Collection of Information
When you interact with Oak Tree Lodge, we collect certain Personal Information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”), the Electronic Communications and Transactions Act 25 of 2002 (“ECTA”), the Promotion of Access to Information Act 2 of 2000 (“PAIA”) and any other relevant legislation. You also have access to certain information held by Oak Tree Lodge in terms of both POPIA and PAIA. You can access our PAIA manual here.
Who you are providing your information to
When we refer to “us”, “we”, “our” or “Oak Tree Lodge” we are of course talking about the legal entity that you will be sharing your information with, including our members and employees, and our details are as follows:
Name: Villa Oak Tree CC t/a Oak Tree Lodge
Registration number: 2000/ 030784/ 23
Address: 32 Main Road, Paarl, 7646, South Africa
What information we collect
The information that we collect may include your:
- full name;
- Contact information
- ID or passport number;
- Debit or credit card numbers for purposes of processing payments;
- Street and Postal Address
- Personal and dietary preferences
- Security footage
- Any previous interactions with Oak Tree Lodge
How we collect this information
We can collect your personal information in a number of ways, which we outline below.
1. Via our Website
When you use our Website, we collect a very limited amount of information about you. When you decide to book a room or initiate further contact with Oak Tree Lodge, we will need to collect further personal information about you, which you will supply to us yourself. You will never be compelled to provide personal information to us, but without it, you may have limited access to the goods and services that we provide.
2. When you visit us
Before we can check you in (and if you have not already supplied us with some of this information via our Website or a Third Party Booking Platform) we require certain personal information of you in order to provide you with our services. Please note that we are also required by law to make a copy of your ID or passport.
3. When you call us
We collect basic personal information when you call us to make a booking or for customer service related purposes. This is limited to the information that you provide to us over the phone.
We collect basic personal information of our suppliers which allow us to provide our guests with the goods and services they expect during their stay.
Why we collect this information and how we use it
When you provide us with your personal information, we may use this information in some of the following ways:
- To allow you to book a room as well as assist with the check-in and check-out procedures;
- To confirm that your boking has been received;
- To validate you as a guest when making use of some of our services;
- To communicate with you before and after your stay to ensure all your requests and requirements are met and that all your complaints, questions and queries are received and answered;
- To provide information to you regarding the services we offer;
- To improve our services to you, analyse management performance as well as the overall performance of Oak Tree Lodge;
- To engage in direct marketing with you (subject to your express written consent in this regard);
- To otherwise generally render the services that are necessary to operate the business and to provide you with the services advertised on our Website, brochures or a Third Party Booking Platform.
Who we share your information with
When entering into a contract or transaction with Oak Tree Lodge in terms of which we are to provide goods or services to you, and unless you specifically object to this, you give express permission to Oak Tree Lodge and approved suppliers, agents or contractors to use your Personal Information for the purposes above.
It is important to note that we may be required by law to share your information, for example under the Immigration Act 13 of 2002.
Third Party Booking Platforms and Payment Gateways
We may make use of Third Party Booking Platforms as well as Payment Gateways in order to process payments made to us or Third Parties. We do not retain any identifying information such as credit card numbers and where credit card information is provided to a Third Party Booking Platform or Payment Gateway, we are either provided with a virtual credit card, which has been de-identified from you, or we receive payments directly from such Third Party.
Protection of your information
How we protect your personal information
We take all commercially viable steps to protect your personal information against unlawful access and we comply with the lawful processing requirements under POPIA and other legislation. To help us achieve this, we have multiple safeguard in place to protect your personal information from unauthorised access, loss or destruction. That said, no system is impenetrable and while we do our utmost to protect your personal information, we cannot guarantee this information to be safe from access, destruction or alteration as a result of a breach of any of our safeguards. It is also important to note that communication over the internet can be intercepted and the internet is not a secure medium. Communications made via email can be forged or intercepted.
Oak Tree Lode does not take responsibility for any damages that you or a Third Party may suffer in consequence of the transmission of information that you make available to us through the internet, or that you authorise Oak Tree Lodge to make. We also do not take responsibility for any errors or changes made to the information supplied to us.
We will notify you in the event of a data breach
Should we experience a data breach where your personal information has been accessed, destroyed, altered or in any other way affected, we will notify you immediately of any such breach based on the most up-to-date contact information that you have provided us.
Your rights under POPIA
Under POPIA, one of your core rights is to be able to participate in the processing of your information, which means that you have a right of access to information we hold about you and this information can be accessed upon request to Oak Tree Lodge. You are able to:
- Request whether we hold information about you;
- Request what kind of personal information we hold about you;
- Request the amendment of your personal information;
- Request the deletion of your personal information;
- Opt out of marketing communications (e.g. email newsletters);
- Object to the processing of your personal information.
Should you wish to exercise any of your rights under POPIA, please contact us (using the details and forms below) and we will get back to you as soon as possible. Please note that your above rights are subject to a number of limitations under POPIA and we encourage you to familiarise yourself with these before making a request above.
How long we keep your personal information
The amount of time which Oak Tree Lodge keeps your personal information will vary depending on the purpose for which the personal information was processed, whether you have requested deletion or amendment of your personal information and whether we are legally obliged to keep certain personal information for a set period of time. That said, Oak Tree Lodge will not keep your personal information for longer than is necessary to fulfil the original purpose for which it was collected.
Cookies and analytics
You can accept or decline cookies by activating the relevant settings on your web browser. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. If you choose to decline cookies, in some instances you may not be able to access certain features on our Website.
We encourage you to read up about your rights under POPIA
Telephone: +27 (0)21 863-2631
Fax: +27 (0)21 863-2607
In addition, the following forms may be of assistance to you: