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Privacy Policy

Last updated: October 2026

Soul Forest Stays respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how Soul Forest Stays (“Soul Forest Stays”, “we”, “us” or “our”) collects, uses, stores and protects personal information when you visit or use our website, make an enquiry, request a booking, stay with us, or otherwise communicate with us.

This Privacy Policy should be read together with any applicable booking terms and conditions.

1. Who we are

Soul Forest Stays is an accommodation business operating in South Africa.

Business name: Soul Forest Stays
Website: soulforest.co.za
Email: hello@soulforest.co.za
Telephone: +27 82 554 9319
Physical address: Soul Forest Stays, Riverview Farm, Ruigtevlei, Sedgefield, WC 6573, South Africa

For purposes of the Protection of Personal Information Act 4 of 2013 (“POPIA”), Soul Forest Stays is responsible for the processing of personal information collected through our website and in connection with our accommodation services.

2. What personal information we collect

Depending on how you interact with us, we may collect personal information such as:

  • Your name and surname

  • Email address

  • Telephone or mobile number

  • Billing or payment information where applicable

  • Booking and reservation information

  • Number of guests and relevant stay information

  • Special requests or information you voluntarily provide to us in connection with your stay

  • Correspondence and enquiries you send to us

  • Information contained in reviews, feedback or other communications

  • Technical information relating to your use of our website, such as IP address, browser type, device information and operating system

  • Information collected through cookies and similar technologies

We will only request information that is reasonably necessary for the purposes for which it is collected.

3. How we collect your information

We may collect personal information when you:

  • Visit or use our website

  • Complete a contact or enquiry form

  • Make a booking or reservation

  • Contact us by email, telephone, WhatsApp or other communication channels

  • Subscribe to a newsletter or marketing communication

  • Provide information before or during your stay

  • Submit a review or other feedback

  • Interact with our website or its features

Some information may also be collected automatically when you use our website, including technical information and information relating to how you interact with the website.

4. Why we use your personal information

We may use your personal information for purposes including:

  • Responding to enquiries and requests

  • Processing and managing accommodation bookings

  • Communicating with you before, during and after your stay

  • Providing accommodation and related services

  • Confirming booking details and communicating important information about your reservation

  • Processing payments where applicable

  • Providing customer support

  • Responding to requests, complaints or feedback

  • Improving our accommodation, website and services

  • Maintaining internal records

  • Complying with legal, accounting, tax and regulatory obligations

  • Protecting the security and integrity of our website, business and guests

  • Sending marketing communications where permitted by law and, where required, with your consent

We will not use your personal information for purposes that are incompatible with the purpose for which it was originally collected unless permitted or required by law.

5. Lawful processing of personal information

We process personal information in accordance with applicable South African law, including POPIA.

Depending on the circumstances, processing may be necessary to:

  • Provide a service you have requested

  • Perform or take steps in relation to a booking or other agreement with you

  • Comply with a legal obligation

  • Protect our legitimate business interests

  • Prevent fraud, misuse or security threats

  • Respond to your enquiries

  • Carry out other lawful activities for which we have an appropriate legal basis

Where we rely on your consent, you may withdraw that consent, subject to any legal or contractual requirements that may still apply.

6. Sharing your personal information

We do not sell or rent your personal information.

Where reasonably necessary, we may share relevant personal information with trusted third parties who assist us in operating our business or providing services to you.

These may include:

  • Booking or reservation platforms

  • Payment service providers

  • Website hosting and technology providers

  • Email and communication service providers

  • Professional advisers such as accountants, auditors or legal advisers

  • Service providers assisting with the operation or maintenance of our accommodation

  • Government, regulatory or law-enforcement authorities where we are legally required to do so

We only share information that is reasonably necessary for the relevant purpose and expect service providers handling personal information on our behalf to maintain appropriate safeguards.

7. Payments

Where payments are made through a third-party payment provider, your payment information may be processed directly by that provider.

We do not necessarily receive or store your complete payment-card details.

