Privacy Policy
1. INTRODUCTION
This privacy policy sets out the basis on which any personal information we collect from you (customer, employee and/or service provider/subcontractor) or that you provide to us, will be used, stored and processed by us (hereinafter referred to as “collect”or “collection”), and also includes the collection of personal information or data from the use of our website (which is separately addressed in our website policy). Read the following carefully to understand our practices regarding your personal information (as defined below) and how we will process it.
In adopting this privacy policy, we wish to ensure you that the use of your personal information is lawful, reasonable, and relevant to our business activities. We will take reasonable steps to prevent unauthorised access to, or disclosure of your personal information. However, we cannot guarantee that your personal information shall be secure, despite our best efforts to protect it as required in law.
By interacting with us in person, by mail or electronic communication or by using our website, you agree to the terms and conditions set out in this privacy policy.
Below we explain how and when we collect and use personal information.
Should you have any enquiries, contact our Information Officer:
reservations@inresidence.villas
+27 21 424 5150
2. THE INFORMATION WE COLLECT AND RECORD
When any new client, employee and/or service provider/contractor transacts with us in any way, we will need to collect their data. In this process we may request, receive, store and record many details that are defined as ‘personal information’ in the Protectionof Personal Information Act 4 of 2013 (‘POPIA’). We collect and record only the minimum personal information that is required for us to render our services and manage our business. In doing so, we comply with POPIA in that we implement reasonable practices to ensure the private information is protected.
3. YOUR PERSONAL INFORMATION WILL BE USED OR SHARED IN THE FOLLOWING WAYS
3.1 We keep your personal information confidential and only use, process, share, record or delete it as is requiredby POPIA, other legislation and/or the requirements of the service that we are providing for you.
3.2 We may share certain information with service providers and contractors as part of our operations and only if these service providers have undertaken to protect the personal information that we share with them for a particular purpose. We only share such personal information as are required for purposes of performing the tasks lawfully following from and required by the task(s) we are mandated to perform.
4. OTHER INTERACTION WITH YOUR PERSONAL INFORMATION
4.1 POPIA requires us to ensure that we hold correct and updated personal information and, hence, we may need to update your personal information from time to time, and request your assistance in doing so. The request will be sent via email or otherwise, whatever is most reasonable in the circumstances.
4.2 We will:
4.2.1 not sell or give your personal information away, use it, other than in terms of this policy;
4.2.2 retain the personal information only for aslong as we are required by law to do so.
5. YOUR RIGHTS
5.1 You may at any time request us to confirm what personal information we have relating to you and by whom it was accessed. We may charge a fee for the latter.
5.2 You may ask us to update or delete your information or to refrain from using it. Note that we may refuse to delete information if such deletion would compromise an obligation in law that is imposed on us and which requires of us to keep the information for a determined period or would otherwise impact on our ability to render our business services. Should any damage arise to you from your request in these circumstances, you indemnify us against any claim for damages that may follow as a result hereof.
5.3 You may otherwise ask us to delete any information we have about you but we might refuse if we need your personal information to protect our rights, or if the law obliges us to keep it. In these circumstances, if we refuse to delete your personal information, we will advise you of the fact that we did not delete the personal information and provide you with a reason therefor.
5.4 You may enquire from us about your personal information that we have, and how, if at all, it was used.
5.5 For assistance to exercise your rights as explained in this paragraph, contact our Information Officer whose details appear in paragraph 1 hereof.
6. SECURITY BREACH
6.1 Although absolute security cannot be guaranteed whether in respect of our physical data storage or any data stored electronically, we have in place up-to-date, reasonable technical and organisational security measures to protect your personal information against accidental or intentional manipulation, loss, misuse, destruction or against unauthorised disclosure or access to the information we collect online.
6.2 However, should a data compromise occur, we will ascertain how and where the compromise occurred and make sure that the exposed area in our systems is addressed immediately.
6.3 We will ascertain which data has become vulnerable as a result and notify you if the compromise may affect you and assist you to minimize any potential damages that you may suffer as a result, where possible. Such notification may take place by way of email to you, or by way of notice on our website, or otherwise.
6.4 Thus, while we cannot ensure or warrant the security of any personal information you provide to us, we will continue to maintain and improve these security measures over time in line with legal and technological developments.
7. TYPES OF PERSONAL INFORMATION WE COLLECT
The types of personal information that we may collect includes information necessary to further our legitimate business interests and to render our services as a business. It includes personal information.
8. STORING YOUR PERSONAL INFORMATION
8.1 We store your personal information, whether electronic or physical, in South Africa.
8.2 Your information will not be stored for longer than is necessary for the purposes described in this privacy policy.
9. CHANGES TO THIS PRIVACY POLICY
9.1 From time to time, we may revise this privacy policy to reflect our business initiatives, changes in the law or technology or changes in our practices regarding the collection and use of personal information. If we decide to change this privacy policy, the changes will be posted on our website so that you are always informed of the latest version.
9.2 We will not use or disclose personal information provided to us pursuant to this Privacy Policy in ways other than the ones described above, without informing you and providing you with the opportunity to consent to such modified conditions concerning the use and disclosure of your personal information.
EMAIL: POLICY AND DISCLAIMER
This document reflects the email policy and disclaimer relating to emails sent from inresidence.villas address.
1. In Residence’s owner(s), its management and employees, shall not be liable to you, whether in contract, delict or otherwise, in connection with or arising from this email or attachments (if any), unless this is specifically provided for in an agreement concluded by us with you. This email and its attachments (if any) are subject this disclaimer and the terms of any agreement that may exist between us.
2. This email communication (and any accompanying attachment(s), if any) may contain confidential, private and/or copyrighted information. If you are not the addressee(s) indicated in this message or responsible for delivery of the message to the addressee(s), do not copy or deliver this message or the attachments to any other person including the intended recipient. Please destroy this message and notify reservations@inresidence.villas if this is the case.
3. In Residence’s e-mails are deemed to have been sent as soon as it is reflected in our service provider’s mail server logs and is deemed to be received once we have either sent a delivery receipt or confirmed receipt by way of e-mail.
4. In Residence takes all reasonable steps to ensure that this e-mail message is free from destructive code (such as viruses) but cannot guarantee the message is free there from and shall therefore not be liable for any loss or damage due to destructive code. Please inform tech@inresidence.villas as soon as possible should you become aware of any destructive code that originated from this e-mail.
5. In Residence may monitor e-mails in an attempt to ensure the quality of communications as well as to investigate or detect any unauthorised use of its e-mail system. Do not communicate via this e-mail system if you do not wish for your communications to be subjected to such scrutiny.
6. Should you have any enquiries, contact our Information Officer:
reservations@inresidence.villas
+27 21 424 5150
