POPIA

Privacy notice

What we collect, why we need it, and what we do to keep it safe.

Who we are

GreenHart Estate Holiday Letting lets self-catering holiday units inside GreenHart Village Estate, Palm Beach, KwaZulu-Natal. We are the responsible party for the personal information described here. For any privacy question, write to contact@greenhart.co.za.

What we collect and why

Name, surname, email address and phone number
To create your account, confirm your booking and contact you about your stay.
ID or passport number
GreenHart Village Estate operates controlled access and requires every guest staying on the property to be registered. We collect this only for that purpose. It is encrypted in our database and is never used for credit checks, marketing or profiling.
Home address
Required for the estate guest register and for invoicing. Also encrypted at rest.
Payment details
We never see or store your card details. Payments are processed by PayFast, who handle the card data directly. We store only the amount, the date and PayFast's transaction reference.
Technical information
Your IP address is used briefly for rate limiting and to prevent spam and abuse on our forms, and is recorded in our audit log when a booking is made.

Who we share it with

We share the minimum necessary, and only with:

  • Estate security — guest names and ID numbers, for the access register, for the duration of your stay.
  • The owner of the unit you book — your name and stay dates, so they know who is in their property.
  • PayFast — your name and email address, to process your payment.
  • Our email provider (Axxess) — to deliver booking emails to you.

We do not sell your personal information, and we do not share it for anyone else's marketing.

How we protect it

  • ID numbers and home addresses are encrypted at rest using AES-256-GCM. They are unreadable without a key held separately from the database.
  • Passwords are hashed with bcrypt and are never recoverable.
  • The site is served over HTTPS only.
  • Access to guest records is limited to our administrators, and sensitive lookups are logged.

How long we keep it

Booking and payment records are kept for five years to meet South African tax and accounting requirements. Your account details are kept while your account is open. If you ask us to close your account, we delete or anonymise what we are not legally required to keep.

Your rights

Under POPIA you may:

  • Ask what personal information we hold about you.
  • Ask us to correct anything that is wrong.
  • Ask us to delete information we no longer have a lawful reason to keep.
  • Object to direct marketing at any time.
  • Complain to the Information Regulator (South Africa) if you believe we have mishandled your information.

To exercise any of these, email contact@greenhart.co.za. We will respond within 30 days.

Marketing

We only send marketing email if you opted in when registering. Booking confirmations, payment receipts and arrival information are not marketing — we send those because you have a booking with us. You can opt out of marketing at any time by replying to any such email.