Privacy Policy
Effective Date: 07 May 2026
Last Updated: 23 June 2026
This Privacy Policy explains how iCCOMMODATE (“iCCOMMODATE”, “we”, “us”, or “our”)
collects, uses, stores, shares, and protects your personal information when you use our website,
https://iccommodate.co.za/, and our related accommodation booking services.
We are committed to protecting your privacy and processing personal information in accordance with
applicable data protection laws, including the Protection of Personal Information Act, 4 of 2013 (“POPIA”).
1. Introduction
Welcome to iCCOMMODATE. We respect your privacy and are committed to protecting
your personal information. This Privacy Policy explains how we collect, use, disclose, store,
and protect your personal information when you:
- visit our website at https://iccommodate.co.za/;
- submit an accommodation enquiry or booking request;
- register an account or provide delegate/guest information;
- contact us by email, phone, online form, or other digital communication channels;
- subscribe to our marketing communications; or
- otherwise use our accommodation and booking-related services.
By using our website or providing your personal information to us, you acknowledge that you have
read and understood this Privacy Policy.
2. Who We Are
iCCOMMODATE provides accommodation booking and event accommodation services for delegates,
travellers, organisers, groups, and related hospitality requirements.
For purposes of applicable data protection law, iCCOMMODATE is the party responsible for deciding
how and why your personal information is processed, unless otherwise stated.
Our Contact Details
Business Name: iCCOMMODATE [or registered company name if different]Website: https://iccommodate.co.za/Email: bookings@iccommodate.co.za
Alternative Email: marisa@iccommodate.co.za
Phone: +27 (0)72 527 8898
Address: Cape Town, 7441, South Africa
3. Scope of This Privacy Policy
This Privacy Policy applies to personal information collected through:
- our website and related pages;
- booking enquiry forms and registration forms;
- event accommodation booking portals operated by or for iCCOMMODATE;
- email, telephone, and direct communication with our team;
- marketing subscriptions, promotions, and customer support interactions; and
- any related services where this Privacy Policy is referenced.
This Privacy Policy does not apply to third-party websites, hotel websites, payment providers,
social media platforms, or other external services that we do not control, even if we link to them.
4. Personal Information We Collect
Depending on how you interact with us, we may collect different categories of personal information.
4.1 Information You Provide Directly
We may collect personal information that you provide when you:
- complete a contact form or accommodation enquiry;
- make or request a booking;
- register for an event accommodation portal;
- contact us for support or assistance;
- submit delegate, guest, or rooming information; or
- subscribe to our marketing communications.
This information may include:
- full name and surname;
- email address;
- telephone or mobile number;
- company or organisation name;
- billing details and address information;
- arrival and departure dates;
- accommodation preferences and booking details;
- delegate, attendee, or guest information;
- event attendance details;
- special requests you choose to provide; and
- any other information voluntarily submitted to us.
4.2 Booking and Account Information
Where relevant, we may collect:
- booking references and reservation details;
- account registration information and login details;
- room selections and booking history;
- invoice and transaction references;
- booking amendments, cancellations, and support records.
4.3 Payment Information
If payments are processed through our systems or approved third-party providers, we may receive
limited payment-related information such as:
- billing name and billing address;
- transaction amount and payment confirmation;
- payment reference numbers; and
- other limited information needed to reconcile a booking or transaction.
We do not intentionally store full card numbers, CVV numbers, or similar sensitive card details
unless specifically required and securely processed through a compliant payment solution.
4.4 Information Collected Automatically
When you visit our website, we may automatically collect technical and usage data such as:
- IP address;
- browser type and version;
- device type and operating system;
- pages visited and time spent on pages;
- referring website or campaign source;
- date and time of access;
- cookie and analytics data; and
- approximate geographic location derived from IP address.
4.5 Information from Third Parties
We may receive personal information from third parties such as:
- event organisers and conference partners;
- employers, group coordinators, or travel administrators booking on your behalf;
- hotels and accommodation partners;
- payment processors and service providers; and
- analytics, CRM, email marketing, and customer support platforms.
5. Special Personal Information and Children
We do not intentionally collect special personal information unless it is necessary for a legitimate
accommodation, event, or service-related purpose and permitted by law. For example, you may choose
to provide accessibility or dietary information relevant to a booking.
We do not knowingly collect personal information directly from children without appropriate consent
or authorisation where required by law. If you believe a child has provided personal information
to us unlawfully, please contact us so we can take appropriate steps.
