Terms & Conditions & Policies

At Grace & Gift Guest House, we are committed to protecting your privacy and ensuring that your personal information is collected, processed, and protected in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).

This policy explains how we handle your personal information, why we collect it, how it is used, and your rights under POPIA.

1. Who We Are

Grace & Gift Guest House is a hospitality service provider offering short-term accommodation and related guest services. We process your personal information to provide you with excellent hospitality and comply with South African legal obligations.

2. What Personal Information We Collect

We may collect and process the following personal information:

Identity details: Full name, ID/passport number

Contact details: Phone number, email address, home address

Booking details: Check-in/check-out dates, number of guests, room preferences

Payment information: Credit/debit card details (processed securely)

Health and safety info: As required by law (e.g., COVID-19 screening)

CCTV footage: For security purposes, in and around the property

We do not collect any unnecessary or excessive personal information.

3. Purpose of Collection

We collect your personal information to:

Process reservations and manage your stay

Communicate with you before, during, and after your visit

Comply with legal and regulatory obligations (e.g., guest registers)

Secure the premises and ensure guest safety

Send promotions and news (with your consent)

4. Legal Basis for Processing

We process your personal information under the following legal grounds:

Consent (e.g., marketing communications)

Contractual necessity (e.g., processing your booking)

Legal obligation (e.g., guest register regulations)

Legitimate interest (e.g., improving guest experience)

5. How We Store and Protect Your Data

We take all reasonable steps to protect your personal information, including:

Password-protected systems and encrypted databases

Secure physical storage for paper records

Limited access to your data on a need-to-know basis

CCTV data stored securely for a limited time

6. Sharing Your Information

We will not sell or rent your information. We may share personal information:

With employees and service providers involved in your stay

With payment processors (securely)

With law enforcement or authorities when legally required

With third-party booking platforms (e.g., Booking.com) when you use them to make your reservation

All third-party service providers are subject to strict confidentiality agreements and POPIA compliance.

7. Your Rights Under POPIA

Under POPIA, you have the right to:

Access: Request a copy of the personal data we hold

Correction: Request updates to incorrect or outdated information

Deletion: Request deletion of your information (subject to legal retention requirements)

Objection: Object to certain types of processing

Withdraw Consent: At any time, for activities based on consent (e.g., marketing)

To exercise these rights, please contact us using the details below.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law (e.g., SARS requirements, guest records for Department of Home Affairs).

9. Cookies and Website Usage

If you use our website, we may use cookies to improve user experience and analyse web traffic. You can manage your cookie preferences in your browser settings.

10. Complaints

If you believe that your personal information has been unlawfully accessed or processed, you have the right to lodge a complaint with:

Information Regulator South Africa
Email: complaints.IR@justice.gov.za
Website: www.justice.gov.za/inforeg

11. Contact Details

For any privacy-related questions, requests, or complaints, please contact us:

Grace & Gift Guest House
[6 Gordon Road Bertrams/ Elis Park]
[Johannesburg], South Africa
Email: [info@ggguesthouse.co.za]
Phone: [+27 (0) 11 624 1852/
+27 74 259 0664]

12. Updates to This Policy

This policy may be updated from time to time. Any changes will be posted on our website or available at reception. Please check periodically for updates.

Terms & Conditions

1.Booking Policy;

Bookings can be made online through our official website: www.ggguesthouse.co.za.

Full payment is required to confirm a booking unless otherwise arranged.

Guests must provide valid identification upon check-in.

Bookings are subject to availability and are only confirmed once payment is received.

2. Check-in / Check-out

Check-in time: From 2:00 PM

Check-out time: By 11:00 AM

Early check-in or late check-out is subject to availability and may incur additional charges.

3. Room Occupancy

Each room type has a specific maximum number of guests (adults and children). These limits are clearly indicated during the booking process and must be strictly followed.

Children are only allowed in selected room types. Traveler and Short Stay rooms do not accommodate children.

A minimum of 1 adult per room is required at all times.

4. Pricing

Room rates are per night and include VAT.

Prices may vary depending on room type, number of guests, and season.

Children between the ages of 2-11yrs are charged at 50% of the adult room price where applicable.

5. Guest Responsibility;

Guests are expected to conduct themselves respectfully and responsibly at all times.

Any damage caused to property will be billed to the responsible guest.

Smoking is not permitted inside rooms. Designated smoking areas are available.

6. No-Show Policy

Failure to check in on the scheduled date without prior notice will result in cancellation of the booking. No refund will be issued in such cases.

7. Right of Admission Reserved

Grace & Gift Guest House reserves the right to cancel or refuse a booking at our discretion in cases of misconduct, safety concerns, or violation of the terms above.

Refund Policy

We understands that plans can change. Please see our refund policy below:

1. Cancellation Requests

All cancellation requests must be made in writing via email to: bookings@ggguesthouse.co.za. Once confirmed either by a third party or through the company’s website will attracts a fee.

2. Refund Conditions

More than 7 days before check-in: 80% refund of total booking amount.

7-3 days before check-in: 50% refund.

Less than 3 days before check-in: No refund.

3. Non-Refundable Conditions

Bookings made under special discounts or promotional rates (either on main website or third party sites )are non-refundable.

No-shows or early check-outs will not be refunded.

Short Stay bookings (hourly basis) are non-refundable once confirmed.

4. Refund Processing

Approved refunds will be processed within 7–10 business days via the same payment method used during booking.

Any transaction fees incurred (PayFast, Paystack, or any “Third Party” are non refundable.

Grace & Gift Guesthouse

Terms & Conditions & Policies