The Hawthorn Boutique Hotel

At The Hawthorn Boutique Hotel, we respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make an enquiry, request a booking, attend an event, dine with us, or use any of our services.

By using this website or providing your personal information to us, you agree to the terms of this Privacy Policy.

1. Who We Are

The Hawthorn Boutique Hotel is a boutique hotel, restaurant, event and conference venue situated in George, Western Cape, South Africa.

For privacy-related queries, you may contact us using the details provided on our website.

2. Information We Collect

We may collect personal information when you interact with us online, by telephone, by email, through a contact form, through a booking platform, or in person.

This may include:

• Your name and surname

• Contact details, including email address and telephone number

• Booking or reservation details

• Arrival and departure dates

• Room, restaurant, event or conference requirements

• Company or organisation details, where applicable

• Billing and payment-related information

• Dietary requirements, accessibility needs or special requests that you choose to provide

• Messages, enquiries or feedback submitted through our website

• Technical information such as your IP address, browser type, device information and website usage data

We only collect personal information that is necessary for the purpose for which it is provided.

3. How We Use Your Information

We may use your personal information to:

• Respond to enquiries submitted through our website or other communication channels

• Process room, restaurant, event or conference booking requests

• Confirm, manage and update reservations

• Provide hospitality, accommodation, dining and event-related services

• Communicate important booking or service information

• Prepare quotes, invoices or booking confirmations

• Improve our website, guest experience and service offering

• Send relevant updates, offers or marketing communication where you have consented to receive them

• Comply with legal, accounting, tax, safety and operational requirements

• Protect our website, business, guests, staff and property

We will not use your personal information for purposes unrelated to the reason it was collected, unless we are legally permitted or required to do so.

4. Booking Platforms and Third-Party Services

When making a reservation or interacting with certain features on our website, you may be directed to or interact with third-party platforms, such as online booking systems, payment providers, restaurant reservation platforms, analytics tools, or embedded website services.

These third-party services may collect and process your personal information according to their own privacy policies. We encourage you to review the privacy policies of any third-party platform before submitting personal information through them.

We are not responsible for the privacy practices of external websites or third-party platforms that are not owned or controlled by The Hawthorn Boutique Hotel.

5. Cookies and Website Analytics

Our website may use cookies and similar technologies to improve functionality, enhance user experience, analyse website traffic and understand how visitors use the site.

Cookies are small files stored on your device when you visit a website. You can disable cookies through your browser settings, although some parts of the website may not function correctly if cookies are disabled.

We may use website analytics tools to collect general usage information, such as pages visited, time spent on the website, browser type and device information. This information helps us improve our website and online experience.

6. Marketing Communication

We may send marketing communication, special offers or updates where you have subscribed, opted in, or where we are otherwise legally permitted to do so.

You may unsubscribe from marketing communication at any time by using the unsubscribe option provided in the communication or by contacting us directly.

We will not sell your personal information to third parties for marketing purposes.

7. Sharing of Personal Information

We may share your personal information with trusted third parties where necessary to provide our services, operate our website, process payments, manage bookings, comply with legal obligations or support business operations.

These third parties may include:

• Booking and reservation platforms

• Payment processors

• IT and website service providers

• Email and communication service providers

• Accounting, legal or professional advisers

• Regulatory authorities, where required by law

We will only share personal information where necessary and will take reasonable steps to ensure that third parties handle such information securely and lawfully.

8. Protection of Personal Information

We take reasonable and appropriate technical and organisational measures to protect your personal information against loss, misuse, unauthorised access, alteration or disclosure.

While we take reasonable steps to secure the information we process, no website, electronic communication or online system can be guaranteed to be completely secure. You share information with us electronically at your own risk.

9. Retention of Personal Information

We will retain your personal information only for as long as necessary to fulfil the purpose for which it was collected, provide our services, resolve queries, maintain business records, comply with legal requirements, or protect our legitimate interests.

When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it securely.

10. Your Rights

Subject to applicable law, you may have the right to:

• Ask what personal information we hold about you

• Request access to your personal information

• Request correction of inaccurate or outdated information

• Request deletion of your personal information, where legally permitted

• Object to certain forms of processing

• Withdraw consent where processing is based on consent

• Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, please contact us using the contact details available on our website.

11. Links to Other Websites

Our website may contain links to external websites, booking platforms, social media pages or third-party services. Once you leave our website, we are not responsible for the privacy, security or content of any external website.

We recommend reviewing the privacy policy of any external website before submitting personal information.

12. Children’s Privacy

Our website and services are not intended to collect personal information directly from children without the consent of a parent or legal guardian.

Where information relating to a child is provided as part of a family booking, accommodation request or event arrangement, the person providing the information confirms that they have the authority to do so.

13. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or website functionality. The latest version will be published on this page.

Continued use of our website after updates are published will be regarded as acceptance of the revised Privacy Policy.

14. Contact Us

For any questions about this Privacy Policy or how your personal information is handled, please contact The Hawthorn Boutique Hotel using the contact details provided on our website.