PRIVACY POLICY

1. Introduction

Ascot Boutique Hotel (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy describes how we collect, use, store and protect your personal information when you:

• Visit or browse our website (ascothotel.co.za)

• Make a booking for accommodation or other Hotel services (rooms, restaurant, bar, events, etc.)

• Contact us via phone, email, or through the website for enquiries or customer support

By using our services or providing us with your personal information, you consent to the practices described in this Privacy Policy.

2. What personal information we collect

Depending on your interaction with us, we may collect and process the following information:

• Name, surname, and contact details (email address, telephone/cell number)

• Postal / physical address (if required for billing or communication)

• Identification details (ID number or passport number) — if required for bookings or regulatory compliance

• Payment information (e.g. credit card or bank details) when making reservations or payments

• Booking and stay details (arrival/departure dates, room type, number of guests, special requests, preferences such as smoking/non‑smoking, bedding type, dietary preferences, etc.)

• Communication history (email or phone correspondence, booking requests, feedback, complaints)

• Usage of the Website: technical data such as IP‑address, browser type/version, device type, operating system, pages visited, date/time of visit — for analytics, website maintenance, and security purposes

3. Why we collect personal information & how we use it

We use your personal information for the following purposes:

• To process and confirm your booking or reservation

• To manage payment and billing for services (accommodation, restaurant, bar, events, etc.)

• To communicate with you regarding your booking, stay, or enquiries

• To provide customer service and respond to feedback or complaints

• To fulfil legal or regulatory obligations (e.g. guest registration, reporting)

• To improve our services, website, and guest experience

• (Optionally) To send you promotional offers, newsletters or marketing messages — but only if you have given explicit consent

4. Disclosure to third parties & data sharing

We will only share your personal information with third parties when necessary and under strict controls. Possible disclosures may be to:

• Our employees, affiliates, or trusted service providers (e.g. payment processors, cleaning staff, guest services) to fulfill the booking and stay services

• Legal or regulatory authorities — if required by law (e.g. identity verification, law enforcement requests)

• Third‑party partners (e.g. marketing or promotional partners) only if you have given explicit consent

We do not sell your personal information to any third parties.

5. Data security and retention

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, disclosure, or modification. Your payment information (if provided) is processed through secure, trusted gateways. We store your data only as long as necessary to fulfil the purposes described in this policy — including legal or regulatory requirements. Once no longer needed, personal data will be securely deleted or de‑identified.

6. Your rights

Under the Protection of Personal Information Act (POPIA) you have certain rights:

• To access personal information we hold about you

• To request correction or deletion of inaccurate or outdated information

• To object to certain processing (e.g. marketing communications)

• To withdraw consent at any time — but note this may affect our ability to provide certain services (e.g. booking confirmation)

To exercise any of these rights, or if you have questions, please contact us at info@ascothotel.co.za or via the contact details on our website.

7. Changes to this Privacy Policy

We may update this Privacy Policy occasionally to reflect changes in our practices or legal requirements. The most recent version will always be published on our website.