Our Privacy & Data Policies

PRIVACY & DATA POLICY

Privacy Policy

Last updated: 30 October 2026

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

1. Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for You to access our Service or parts of our Service.

Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Woodstock Spa Suite, Woodstock Quarter, Cape Town.

For the purpose of the POPIA, the Company is the Data Controller.

Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

Country refers to: South Africa

Data Controller , for the purposes of the POPIA, refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.

Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

Facebook Fan Page is a public profile named Woodstock Spa Suite specifically created by the Company on the Facebook social network, accessible from https://www.facebook.com/WoodstockSpa

Personal Data is any information that relates to an identified or identifiable individual.

For the purposes for POPIA, Personal Data means any information relating to You such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity.

Service refers to the Website.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

For the purpose of the POPIA, Service Providers are considered Data Processors.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Website refers to Woodstock Spa Suite's website.

You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Under POPIA, You can be referred to as the Data Subject or as the User as you are the individual using the Service.

2. Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address

First name and last name

Phone number

Address, State, Province, ZIP/Postal code, City

Bank account information in order to pay for products and/or services within the Service

Usage Data

When You pay for a product and/or a service via bank transfer, We may ask You to provide information to facilitate this transaction and to verify Your identity. Such information may include, without limitation:

Date of birth

Date of birth

Passport or National ID card

Bank card statement

Other information linking You to an address

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

Every page of this website except this privacy policy loads Google Tag Manager, which loads Google Analytics and the Meta Pixel. When this was last checked, on 26 October 2026, these cookies were set when a page loaded:

ga and ga_6MPV8GXK10, set by Google Analytics, kept for 400 days.

_fbp, set by the Meta Pixel, kept for 90 days.

No other cookies were set when a page loaded. The services that set them are listed in section 7, under “Third-Party Services on This Website”.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service , including to monitor the usage of our Service.

To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

To contact You: To contact You by email, telephone calls, SMS, WhatsApp or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.

To manage Your requests: To attend and manage Your requests to Us.

To deliver targeted advertising to You : We may use Your information to develop and display content and advertising (and work with third-party vendors who do so) tailored to Your interests and/or location and to measure its effectiveness.

For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

For other purposes : We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to show advertisements to You to help support and maintain Our Service, to advertise on third party websites to You after You visited our Service, for payment processing, to contact You.

For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.

With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include any joint venture partners or other companies that We control or that are under common control with Us.

With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.

With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.

With Your consent : We may disclose Your personal information for any other purpose with Your consent.

3. Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

4. Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

5. Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

Comply with a legal obligation

Protect and defend the rights or property of the Company

Prevent or investigate possible wrongdoing in connection with the Service

Protect the personal safety of Users of the Service or the public

Protect against legal liability

6. Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

7. Detailed Information on the Processing of Your Personal Data

The Service Providers We use may have access to Your Personal Data. These third-party vendors collect, store, use, process and transfer information about Your activity on Our Service in accordance with their Privacy Policies.

Third-Party Services on This Website

Published pages of this website load services from these third parties:

Google Tag Manager (googletagmanager.com), on every page except this privacy policy. It loads Google Analytics and the Meta Pixel.

Google Analytics, Google’s website analytics service. It sends data about visits to Google, including to Google’s advertising services (stats.g.doubleclick.net and Google’s advertising audiences service). Google’s Privacy Policy applies: https://policies.google.com/privacy

Meta Pixel, Meta’s advertising measurement tool (connect.facebook.net). Meta’s Privacy Policy applies: https://www.facebook.com/privacy/policy

Supabase (supabase.co), which stores and serves the images on this website.

YouTube (youtube-nocookie.com), for videos embedded on some pages, in YouTube’s privacy-enhanced mode. Google’s Privacy Policy applies: https://policies.google.com/privacy

OpenStreetMap (openstreetmap.org), for the map on our directions page. The OpenStreetMap Foundation’s Privacy Policy applies: https://osmfoundation.org/wiki/Privacy_Policy

CorVali (corvali.ai), the booking system We use. On our home page and our directions page it shows a booking and chat window, which loads from corvali.ai. What You type into that window is sent to CorVali to answer Your questions and to make Your booking.

This list was last checked on 30 October 2026 and was complete at that date.

Email Marketing

We may use Your Personal Data to contact You with newsletters, marketing or promotional materials and other information that may be of interest to You. You may opt-out of receiving any, or all, of these communications from Us by following the unsubscribe link or instructions provided in any email We send or by contacting Us.

We may use Email Marketing Service Providers to manage and send emails to You.

CCTV monitoring

In order to:

protect your personal safety when on our premises; and

investigate, detect or prevent crime and to apprehend or prosecute offenders,

we reserve the right to:

inspect your person or property when entering our premises;

refuse you entry in our discretion; and

monitor and record activities that are in plain view on our premises using closed-circuit television (CCTV) cameras.

By entering our property, you acknowledge that you are aware that we may monitor your activities and consent to us disclosing CCTV footage to authorised persons

Payments

We may provide paid products and/or services within the Service. In that case, we may use third-party services for payment processing (e.g. payment processors).

We will not store or collect Your payment card details. That information is provided directly to Our third-party payment processors whose use of Your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

Paystack

Paystack

Their Privacy Policy can be viewed at https://paystack.com/terms

When You use Our Service to pay a product and/or service via bank transfer, We may ask You to provide information to facilitate this transaction and to verify Your identity.

Booking

When You book with Us, the information You give Us in the booking process is processed by Anthropic, PBC, which provides artificial intelligence services We use in that process.

