Privacy Policy

Last updated: August 2026

1.Introduction

Kozy Cove respects the privacy of its guests, clients, website visitors and business partners. This Privacy Policy explains how Kozy Cove collects, uses, stores and protects personal information when providing contractor accommodation, long-term rentals and related accommodation services.

Kozy Cove processes personal information in accordance with the Protection of Personal Information Act 4 of 2013, referred to as POPIA, and other applicable South African laws.

By using the Kozy Cove website, submitting an enquiry, requesting a quotation, making a booking or staying at one of our properties, you acknowledge the practices described in this Privacy Policy.

2.Personal Information We Collect

Kozy Cove may collect personal information that is reasonably required to respond to enquiries, prepare quotations, manage bookings and provide accommodation.

This information may include a person’s name, contact details, identity or passport information, residential or business address, company details, booking dates, guest information, vehicle details, payment records and communication with Kozy Cove.

For contractor, workforce and group bookings, Kozy Cove may also collect information relating to the relevant employer, project, company representative, booking coordinator and individuals who will occupy the accommodation.

When someone visits the Kozy Cove website, limited technical information may be collected automatically. This may include an IP address, browser type, device information, website activity and information collected through cookies.

3.How We Collect Personal Information

Kozy Cove generally collects personal information directly from the person concerned when they submit an online enquiry, request a quotation, contact us, make a booking, complete an accommodation agreement or check in at a property.

Personal information may also be received from an employer, company representative, project coordinator, group organiser, booking platform, payment provider or another person authorised to arrange accommodation.

A person who provides personal information on behalf of someone else must ensure that they are authorised to do so and that the person concerned has been informed that their information will be shared with Kozy Cove.

4.How We Use Personal Information

Kozy Cove may use personal information to respond to enquiries, confirm availability, prepare quotations, manage reservations and coordinate accommodation.

Information may also be used to allocate rooms, verify occupants, issue access instructions, communicate with guests, manage arrivals and departures and provide support during a stay.

Kozy Cove may process personal information to prepare agreements, issue invoices, record payments, manage deposits or refunds and comply with accounting, tax and legal requirements.

Information may also be used to manage property access, protect guests and properties, address complaints or incidents, prevent unlawful activity and enforce accommodation or rental agreements.

Kozy Cove will only process personal information where there is an appropriate legal basis. This may include consent, the conclusion or performance of an agreement, compliance with a legal obligation or the protection of a legitimate interest.

5.Contractor, Company and Group Bookings

Kozy Cove provides accommodation to contractors, workforces, project teams and other groups whose bookings may be arranged by a company or authorised representative.

Where accommodation is arranged in this manner, Kozy Cove may communicate with the authorised representative regarding guest names, room allocations, arrival and departure dates, invoices, payment status and other information reasonably required to manage the booking.

Kozy Cove will take reasonable steps to limit this information to what is relevant to the accommodation arrangement.

6.Sharing Personal Information

Kozy Cove may share personal information with employees, property managers and service providers where this is reasonably necessary to provide accommodation or operate the business.

These parties may include payment providers, website and technology providers, accountants, professional advisers, security providers, property maintenance teams and other service providers involved in managing Kozy Cove properties.

Information may also be shared with an employer, company representative or booking coordinator where this is necessary to manage a company or group booking.

Kozy Cove may disclose personal information where required by law, a court order or a lawful request from a regulatory or government authority.

Service providers that process personal information on behalf of Kozy Cove are expected to handle it confidentially and only for the purpose for which it was provided.

7.Payment Information

Payments may be processed through banks, payment service providers or other approved payment channels.

Where a third-party payment provider is used, that provider may collect and process payment information in accordance with its own terms and privacy policy. Kozy Cove may retain payment confirmations, invoices, account information and other records reasonably required for financial and booking administration.

8.Cookies and Website Information

The Kozy Cove website may use cookies and similar technologies to support website functionality, remember preferences, understand how the website is used and improve its performance.

