Purpose
We collect information to help you
We collect personal information to respond to enquiries, manage bookings, provide guest services, process payments, support conferences and communicate with guests.
Sundown Country Estate respects your privacy and is committed to protecting personal information in line with South Africa’s Protection of Personal Information Act. This Privacy Notice explains how we collect, use, store, protect and share information when you visit our website, make an enquiry, book accommodation, contact us on WhatsApp, attend an event, use our services or interact with our team.
This section gives guests and website visitors a simple overview of how Sundown handles personal information for enquiries, bookings, payments, WhatsApp communication, conferences and guest services.
This Privacy Notice applies to guests, website visitors, direct booking users, WhatsApp enquiries, conference and event enquiries, suppliers, service providers, corporate clients, group organisers and other people who interact with Sundown Country Estate.
Depending on how you interact with Sundown Country Estate, we may collect personal information needed to respond to you, confirm bookings, provide services, process payments, manage events or meet legal requirements.
| Category | Examples | Typical reason |
|---|---|---|
| Identity details | Name, surname, title, ID or passport details where required. | Confirming enquiries, bookings, invoices, legal records or guest support. |
| Contact details | Phone number, email address, WhatsApp number and address. | Responding to enquiries, booking updates and direct reservation support. |
| Booking details | Stay dates, room or chalet type, guest count and special requests. | Managing accommodation, services, conferences and guest stay support. |
| Payment and billing details | Payment status, invoices, proof of payment and billing details. | Payment support, accounting, audit, booking confirmation and records. |
| Conference and group details | Company name, VAT details, event requirements and delegate information. | Preparing event quotes, group bookings, invoices and conference support. |
| Website data | Device, browser, pages viewed, click behaviour and analytics data. | Improving website performance, campaigns, UX and guest pathways. |
| Guest preference data | Accessibility needs, dietary notes and special requests. | Helping Sundown support guests, events and activities where possible. |
| Security and safety data | CCTV or incident information where applicable. | Estate security, safety, risk management and lawful business purposes. |
We use personal information to provide accommodation, respond to enquiries, manage reservations, support direct bookings, assist with conferences and events, process payments, improve guest services and comply with legal obligations.
When you check availability, book online, submit a contact form, enquire about specials or request conference information, Sundown may process the information needed to respond to your request and provide the relevant service.
Use these quick tabs to understand how privacy applies to common Sundown communication and website interactions.
If you contact Sundown by WhatsApp, phone, email or website form, we may use the information you provide to respond to your enquiry, assist with booking support, confirm details, send requested information or follow up on your request.
Where permitted by law, Sundown may send guests information about accommodation specials, events, offers or updates. Guests may object to direct marketing or withdraw consent where applicable.
Sundown’s website may use cookies, analytics tools or similar technologies to understand website performance, improve the guest experience, measure campaigns and support relevant advertising. Essential cookies help the website work. Analytics cookies help Sundown understand how visitors use the site.
Advertising and tracking tools may help measure campaign performance and show more relevant offers. Visitors should be able to manage cookie preferences where the website’s cookie tool allows it.
Sundown may share personal information where needed to provide services, process bookings, manage payments, comply with legal requirements, protect rights, support guests or work with approved service providers.
Sundown keeps personal information only for as long as needed for the purpose collected, legal requirements, service delivery, record keeping, dispute handling, safety, security or legitimate business purposes.
Sundown may process children’s personal information or special personal information only where legally permitted, required for service delivery, provided with appropriate consent, or necessary for safety, legal or legitimate purposes.
Subject to POPIA and applicable legal requirements, you may have the right to request access to your personal information, ask for correction, request deletion, object to certain processing, withdraw consent where applicable, or request restriction of processing.
If you have questions about this Privacy Notice or how Sundown handles personal information, please contact the Information Officer or Sundown Country Estate using the details below.
You have the right to lodge a complaint with the South African Information Regulator.
The accordion below keeps the full Privacy Notice readable while preserving the legal substance around POPIA, information collection, lawful processing, sharing, safeguards, retention, rights and contact details.
In this notice, references to “Sundown Country Estate”, “we”, “us” or “our” refer to Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate. Sundown recognises its accountability under POPIA and aims to process personal information lawfully, fairly and responsibly.
