Privacy Policy

Your privacy matters to us. Peak Management is committed to protecting the personal information of our clients, guests, and website visitors in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what information we collect, why we collect it, how we use it, and what rights you have.

01Who We Are:
Peak Management (Pty) Ltd ("Peak Management", "we", "us", "our") is a holiday rental property management company based in Wilderness, Western Cape, South Africa. We manage short-term rental properties on behalf of property owners and coordinate guest stays on multiple booking platforms.

Peak Management is the Responsible Party as defined under POPIA, meaning we determine the purpose of and means for processing your personal information.

Information Officer:

Dean Venter is Peak Management's designated Information Officer responsible for ensuring compliance with POPIA and this Privacy Policy.
02Information We Collect
Depending on your relationship with Peak Management, we may collect the following categories of personal information:

Property Owners / Clients:

Full name, identity number or passport number
Contact details: phone number, email address, postal and physical address
Banking details for payment of rental proceeds
Property details and ownership documentation
Tax-related information where required
Signed management agreements and related correspondence

Guests:

Full name and contact details (phone, email)
Identification documents where required for check-in
Booking details: dates, number of guests, platform used
Payment confirmation (we do not store card details)
Special requests, preferences, and communication records
Website Visitors

IP address and general device/browser information
Pages visited, time on site, and referring URL
Information submitted via contact or enquiry forms
Cookie and session data (see Section 6)

03How We Collect Information:
We collect personal information through the following channels:

Directly from you when you contact us, complete an enquiry form, sign a management agreement, or make a booking
Booking platforms such as Airbnb, Booking.com, and Lekkeslaap when a reservation is made for a property we manage
Our property management system (PMS) which aggregates reservation data from connected booking channels
Email and WhatsApp correspondence during the course of business
Our website via cookies, contact forms, and general browsing activity

04Why We Collect Information:
We collect and process personal information for the following lawful purposes:

Service delivery: To manage properties, coordinate bookings, arrange cleaning and maintenance, and facilitate guest check-ins and check-outs
Client reporting: To provide property owners with live booking reports and financial statements
Guest management: To communicate with guests before, during, and after their stay and to resolve any issues that arise
Contractual obligations: To fulfil our duties under management agreements and booking platform terms
Financial administration: To process payments, issue invoices, and meet tax and accounting requirements
Legal compliance: To comply with South African law, including the Property Practitioners Act and any applicable tax legislation
Marketing and business development: To send relevant information about our services to prospective or existing clients who have opted in or with whom we have an existing relationship (you may opt out at any time)
Website improvement: To understand how our website is used and to enhance the user experience
We will not process your personal information for purposes other than those stated above without your prior consent, unless otherwise required by law.

05Sharing Your Information:
We do not sell, rent, or trade your personal information. We may share it only in the following limited circumstances:

Booking platforms: Airbnb, Booking.com, Lekkeslaap, and similar platforms receive the information necessary to facilitate and manage bookings
Service providers: Our property management system provider, cleaning teams, maintenance contractors, and linen suppliers, who are bound by confidentiality obligations and may only use your information to perform services on our behalf
Professional advisors: Accountants, auditors, or legal advisors where necessary, subject to confidentiality requirements
Regulatory and legal authorities: Where we are required by law, court order, or governmental authority to disclose personal information
Business transfers: In the unlikely event of a sale, merger, or restructuring of Peak Management, personal information may be transferred to the relevant successor entity, subject to equivalent privacy protections
All third parties with whom we share personal information are required to handle it in a manner consistent with POPIA and to implement appropriate technical and organisational safeguards.

06Cookies & Tracking:
Our website uses cookies and similar tracking technologies to improve your browsing experience and to gather anonymous usage data. Cookies are small text files stored on your device.

We use the following categories of cookies:

Essential cookies: Required for the website to function correctly. These cannot be disabled.
Analytics cookies: Help us understand how visitors use our site (e.g. Google Analytics). Data is aggregated and anonymised.
Preference cookies: Remember settings and choices you have made on the site.
You may disable non-essential cookies through your browser settings. Note that doing so may affect the functionality of certain parts of our website. We do not use cookies to serve third-party advertising.

07Data Retention:
We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, or as required by law. Our general retention guidelines are:

Client and management agreement records: 5 years after the agreement ends, or as required by tax and accounting legislation
Guest booking records: 3 years after checkout, or longer if required for dispute resolution or legal proceedings
Financial records: 5 years as required by the South African Revenue Service (SARS)
Marketing consent records: Until you withdraw consent or request deletion
Website analytics data: 26 months (Google Analytics default), in anonymised form
Once the retention period expires, personal information is securely deleted or anonymised.

08Security:
We take the security of your personal information seriously and implement reasonable technical and organisational measures to protect it against loss, theft, misuse, unauthorised access, disclosure, alteration, or destruction.

Our security practices include:

Secure, access-controlled systems for storing client and booking data
Role-based access controls so staff can only access information relevant to their duties
HTTPS encryption on our website
Password-protected platforms and devices
Regular review of who has access to personal information
In the event of a data security breach that is likely to harm your interests, we will notify the Information Regulator and affected parties as required under POPIA, without undue delay.

09Your Rights Under POPIA:
As a data subject under POPIA, you have the following rights regarding your personal information:

Right to Access

Request a record of the personal information we hold about you.
Right to Correction

Request that inaccurate or outdated information be corrected.
Right to Deletion

Request deletion of your information, subject to our legal retention obligations.
Right to Object

Object to the processing of your personal information, including for direct marketing.
Right to Withdraw Consent

Withdraw consent to processing at any time, where processing is based on consent.
Right to Lodge a Complaint

Complain to the Information Regulator of South Africa if you believe your rights have been violated.
To exercise any of these rights, please contact us using the details in Section 13. We will respond within a reasonable timeframe and in accordance with POPIA.

10Cross-Border Transfers:
Certain booking platforms and software tools we use may store or process data outside of South Africa (for example, Airbnb and Booking.com are headquartered internationally). Where this occurs, we take reasonable steps to ensure that adequate data protection standards are in place, consistent with the requirements of POPIA Section 72.

By using our services or submitting your information, you acknowledge that your data may be transferred to, stored in, or processed in countries outside South Africa where such transfers are necessary for service delivery.

11Children's Privacy:
Our website and services are not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a person under 18, please contact us immediately and we will take steps to delete it.

Guest bookings may include minor guests, in which case personal information about minors is collected only as required for the booking, is used solely for that purpose, and is held under the same protections as all other personal data.

12Changes to This Policy:
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify affected parties by email.

We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes acceptance of the updated policy.

13Contact & Complaints:
If you have questions about this policy, wish to exercise your rights, or want to raise a concern about how we handle your personal information, please contact our Information Officer:

Peak Management — Information Officer

Name: Dean Venter

Company: Peak Management

Address: Wilderness, Western Cape, South Africa

Email: dean@peakmanagement.co.za

Website: peakmanagement.co.za
Information Regulator of South Africa

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Regulator:

Website: inforegulator.org.za
Email: inforeg@justice.gov.za
Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001