Privacy Policy
General
At Klipkopje Farm, we are committed to protecting the privacy and security of the personal information you share with us.
This Personal Information Privacy Policy ("Policy") governs the processing of all personal information received by Klipkopje Farm ("we", "us", "our"), irrespective of whether such information is obtained through electronic or verbal communication, via our website, social media platforms, email, telephone, booking platforms, or as a result of your engagement with our accommodation, experiences and services at Klipkopje Farm.
Personal information collected from you is processed by Klipkopje Farm for the purposes of facilitating reservations, delivering our accommodation and hospitality services, communicating with you throughout your guest journey, improving our services and fulfilling our legal obligations. Where necessary, your information may be shared with trusted service providers solely to assist us in delivering these services.
We value the privacy of every guest and visitor, whether you are staying at Klipkopje Farm or simply interacting with us online. We encourage you to read this Policy carefully so that you understand:
The personal information we may collect.
How your personal information is collected and processed.
How we store, manage and protect your information.
When and why we may share your information with trusted third parties.
Your rights regarding the personal information we hold.
By contacting Klipkopje Farm, using our website, making a reservation, completing an enquiry form, subscribing to our communications or using any of our services, you acknowledge that you have read this Policy and consent to the processing of your personal information in accordance with its terms.
Should you wish to withdraw your consent or request that we no longer process your personal information where legally permissible, you may do so by contacting us using the details provided at the end of this Policy.
How Do We Process Personal Information?
Personal information may be collected electronically through our website, booking platforms, email correspondence, social media channels and online enquiry forms, or through non-electronic means such as telephone conversations and guest registration documentation completed during your stay.
When using our website, information may be collected in one of two ways:
Active Information Collection
Active information collection refers to information that you knowingly provide to us when making an enquiry, requesting a quotation, completing a reservation, subscribing to our newsletter or otherwise contacting Klipkopje Farm.
Passive Information Collection
Certain information is collected automatically through technologies such as cookies, analytics services and website performance tools. This information helps us understand how visitors use our website and allows us to improve its functionality and user experience.
Passive information may include your browser type, device information, IP address, operating system, pages viewed, date and time of your visit and the website from which you accessed ours. This information generally does not identify you personally.
Types of Information We Process
Depending on your interaction with Klipkopje Farm, we may collect:
Personal Information
Name and surname
Email address
Telephone number
Country of residence
Booking and accommodation details
Dietary requirements, allergies and accessibility requirements
Emergency contact details where appropriate
Payment information (processed securely through third-party payment providers)
Any information voluntarily provided when communicating with us.
Website Information
Browser type
Device information
Operating system
IP address
Pages visited
Time and date of website visits
General website usage information collected through cookies.
What Do We Do With Your Information?
We process your personal information only for legitimate business purposes, including:
Responding to enquiries.
Managing and confirming reservations.
Preparing for your stay.
Communicating before, during and after your visit.
Processing payments and refunds.
Providing personalised guest services where appropriate.
Improving our website, accommodation and guest experience.
Sending newsletters or marketing communications where you have consented.
Conducting internal analysis to improve our services.
Complying with legal, accounting and regulatory obligations.
Where necessary, we may share your personal information with carefully selected third-party providers who assist us with website hosting, booking management, payment processing, email communications or other operational services. These providers are required to maintain appropriate security measures and process your information only for the purposes for which it has been shared.
We will never sell, rent or trade your personal information.
We may disclose personal information where required by law or where necessary to protect the rights, property or safety of Klipkopje Farm, our guests or others.
Information Access
You have the right to request access to the personal information we hold about you.
If any information is inaccurate or incomplete, you may request that it be corrected or updated. Where legally permissible, you may also request that your personal information be deleted.
To protect your privacy, we may request proof of identity before providing access to your personal information.
We will endeavour to respond to all reasonable requests within the timeframes prescribed by applicable legislation.
Data Security
Protecting your personal information is important to us.
We maintain appropriate technical, physical and organisational safeguards designed to protect personal information against unauthorised access, misuse, loss, alteration or disclosure.
Access to personal information is limited to employees and trusted service providers who require it to perform their responsibilities.
While we take every reasonable precaution, no method of transmitting information over the internet or storing electronic data can be guaranteed to be completely secure.
Cross-Border Transfer of Information
Some of the service providers we use to operate our website, process payments, manage reservations or analyse website performance may store or process information outside South Africa.
Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place and that your information continues to receive an appropriate level of protection in accordance with applicable privacy legislation.
Opting Out
Should you no longer wish for Klipkopje Farm to process your personal information where consent is the basis for processing, or should you wish to stop receiving marketing communications, you may contact us at any time.
Marketing communications can also be stopped by selecting the unsubscribe link included in our emails.
Please note that certain information may still need to be retained where required by law or where necessary to fulfil contractual obligations.
Third-Party Policies
Our website may contain links to third-party websites, booking platforms or social media channels.
These third parties operate independently from Klipkopje Farm and maintain their own privacy policies. We encourage you to review these policies before submitting any personal information, as we cannot accept responsibility for their privacy practices.
Governing Law
This Privacy Policy shall be governed by and interpreted in accordance with the laws of the Republic of South Africa.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements or business operations.
The latest version will always be available on our website together with the date on which it became effective.
Feedback
We welcome any comments or questions regarding this Privacy Policy.
If you require further information about how we collect, process or protect your personal information, please contact us using the details below.
Complaints
If you believe that Klipkopje Farm has processed your personal information in a manner that is inconsistent with applicable privacy legislation, we encourage you to contact us so that we may attempt to resolve your concerns.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Regulator of South Africa.
Contact Details
Klipkopje Farm
White River
Mpumalanga
South Africa
Email: hello@klipkopje.com