Vos Collection

Privacy Policy

This Privacy Policy explains how Vos Collection (“we”, “us”, “our”) collects, uses, stores and protects personal information when you make a booking, use our website, or interact with us in any way.

We are committed to protecting your privacy in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA) of South Africa, and, where applicable, the General Data Protection Regulation (GDPR) of the European Union.

By making a reservation or using our website, you acknowledge that you have read and understood this Privacy Policy.

1. Who We Are

Vos Collection is a short-term holiday accommodation business based in Hermanus, South Africa.

  • Address: 39 Selkirk Street, Hermanus Heights, 7200, South Africa
  • Email: info@voscollectionhermanus.co.za
  • Phone: +27 79 688 3722
  • Website: www.voscollectionhermanus.co.za

We are the responsible party (under POPIA) and data controller (under GDPR) in respect of personal information collected through our website and booking process.

2. Information We Collect

When you make or enquire about a reservation, we collect the following personal information:

  • Full name and surname
  • Email address
  • Contact telephone number
  • Residential address
  • Identity document or passport number
  • Number of guests in your party
  • Details of any pets
  • Payment information (processed securely via our payment provider)
  • Any special requests or notes you provide

When you use our website, we may also collect:

  • IP address and browser type
  • Pages visited and time spent on the site
  • Referring website or search terms
  • Cookie data (see Section 8)

3. Why We Collect Your Information

We collect and use your personal information for the following purposes:

  • To process and confirm your reservation
  • To communicate with you regarding your booking, including check-in details and any changes
  • To verify your identity for security and legal purposes
  • To comply with applicable South African legal and regulatory requirements
  • To process payments securely
  • To send invoices and booking-related documents
  • To respond to enquiries, complaints or requests
  • To improve our website and services

We do not collect your personal information for marketing purposes without your explicit consent.

4. Legal Basis for Processing

We process your personal information on the following grounds:

  • Contract: processing is necessary to fulfil your reservation and provide the accommodation services you have requested.
  • Legal obligation: we are required by South African law to collect and retain certain identification information.
  • Legitimate interests: to protect our property, ensure guest safety, and manage our business responsibly.
  • Consent: where we rely on consent, you may withdraw it at any time by contacting us.

5. How We Store and Protect Your Information

Your personal information is stored securely on our booking system and website platform. We take reasonable technical and organisational measures to protect your information against unauthorised access, loss, or misuse.

Payment information is processed through our secure payment gateway and is not stored on our systems.

Access to your personal information is restricted to authorised personnel only.

6. How Long We Retain Your Information

We retain your personal information for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. In general:

  • Booking records are retained for a minimum of 5 years for legal and accounting purposes.
  • Identification information is retained in accordance with South African legal requirements.
  • Website usage data is retained for a shorter period as determined by our analytics tools.

Once your information is no longer required, it will be securely deleted or anonymised.

7. Sharing Your Information

We do not sell, rent or trade your personal information to third parties.

We may share your information with the following third parties only to the extent necessary:

  • Payment processors: to facilitate secure payment transactions.
  • Booking platforms: where your booking originates from a third-party platform such as Airbnb, that platform’s privacy policy also applies.
  • Service providers: such as our website hosting and booking software providers, who are contractually bound to protect your information.
  • Legal authorities: where required by law or court order.

8. Cookies

Our website uses cookies to improve your browsing experience and to collect anonymous usage statistics. Cookies are small text files stored on your device.

We use the following types of cookies:

  • Essential cookies: required for the website and booking system to function correctly.
  • Analytics cookies: to understand how visitors use our website so we can improve it. These are anonymous and do not identify you personally.

You can control or disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website and booking system.

9. Your Rights

You have the following rights in respect of your personal information:

  • Access: you may request a copy of the personal information we hold about you.
  • Correction: you may request that we correct inaccurate or incomplete information.
  • Deletion: you may request that we delete your personal information, subject to our legal retention obligations.
  • Objection: you may object to certain types of processing, including direct marketing.
  • Withdrawal of consent: where processing is based on consent, you may withdraw it at any time.
  • Portability: where applicable under GDPR, you may request that your information be provided in a portable format.
  • Complaint: you have the right to lodge a complaint with the relevant data protection authority in your country.

To exercise any of these rights, please contact us at info@voscollectionhermanus.co.za. We will respond within a reasonable time and in accordance with applicable law.

10. International Guests

Vos Collection welcomes guests from around the world. Where guests are located in the European Union or United Kingdom, your personal information is processed in accordance with the GDPR in addition to POPIA.

By making a reservation, you consent to your personal information being processed and stored in South Africa. We ensure that appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on our website. We encourage you to review this policy periodically.

Material changes will be communicated to guests with existing bookings via email where appropriate.

12. Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or the handling of your personal information, please contact us:

  • Email: info@voscollectionhermanus.co.za
  • Phone: +27 79 688 3722
  • Address: 39 Selkirk Street, Hermanus Heights, 7200, South Africa

Last updated: September 2026