Personal information includes information relating to an identifiable living natural person and, where applicable, an identifiable existing juristic person. This can include identity information, contact details, financial information, location information, online identifiers, correspondence and other information recognised by POPIA.
This notice applies to guests, website visitors, direct booking users, WhatsApp enquiries, conference and event enquiries, suppliers, service providers, corporate clients, group organisers and other people who interact with Sundown Country Estate.
We may collect information directly from you, from online quote or enquiry forms, booking systems, contracts, invoices, purchase orders, WhatsApp communication, email communication, calls, website interactions or service delivery processes.
We process personal information where you have consented, where it is necessary to conclude or perform a contract, where the law requires or permits it, where it is required to protect legitimate interests, or where a competent person has consented on behalf of a child where required.
Special personal information may include health information, disability information, medical history, biometric information and other categories recognised by POPIA. Sundown may process such information only where legally permitted, required for service delivery, consented to, or necessary for safety, legal or legitimate purposes.
We may collect identity details, contact details, booking details, payment and billing details, conference and group details, website data, guest preference information and security or safety information where applicable.
We use information to respond to enquiries, confirm bookings, manage guest services, process payments, support conferences and events, communicate with guests, improve website performance, comply with legal obligations and protect safety, security and rights.
Where permitted by law, we may communicate accommodation specials, events, offers or updates. You may object to direct marketing or withdraw consent where applicable.
Our website may use cookies, analytics tools, advertising pixels or similar technologies to support website function, understand performance, improve user experience, measure campaigns and support relevant advertising.
We may share personal information with service providers involved in delivering services, booking and reservation systems, payment processors, analytics and marketing providers, conference or activity partners, legal or regulatory parties, or authorities where required by law.
We take reasonable steps to protect personal information from accidental loss, unauthorised use, access, alteration or disclosure. Access is limited to authorised people who need the information for legitimate business purposes.
We keep personal information for as long as needed for the purpose collected, service delivery, legal requirements, record keeping, dispute handling, safety, security, fraud prevention or legitimate business purposes.
Where service providers, systems or platforms process information outside South Africa, Sundown will take reasonable steps required by applicable law to protect personal information.
You may request access, correction, deletion, objection, withdrawal of consent, or restriction of processing where POPIA allows. You may also lodge a complaint with the Information Regulator.
Children’s personal information may be processed where supplied by a parent or guardian, where legally permitted, or where necessary for service delivery, safety, legal or legitimate purposes.
Privacy enquiries may be sent to the Information Officer, Suzelle Vermeulen, at acc@sundowncountryestate.com.
You may lodge a complaint with the South African Information Regulator. POPIA complaints may be sent to POPIAComplaints@inforegulator.org.za and general enquiries to enquiries@inforegulator.org.za.
We may update this Privacy Notice from time to time where required by changes in law, business operations, systems or services. Continued use of our services after publication may be subject to the updated notice.
The current live Privacy Notice records a creation date of 26 March 2025, division name Operations, author Suzelle Vermeulen, and version 1. Confirm internal document control details before publishing updates.
These answers help guests understand privacy, booking data, WhatsApp enquiries, cookies and POPIA rights faster.
Sundown’s Privacy Notice explains how Sundown collects, uses, stores, protects and shares personal information when guests visit the website, make enquiries, book accommodation, contact the hotel, attend events or use Sundown services.
Sundown may collect information such as your name, contact details, booking dates, guest count, accommodation preference, payment or billing details, special requests and information needed to provide guest services.
If you contact Sundown by WhatsApp, Sundown may use the information you provide to respond to your enquiry, assist with booking support, confirm details or follow up on your request.
Payment-related information may be processed when a booking or payment is made. Where third-party payment providers are used, payment processing may be subject to their own security and privacy requirements.
Sundown’s website may use cookies, analytics tools and advertising technologies to improve the website, understand campaign performance and support relevant marketing.
Subject to POPIA and applicable legal requirements, you may request correction or deletion of personal information where allowed.
Yes. You may object to direct marketing or withdraw consent where consent was used for that communication.
You can contact Sundown’s Information Officer or official privacy contact using the contact details listed on this Privacy Notice page.
Contact Sundown Country Estate if you have questions about your personal information, booking details, website enquiry, WhatsApp communication, payment privacy or guest data rights.