us, such as payment processors (e.g., Stripe or PayPal), analytics providers (e.g., Google), or IT support. These parties are contractually obligated to protect your data, act only on our instructions, and comply with POPIA.
With Accommodation Staff: Limited data may be shared internally with our team to manage your stay.
For Legal Reasons: We may disclose information if required by law, to enforce our terms, or to protect our rights, property, or safety.
In Business Transfers: If our business is sold or merged, your data may be transferred to the new owner, subject to POPIA compliance.

We ensure that any third parties comply with POPIA and applicable data protection laws.

Cross-Border Data Transfers

Your personal information may be transferred to and processed in countries outside South Africa, such as the United Kingdom (where Inn Style is based). Under Section 72 of POPIA, we only transfer data if the recipient is subject to a law, binding corporate rules, or agreement that provides an adequate level of protection similar to POPIA. We have confirmed that Inn Style complies with UK data protection laws, which provide adequate safeguards. Where necessary, we use contractual clauses or obtain your consent for such transfers.

Data Storage and Security

We retain your personal information only as long as necessary for the purposes outlined in this policy (e.g., booking data for the duration of your stay plus legal retention periods, such as 5 years for tax purposes under South African law). After that, data is securely deleted or anonymized. We implement reasonable security measures to protect your data from unauthorized access, loss, or misuse, including encryption for payment information, secure servers, and access controls, in compliance with POPIA's security safeguards principle. However, no system is completely secure, and we cannot guarantee absolute security.

Your Rights as a Data Subject

Under POPIA, you have the following rights regarding your personal information:

To be informed about the processing of your data (as outlined in this policy).
To access your data and request a copy.
To request correction or update of inaccurate or incomplete data.
To request deletion or destruction of your data (subject to legal exceptions, e.g., if required for contract fulfillment).
To object to the processing of your data for certain purposes, such as direct marketing.
To withdraw consent where processing is based on consent.
To request restriction of processing in certain cases.

To exercise these rights, contact us at info@themeadowguesthouse.co.za. We will respond within a reasonable timeframe (typically 30 days) without charge, unless the request is excessive. We may require proof of identity for security.

Links to Third-Party Sites

Our website may contain links to third-party sites, such as Inn Style. We are not responsible for their privacy practices. Please review their policies before providing information.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:
Email: info@themeadowguesthouse.co.za
Phone: +27 79 507 6220

We welcome your feedback and will address any concerns promptly.