You should review the privacy policy and terms of the relevant payment provider for information about how it processes your payment information.

8. Website security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction.

However, no website or electronic transmission of information can be guaranteed to be completely secure.

If you believe that your personal information has been compromised or that there has been a security incident involving your information, please contact us immediately using the contact details provided below.

9. Cookies

Our website may use cookies and similar technologies.

Cookies are small text files stored on your device that can help a website recognise your device, remember preferences and understand how visitors use the website.

We may use cookies for purposes such as:

  • Essential website functionality

  • Remembering preferences

  • Website performance

  • Understanding how visitors use our website

  • Improving our website and services

  • Supporting relevant marketing or analytics activities, where applicable

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect how parts of the website function.

Where required by applicable law, we will request your consent before placing non-essential cookies on your device.

10. Third-party websites and services

Our website may contain links to third-party websites, booking platforms, social-media platforms or other services.

Once you leave the Soul Forest Stays website, this Privacy Policy no longer governs your interaction with those third-party websites.

We recommend that you review the privacy policies of any third-party website or service before providing them with personal information.

11. Marketing communications

If you have requested or consented to receive marketing communications from us, we may send you information about Soul Forest Stays, special offers, accommodation, events or other relevant services.

You can unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us directly.

Unsubscribing from marketing communications will not prevent us from sending you important service-related communications, such as information relating to an existing booking.

12. Retention of personal information

We will not retain personal information for longer than is reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Certain information may need to be retained for accounting, tax, legal, regulatory, contractual, dispute-resolution or other legitimate business purposes.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it.

13. Your rights

Subject to applicable law, you may have the right to:

  • Request access to personal information we hold about you

  • Request correction of inaccurate or incomplete personal information

  • Request deletion of personal information where there is no lawful reason for us to continue retaining it

  • Object to certain processing of your personal information

  • Withdraw consent where processing is based on consent

  • Request information about how your personal information is being used

  • Lodge a complaint regarding our handling of your personal information

POPIA provides individuals with rights concerning their personal information, while also recognising circumstances in which an organisation may lawfully retain or process information.

To exercise your rights, please contact us using the details below.

14. Accuracy of your information

We aim to keep the personal information we hold accurate, complete and up to date.

If any of your information changes, or if you believe that information we hold about you is incorrect, please contact us so that we can update our records where appropriate.

15. International transfers

Some of the technology, hosting, booking, communication, analytics or other service providers we use may process information outside South Africa.

Where personal information is transferred to or processed in another country, we will take reasonable steps to ensure that the transfer and processing are conducted in accordance with applicable data-protection requirements.

16. Children’s information

Our website and accommodation services are not intended to knowingly collect personal information directly from children without appropriate consent or lawful justification.

Where information relating to a child is required in connection with a booking or stay, it should be provided by a parent, guardian or other person legally authorised to provide that information.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, website, services, technology or applicable legal requirements.

The latest version will be published on this page, together with the date on which it was last updated.

18. Contact us

If you have questions about this Privacy Policy, would like to exercise your rights, or have concerns about how your personal information is being handled, please contact us:

Soul Forest Stays
Email: hello@soulforest.co.za
Telephone: +27 82 554 9319
Physical address: Soul Forest Stays, Riverview Farm, Ruigtevlei, Sedgefield, WC 6573, South Africa

We will endeavour to respond to privacy-related requests within a reasonable period and in accordance with applicable law.

19. Complaints

If you have a concern about how your personal information has been handled, we encourage you to contact Soul Forest Stays first so that we can attempt to resolve the matter.

You may also have the right to lodge a complaint with the Information Regulator of South Africa where appropriate.

Information Regulator (South Africa)
Website: inforegulator.org.za

Important: This Privacy Policy is inteDashboardnded as a practical website privacy notice and should be reviewed against Soul Forest Stays’ actual business structure, booking system, payment providers, website plugins, analytics tools, marketing platforms and other third-party services before publication.