Some cookies may be provided by third-party services used for website analytics, maps, forms, advertising or other website functions.

Website visitors can manage or disable cookies through their browser settings. Disabling certain cookies may affect how parts of the website function.

9.Direct Marketing

Kozy Cove may send information about its accommodation, availability or related services where the recipient has provided consent or where communication is otherwise permitted by law.

Recipients may unsubscribe from marketing communication at any time by using the unsubscribe option provided or by contacting Kozy Cove.

Unsubscribing from marketing communication will not prevent Kozy Cove from sending information that is necessary to manage an enquiry, booking, payment or current stay.

10.Protection of Personal Information

Kozy Cove takes reasonable and appropriate steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information will be limited, where reasonably possible, to individuals and service providers who require it for legitimate business purposes.

Kozy Cove cannot guarantee that electronic systems, internet communication or physical records will always be completely secure. However, reasonable measures will be taken to identify and respond to security risks.

Where Kozy Cove becomes aware of a security compromise affecting personal information, the matter will be handled in accordance with applicable legal requirements.

11.Retention of Personal Information

Kozy Cove will keep personal information only for as long as it is reasonably required for the purpose for which it was collected or for a period required or permitted by law.

The applicable retention period may depend on the nature of the booking, agreement, payment, financial record, complaint, incident or legal obligation.

When personal information is no longer required, Kozy Cove may delete, destroy or de-identify it in an appropriate manner.

12.Information Processed Outside South Africa

Some technology, website, communication, payment or booking service providers used by Kozy Cove may process or store information outside South Africa.

Where personal information is transferred outside South Africa, Kozy Cove will take reasonable steps to ensure that the transfer is handled in accordance with POPIA and that appropriate protection is available.

13.Children’s Personal Information

Kozy Cove does not intentionally collect personal information from children without appropriate authority.

Where a child will occupy accommodation, limited personal information may be processed where it is reasonably necessary for the booking, safety or administration of the stay and where the information is provided by a parent, guardian or other authorised person.

14.Accuracy of Personal Information

Kozy Cove will take reasonable steps to ensure that the personal information it processes is complete, accurate and relevant for its intended purpose.

Guests, clients and booking representatives are responsible for providing accurate information and informing Kozy Cove when relevant details change.

15.Your Rights

A person may request confirmation of whether Kozy Cove holds personal information about them and may request access to that information, subject to applicable legal requirements.

A person may also request the correction or deletion of information that is inaccurate, incomplete, outdated, excessive or unlawfully obtained.

Where processing is based on consent, that consent may be withdrawn. A person may also object to certain forms of processing, including direct marketing.

Kozy Cove may need to verify the identity of the person making the request before providing access to information or making changes. A request may be refused or limited where Kozy Cove is legally required or permitted to retain the information or where the rights of another person must be protected.

16.Third-Party Websites

The Kozy Cove website may contain links to booking platforms, payment providers, social media platforms, maps or other third-party services.

Kozy Cove does not control the privacy practices or content of these third parties. Visitors should review the relevant privacy policies before providing personal information through an external website or service.

17.Changes to This Privacy Policy

Kozy Cove may update this Privacy Policy when its services, website, business practices or legal obligations change.

The latest version will be published on the Kozy Cove website and will include the date on which it was last updated.

18.Contacting Kozy Cove

Questions, objections or requests relating to personal information may be directed to Kozy Cove or its Information Officer.

The Information Officer is Shannon Brophy and can be contacted at shazy@kozycove.net. Kozy Cove’s physical address is 46 Cross Rd, West Riding, Cape Town, 7439.

19.Complaints

A person who believes that Kozy Cove has not handled their personal information in accordance with POPIA may contact Kozy Cove so that the matter can be considered.

A complaint may also be submitted to the Information Regulator of South Africa. The Information Regulator can be contacted through its official website or complaints channels.