Privacy Policy, Cookie Policy, and Terms of Data Processing

Last updated: December 10, 2025

This integrated policy explains how Cape Travellers Guide collects, uses, shares, and protects your personal information. We are committed to transparency and compliance with GDPR (General Data Protection Regulation), POPIA (Protection of Personal Information Act, South Africa), PECR, and CCPA/CPRA (California Consumer Privacy Act).

1. Data Controller

Cape Travellers Guide Association
Western Cape, South Africa
Email: capetravellersguideapp@gmail.com

For data protection enquiries, contact us with subject line "Privacy Request".

2. Information We Collect

2.1 Information You Provide Directly
Data Type Examples Purpose
Tourist Enquiry Data Name, email, country, travel dates, number of travelers, tour interest, messages Connect you with guides, process enquiries
Guide Registration Name, email, password, CTGA registration number, bio, profile photo, tours, languages, location Create and maintain guide profiles
Agreement Acceptance Timestamp of agreement acceptance, checkbox confirmations Legal compliance, record of consent
2.2 Automatically Collected Information
Data Type Details Legal Basis
Cookie Preferences Your cookie consent choices Legitimate interest (essential), Consent (optional)
Session Data Login status, multi-step form progress Contract performance
Technical Data IP address (hashed), browser type, device info Security, legitimate interest
Analytics (if consented) Pages visited, time on site, referral sources Consent only

3. How We Use Your Information

  • Service Delivery: Connect tourists with tour guides, send enquiry notifications
  • Communication: Send enquiry confirmations to tourists, guide notifications, and feedback requests (3 days after contact)
  • Account Management: Maintain guide profiles, authentication, and dashboard access
  • Legal Compliance: Consent logging, agreement records, regulatory requirements
  • Site Improvement: Analyze usage patterns (only with your consent)
  • Security: Prevent fraud, protect against unauthorized access

4. How Guides Interact with Clients

When you submit an enquiry through our Platform:

  1. Your enquiry details are sent directly to the guide via email
  2. The guide will contact you at your provided email address
  3. All subsequent communication, negotiations, and payments happen directly between you and the guide
  4. Cape Travellers Guide is not a party to any agreement between you and the guide
We do not share your information with any other guides or third parties beyond the guide you specifically contacted.

5. Legal Basis for Processing (GDPR & POPIA)

Legal Basis Processing Activities
Consent Cookie preferences (non-essential), marketing communications, analytics tracking
Contract Performance Guide-tourist matching, enquiry processing, account services
Legitimate Interest Security measures, fraud prevention, service improvement
Legal Obligation Compliance with applicable laws, consent record-keeping

6. Cookie Policy

We use cookies and similar technologies to enhance your experience. You can manage your preferences at any time via our Cookie Settings page.

6.1 Cookie Categories
Category Purpose Examples Required?
Necessary Essential for website operation Session cookies, login status, CSRF protection Always Active
Preferences Remember your settings Language preference, UI customization Your Choice
Analytics Understand site usage Page views, traffic sources, user journeys Your Choice
Marketing Relevant advertising Ad targeting, campaign measurement Your Choice
Third-Party Integrations Enhanced functionality Google Fonts, embedded maps, social widgets Your Choice
6.2 Managing Cookies

You can manage your cookie preferences:

  • Via our Cookie Settings page
  • Through your browser settings (note: this may affect site functionality)
  • By clicking "Manage Preferences" when the cookie banner appears
6.3 Script Blocking

We do not load any non-essential scripts (analytics, marketing, third-party integrations) until you provide explicit consent. Essential cookies required for the website to function are always enabled.

7. Data Sharing & Third Parties

We may share your information with:

Recipient Data Shared Purpose
Tour Guides Your enquiry details (name, email, tour interest, message) Facilitate tour booking
Email Service Email addresses, message content Send notifications and confirmations
Analytics Providers Anonymized usage data (only if consented) Site improvement
Legal Authorities As required by law Legal compliance
We do not sell your personal information.

8. Data Retention

Data Type Retention Period
Tourist Enquiries 2 years after last contact
Guide Profiles Until deletion requested
Consent Logs 3 years (compliance audit)
Agreement Records 7 years (legal requirement)
Email Communications Per applicable retention policies

9. International Transfers

Your data may be transferred to and processed in countries outside South Africa or the European Economic Area. We ensure adequate safeguards including:

  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions by relevant authorities
  • Your explicit consent where required

10. Your Privacy Rights

Under GDPR, POPIA, and CCPA/CPRA, you have the following rights:

  • Access: Request a copy of your data
  • Rectification: Correct inaccurate information
  • Erasure: Request deletion ("right to be forgotten")
  • Portability: Receive data in machine-readable format
  • Restriction: Limit processing of your data
  • Objection: Object to specific processing
  • Withdraw Consent: Revoke cookie or marketing consent
  • Complaint: Lodge complaints with data authorities

To exercise your rights: Email capetravellersguideapp@gmail.com with subject "Privacy Request - [Request Type]"

11. California Privacy Rights (CCPA/CPRA)

California residents have additional rights:

  • Right to Know: What personal information we collect and how it's used
  • Right to Delete: Request deletion of your information
  • Right to Opt-Out: Opt out of sale/sharing of personal information
  • Right to Non-Discrimination: Equal service regardless of privacy choices

Do Not Sell or Share My Personal Information

12. Security Measures

We implement appropriate technical and organizational measures including:

  • Password hashing with PBKDF2-SHA256
  • HTTPS encryption for all connections
  • IP address hashing for consent logs
  • Rate limiting for authentication endpoints
  • Regular security reviews
  • Access controls and audit logging

13. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a minor, contact us immediately for deletion.

14. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated via:

  • A prominent notice on our website
  • Email notification (for registered users)

Your continued use of the Platform after changes constitutes acceptance of the updated policy.

15. Contact Us

For privacy-related questions, data requests, or concerns:

Email: capetravellersguideapp@gmail.com
Subject Line: "Privacy Request - [Your Request Type]"
Response Time: Within 30 days

Frequently Asked Questions

Email us at capetravellersguideapp@gmail.com with subject "Privacy Request - Deletion" and we will process your request within 30 days. For guides, you can also delete your account through your dashboard settings.

Yes, but only with the specific guide you contact. When you submit an enquiry, your email address is shared with that guide so they can respond to your request. We do not share your email with other guides or third parties.

The website will continue to function normally. Only essential cookies (required for login, security, and basic functionality) will be used. No analytics, marketing, or third-party integration scripts will be loaded.

Visit our Cookie Settings page at any time to update your preferences. You can also clear your browser's local storage to reset preferences and see the consent banner again.