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Privacy Policy

Effective date: 9 August 2025

Executive Hosts (“we”, “us”, “our”) provides short-term rental management services in South Africa. We respect your privacy and process personal information lawfully, fairly, and transparently in line with the Protection of Personal Information Act, 4 of 2013 (POPIA).

If you have any questions about this policy or how we handle your data, contact our Information Officer at Chase Nolan — [insert email] — +27 (71) 8.

1) Scope & who this applies to

This policy applies when you use our website, contact us (email, phone, WhatsApp, web forms), subscribe to updates, or become a client or vendor. It also applies when we process guest information on behalf of our clients.

2) The information we collect

  • Contact details: name, email address, phone/WhatsApp number.

  • Property & enquiry data: address or suburb, availability, budget, service interests, messages.

  • Client & vendor records: contracts, invoices, banking details (where applicable), correspondence.

  • Guest information (on behalf of owners): booking details, check-in/out times, communications, special requests.

  • Usage & device data: IP address, pages viewed, timestamps, and similar analytics/cookie data.

  • Marketing preferences: your consents and opt-out choices.

We collect information directly from you, from publicly available sources, from property owners (when we act as their operator), and via cookies/analytics tools. POPIA applies to personal information collected via cookies; there is no separate “cookie law” in South Africa, so we treat cookie data as personal information where it identifies or can reasonably identify you.

3) Why we process your information (purpose & legal basis)

We process personal information only for specific, lawful purposes, including:

  • Responding to enquiries and providing services (contact forms, proposals, onboarding, support).

  • Operations & administration (bookings, housekeeping, maintenance coordination, financial admin).

  • Security & fraud prevention (account security, misuse detection).

  • Legal & compliance (record-keeping, tax/audit, regulatory reporting).

  • Direct marketing (email/SMS/WhatsApp) with your consent or as permitted for existing customers (see Section 4).

  • Analytics & website performance (to understand interest in our services and improve the site).

Under POPIA, processing may be based on your consent, on our contractual obligations to you, on legal obligations, or on the legitimate interests of us or a third party where appropriate.

4) Direct marketing (email, SMS, WhatsApp)

We only conduct electronic direct marketing in line with Section 69 of POPIA:

  • We will obtain your prior consent before sending you electronic marketing (e.g., email, SMS) unless you’re an existing customer and the message relates to services similar to those you previously engaged us for, and you were given a simple opportunity to opt-out at the time of collection and in each message.

  • You can opt out at any time by using the unsubscribe link (email) or replying STOP/UNSUBSCRIBE (SMS/WhatsApp), or by contacting us.

For more detail, see the Information Regulator’s guidance on direct marketing and POPIA Section 69.

5) Cookies & analytics

We use necessary cookies for site functionality and basic analytics to understand how our site is used. Where cookies or similar technologies identify you or your device, we treat the data as personal information under POPIA. You can manage cookies via your browser settings; note that blocking some cookies may affect site performance. (Guidance on cookies under POPIA is evolving; we follow local best-practice and international guidance.)

6) When we share information

We may share personal information with:

  • Service providers/“operators”: e.g., website hosting, email and SMS platforms, analytics, CRM, payment platforms, guest-screening tools, or maintenance vendors—under contracts that require POPIA-level safeguards.

  • Clients/owners: guest and booking information necessary to fulfil management services.

  • Regulators, law enforcement, or advisors: where legally required or to protect our rights.

We do not sell your personal information.

7) Cross-border transfers

Some service providers may be located outside South Africa. When we transfer personal information internationally, we implement appropriate safeguards (e.g., contractual measures) to ensure substantially similar protection to POPIA’s requirements.

8) Information quality, security & retention

  • We take reasonable steps to keep information complete, accurate, and up to date for the purposes for which it is used.

  • We implement technical and organisational measures to protect information against loss, unauthorised access, and misuse.

  • We retain personal information only as long as necessary for the stated purposes, our contractual and legal obligations, and in line with legitimate business needs (e.g., tax/audit). Marketing contact details are kept until you withdraw consent or opt out, after which we keep only minimal suppression records to honour your choice.

9) Your rights

Subject to applicable law, you may:

  • Access the personal information we hold about you.

  • Request correction or deletion of inaccurate, irrelevant, excessive, out-of-date, or unlawfully obtained data.

  • Object to or restrict certain processing, including direct marketing at any time.

  • Withdraw consent where processing is based on consent (this will not affect past processing already performed).

To exercise these rights, contact our Information Officer (see top of this policy). For POPIA complaints, you may also contact the Information Regulator (South Africa): POPIAComplaints@inforegulator.org.za (use Form 5).

10) Children

Our services are intended for adults. We do not knowingly collect personal information from minors without the consent of a competent person (e.g., a parent or guardian), as required by POPIA.

11) Roles under POPIA (responsible party vs operator)

  • For our own website, marketing, and client management, Executive Hosts is the responsible party.

  • When we process guest information on behalf of property owners, we often act as an operator and follow the owner’s instructions, subject to POPIA and our operator agreements.

12) Links, third parties & social media

Our site may link to third-party sites or platforms (e.g., WhatsApp, Instagram, booking engines). Those services have their own privacy terms that we do not control. Please review them before sharing personal information.

13) Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page and will include the effective date at the top.

14) Contact us

Executive Hosts (Pty) Ltd
Information Officer: Chase Nolan
Email: contact@executivehosts.co.za
Phone: +27 (71) 487 9809
Registered address: 13 Verwood Road, Lakeside, Cape Town, South Africa

Information Regulator (South Africa):
Website: inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za

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