^{Last updated and effective: August 2025}

Your privacy is important to us, and we are committed to protecting your personal data.

1. Introduction

This privacy policy explains how Tamodi Estate & Polo Reserve (“Tamodi”, “we”, “us”, “our”) collects, uses, stores, and protects your personal data when you visit our website, stay with us as a guest, participate in equestrian or polo activities, apply for employment, or otherwise interact with us, whether online or offline. It also explains your privacy rights and how the law protects you.
Our privacy practices are subject to the Protection of Personal Information Act, 2013 (POPIA) and other applicable South African laws. If you are visiting us from outside South Africa, please note that data protection laws may differ in your jurisdiction, but Tamodi will handle your information with the same level of care.
It is important that you read this policy together with any other privacy notices we may provide at the time we collect personal data, so you are fully aware of how and why we use it. If you have any questions, please contact us using the details in Section 14 –How to Contact Us About Privacy.

2. Who We Are

Tamodi Estate & Polo Reserve is a privately owned boutique lodge and equestrian estate located in Plettenberg Bay, South Africa. We provide luxury accommodation, hospitality services, equestrian facilities, polo experiences, and natural reserve activities.
Tamodi (Pty) Ltd is the data controller responsible for this website (www.tamodi.com) and the handling of personal data relating to your interactions with us.
We have appointed a privacy manager who is responsible for overseeing questions relating to this policy. Please see Section 14 for contact details.

3. How We Collect Data

We collect personal data in several ways:
A/ Data you provide to us in person
For example, when you:

• Check-in or check-out at Tamodi
• Use our accommodation, hospitality, or equestrian facilities
• Book or participate in polo activities
• Attend an event on the estate
• Complete a registration form or provide a business card
• Share feedback, enter a competition, or respond to a survey

B/ Data you provide remotely
For example, when you:

• Book accommodation or services via our website, email, or telephone
• Sign up for newsletters or promotional offers
• Make enquiries or request information
• Engage with us on social media
• Leave comments, reviews, or feedback
  

C/ Data we collect automatically
When you use our website, we may automatically collect:

• Technical data (e.g., IP address, browser type, time zone, operating system)
• Usage data (e.g., how you navigate our site, pages viewed, time spent)
• Tracking data (via cookies, pixels, or analytics tools)
  

D/ Data from third parties
We may receive your personal data from:

• Online booking platforms or travel agents
• Payment service providers
• Marketing and analytics partners
• Publicly available sources (e.g., social media, review platforms)
• Group or corporate bookings where your details are provided by a third party

4. Types of Personal Data We Collect

We may collect the following categories of personal data:

• Equestrian Activity Data: health or fitness information relevant to participation in polo or riding (with your consent)
  
• Identity Data: name, title, date of birth, gender, nationality, passport/ID number
• Contact Data: address, email, telephone number
• Financial Data: payment card details, billing information
• Transaction Data: details of bookings, payments, and services purchased
• Profile Data: preferences, feedback, survey responses, marketing opt-ins
• Technical & Usage Data: website browsing data, device information, cookie data

We do not ordinarily collect special categories of personal data (e.g., race, religion, political opinions). The only exceptions are:

• Where required by law (e.g., to record nationality for police registration requirements)
• If you provide relevant health data for safety reasons when booking equestrian activities

5. Legal Bases for Processing Personal Data

We will only use your personal data when permitted by law. The most common reasons are:

• Consent: where required (e.g., direct marketing communications, storing sensitive health data for polo or spa activities)
• Contractual necessity: to perform the agreement we have with you (e.g., fulfilling a booking)
• Legitimate interests: for our business purposes, provided your rights are not overridden (e.g., estate security, fraud prevention, service improvements)
• Legal obligations: to comply with South African law (e.g., tax reporting, guest registration requirements)

6. How We Use Personal Data

We use your personal data for the following purposes:

• To confirm and manage your reservations
• To provide accommodation, hospitality, and equestrian services
• To process payments and issue invoices
• To ensure the safety and security of guests, staff, and property
• To send you marketing communications (where permitted)
• To improve our services through surveys, feedback, and analytics
• To comply with regulatory or legal obligations

7. Marketing and Communications

We may send you newsletters, offers, or information about events and services at Tamodi. You can opt out of direct marketing at any time by:

• Contacting us directly at privacy@tamodi.com
  
• Clicking the unsubscribe link in our emails
• Updating your preferences on our website

We do not sell your personal data to third parties.

8. Cookies

Our website uses cookies and similar technologies to improve functionality, enhance user experience, and track usage.
Types of cookies we use:

• Essential cookies: required for bookings and secure payments
• Functionality cookies: to remember your preferences
• Analytics cookies: to understand website traffic and usage
• Targeting cookies: to deliver relevant content and advertising

You can manage or disable cookies in your browser settings, but please note that some features of our site may not function properly without them.

9. Sharing Your Personal Data

We may share personal data with trusted third parties, including:

• Booking and reservation system providers
• Payment processors and fraud prevention services
• IT and website hosting providers
• Professional advisers (lawyers, accountants, insurers)
• Government and regulatory authorities where required by law

We require all third-party service providers to respect the security of your data and to process it only in accordance with our instructions.

10. International Transfers

Some service providers may be based outside South Africa. Where data is transferred internationally, we take reasonable steps to ensure that your personal data receives an adequate level of protection, consistent with applicable law.

11. Data Security

We have implemented appropriate security measures to prevent your personal data from being lost, accessed without authorisation, altered, or disclosed.
Access is restricted to authorised employees, contractors, and service providers who need to know the data to perform their roles. All are subject to confidentiality obligations.

12. Data Retention

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.
Guest registration data is retained for the minimum periods required by South African law.
Financial records are retained for six years for tax purposes.
We may anonymise data for statistical purposes, in which case it may be used indefinitely.

13. Your Rights

Under POPIA and applicable data protection laws, you have the following rights:

• Request access to the personal data we hold about you
• Request correction of incomplete or inaccurate data
• Request deletion of your personal data, where lawful
• Object to processing based on legitimate interests
• Withdraw consent where processing is based on consent
• Request restriction of processing in certain cases

To exercise these rights, please contact us at privacy@tamodi.com. We may require proof of identity to process requests.

14. How to Contact Us About Privacy

If you have questions about this privacy policy, or would like to exercise your rights, please contact:
Privacy Manager
Tamodi Estate & Polo Reserve
Plettenberg Bay, Western Cape, South Africa
Email: privacy@tamodi.com
If you are not satisfied with how we handle your personal data, you may lodge a complaint with the Information Regulator of South Africa (www.justice.gov.za/inforeg/).

Accuracy of Data

To ensure we provide the best experience, it is important that the personal data we hold about you is accurate and up to date. Please let us know if your information changes during your relationship with us.

Third-Party Links

Our website may include links to third-party websites, plug-ins, or applications. Clicking on those links may allow third parties to collect data about you. We are not responsible for third-party privacy practices, and we encourage you to read their privacy policies.

Children’s Privacy

Tamodi’s services are not directed to children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately.

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on our website with the updated date shown at the top.