Anthropic

Their Privacy Policy can be viewed at https://www.anthropic.com/legal/privacy

8. Health Information Privacy & Processing Policy (POPIA)

At Woodstock Spa Suite, we are committed to protecting your personal privacy and complying with the Protection of Personal Information Act, 4 of 2013 (POPIA). Because wellness and spa treatments interact with your physical well-being, we collect certain health-related details to ensure your safety and customize your experience.

8.1 What Health Information We Collect

To provide safe and tailored treatments, we may ask you to provide specific health-related details, including:

Past or current physical injuries, surgeries, or medical conditions.
Allergies, skin sensitivities, or medication usage.
Pregnancy status or other specific physical constraints relevant to therapies (such as heat treatments or deep-tissue massages).

8.2 Purpose of Processing

In accordance with POPIA's condition for processing limitation, your health information is collected strictly for the following purposes:

Ensuring your physical safety and identifying any medical contraindications prior to treatments.
Customizing therapists' techniques or product selections to suit your health profile.
Maintaining accurate internal operational and liability records.

By completing our health intake questionnaire (whether digital or physical), you explicitly consent to Woodstock Spa Suite collecting, processing, and storing your health-related information for the purposes outlined above. You have the right to withdraw your consent at any time, noting that this may limit our ability to safely perform certain treatments.

8.4 Disclosure & Security

Confidentiality: Your health data is treated with the utmost discretion. It is accessible only to management and your assigned therapists on a strict need-to-know basis.
Third Parties: We do not sell, trade, or share your health data with external third parties, except where required by law or explicit operational necessity (e.g., secure encrypted booking platform infrastructure).
Security Safeguards: We implement rigorous technical and organizational measures—including password-protected software databases, encrypted backups, and locked physical archiving—to protect your data from unauthorized access, loss, or disclosure.

8.5 Retention of Records

We retain your health and intake records only for as long as necessary to fulfill the purposes for which they were collected or to comply with legal, accounting, and insurance requirements. Once no longer required, physical records are shredded, and digital records are permanently scrubbed.

8.6 Your Rights & Contact Details

Under POPIA, you have the right to request access to your health records, request correction or deletion, or lodge a complaint with the South African Information Regulator.

For any privacy-related queries or data requests regarding your health information, please reach out via the contact channels listed in the Contact Us section of this policy.

9. POPIA Privacy

Legal Basis for Processing Personal Data under POPIA

We may process Personal Data under the following conditions:

Consent: You have given Your consent for processing Personal Data for one or more specific purposes.

Performance of a contract: Provision of Personal Data is necessary for the performance of an agreement with You and/or for any pre-contractual obligations thereof.

Legal obligations: Processing Personal Data is necessary for compliance with a legal obligation to which the Company is subject.

Vital interests: Processing Personal Data is necessary in order to protect Your vital interests or of another natural person.

Public interests: Processing Personal Data is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Company.

Legitimate interests: Processing Personal Data is necessary for the purposes of the legitimate interests pursued by the Company.

In any case, the Company will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Your Rights under the POPIA

The Company undertakes to respect the confidentiality of Your Personal Data and to guarantee You can exercise Your rights.

You have the right under this Privacy Policy to:

Request access to Your Personal Data. The right to access, update or delete the information We have on You. Whenever made possible, you can access, update or request deletion of Your Personal Data directly within Your account settings section. If you are unable to perform these actions yourself, please contact Us to assist You. This also enables You to receive a copy of the Personal Data We hold about You.

Request correction of the Personal Data that We hold about You. You have the right to have any incomplete or inaccurate information We hold about You corrected.

Object to processing of Your Personal Data. This right exists where We are relying on a legitimate interest as the legal basis for Our processing and there is something about Your particular situation, which makes You want to object to our processing of Your Personal Data on this ground. You also have the right to object where We are processing Your Personal Data for direct marketing purposes.

Request erasure of Your Personal Data. You have the right to ask Us to delete or remove Personal Data when there is no good reason for Us to continue processing it.

Request the transfer of Your Personal Data. We will provide to You, or to a third-party You have chosen, Your Personal Data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which You initially provided consent for Us to use or where We used the information to perform a contract with You.

Withdraw Your consent. You have the right to withdraw Your consent on using your Personal Data. If You withdraw Your consent, We may not be able to provide You with access to certain specific functionalities of the Service.

Exercising of Your POPIA Data Protection Rights

You may exercise Your rights of access, rectification, cancellation and opposition by contacting Us. Please note that we may ask You to verify Your identity before responding to such requests. If You make a request, We will try our best to respond to You as soon as possible.

You have the right to complain to a Data Protection Authority about Our collection and use of Your Personal Data.

10. Facebook Fan Page

Data Controller for the Facebook Fan Page

The Company is the Data Controller of Your Personal Data collected while using the Service. As operator of the Facebook Fan Page https://www.facebook.com/WoodstockSpa the Company and the operator of the social network Facebook are Joint Controllers.

The Company has entered into agreements with Facebook that define the terms for use of the Facebook Fan Page, among other things. These terms are mostly based on the Facebook Terms of Service: https://www.facebook.com/terms.php

Visit the Facebook Privacy Policy https://www.facebook.com/policy.php for more information about how Facebook manages Personal data or contact Facebook online, or by mail: Facebook, Inc. ATTN, Privacy Operations, 1601 Willow Road, Menlo Park, CA 94025, United States.

11. Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

12. Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

13. Contact Us

If you have any questions about this Privacy Policy, You can contact us:

By email: info@woodstockspasuite.com

By phone number: +27 64 547 9818