6. How We Use Your Personal Information
We may use your personal information for the following purposes:
6.1 To Provide Our Services
- to process accommodation enquiries and bookings;
- to manage event accommodation allocations and room blocks;
- to communicate with you about your booking, event, or enquiry;
- to issue confirmations, invoices, amendments, and cancellations; and
- to provide customer support.
6.2 To Operate and Improve Our Website and Business
- to operate, maintain, and improve our website and booking systems;
- to personalise user experience and improve website performance;
- to analyse trends and website usage;
- to troubleshoot technical issues; and
- to prevent fraud, abuse, and unauthorised use of our systems.
6.3 To Send Communications and Marketing
- to send booking confirmations and service communications;
- to send newsletters, updates, offers, and event-related information where permitted;
- to respond to enquiries and support requests; and
- to improve the relevance of our communications and campaigns.
6.4 To Comply with Legal Obligations
- to comply with legal, tax, and regulatory requirements;
- to maintain accounting and audit records;
- to enforce our legal rights and contractual obligations; and
- to respond to lawful requests from authorities where required.
7. Lawful Basis for Processing
Where applicable under POPIA or other data protection laws, we may process personal information on one
or more of the following grounds:
- your consent;
- the performance of a contract or steps taken at your request before entering into a contract;
- compliance with a legal obligation;
- our legitimate business interests, where lawful and appropriate; or
- to protect a legitimate interest of the data subject or another person.
9. Direct Marketing
We may send you direct marketing communications where you have consented to receive them or where
we are otherwise permitted to do so under applicable law.
Marketing communications may include:
- event accommodation updates;
- special offers and promotions;
- travel-related information; and
- news about our services.
You may opt out of marketing communications at any time by clicking the unsubscribe link in an email
or by contacting us directly.
11. International Transfers
Because we may work with international event organisers, accommodation providers, technology platforms,
and service providers, your personal information may be transferred to, stored in, or accessed from
countries outside South Africa.
Where cross-border transfers occur, we will take reasonable steps to ensure that appropriate safeguards
are in place and that the transfer is lawful under POPIA and any other applicable laws.
12. Data Security
We take reasonable technical and organisational measures to protect personal information against loss,
misuse, unauthorised access, disclosure, alteration, and destruction.
These measures may include:
- secure hosting and controlled system access;
- password protection and account access controls;
- internal confidentiality obligations;
- appropriate monitoring and security practices; and
- the use of reputable third-party service providers where appropriate.
Although we take reasonable precautions, no website, online system, or transmission method is completely secure.
13. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it
was collected, including to provide our services, comply with legal obligations, resolve disputes,
enforce agreements, and maintain appropriate business records.
When personal information is no longer required, we will take reasonable steps to securely delete,
destroy, anonymise, or de-identify it where appropriate and lawful to do so.
14. Your Rights
Subject to applicable law, you may have the right to:
- request access to personal information we hold about you;
- request correction of inaccurate or outdated information;
- request deletion of personal information where appropriate;
- object to certain processing activities;
- withdraw consent where processing is based on consent;
- opt out of direct marketing communications; and
- lodge a complaint with the relevant regulatory authority where applicable.
To exercise any of these rights, please contact us using the details set out in the Contact Us section below.
15. Third-Party Websites and Services
Our website may contain links to third-party websites, hotel booking pages, event platforms, payment gateways,
or social media platforms. We are not responsible for the privacy practices, content, or security of any third-party services.
We encourage you to review the privacy policies of any third-party websites or platforms you use.
16. Accuracy of Information
You are responsible for ensuring that the personal information you provide to us is accurate, complete,
and up to date. If you provide information on behalf of another person, you confirm that you are authorised
to do so and that you have informed them of this Privacy Policy where required.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, services, website,
legal requirements, or privacy practices.
Any updated version will be published on this page with a revised “Last Updated” date. We encourage you
to review this Privacy Policy periodically.
18. Contact Us
If you have any questions about this Privacy Policy, your personal information, or our privacy practices,
please contact us:
Email: bookings@iccommodate.co.za
Alternative Email: marisa@iccommodate.co.za
Phone: +27 (0)72 527 8898
Address: Cape Town, South Africa
If you are unhappy with how your personal information has been handled, you may also lodge a complaint
with the relevant data protection regulator, including the Information Regulator in South Africa where applicable.