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Terms, Privacy & Booking Agreement

Emberline Retreat
Operated by OHL Holdingy Pty
Three Fountains Estate, Cape Farms, Cape Town, 7349, South Africa
Email: info@emberline-retreat.com
Effective Date: 18 March 2026

1. Acceptance of Terms

By accessing this website, making a booking, or staying at Emberline Retreat (“the Property”), you agree to be bound by this Terms, Privacy & Booking Agreement (“Agreement”). If you do not agree, you should not use this website or our services.

2. Nature of Services

Emberline Retreat is a luxury hospitality property offering accommodation and related services. Bookings may be made directly through our website or via third-party platforms including, but not limited to, Booking.com and Airbnb.
Where bookings are made through third-party platforms, their respective terms and privacy policies may also apply.

3. Bookings and Payments

All bookings are subject to availability and are only confirmed upon receipt of payment or deposit.
We accept payments via Paystack, Yoco, Electronic Funds Transfer (EFT), and Wise. Payments are processed securely by third-party providers, and we do not store full payment card details.
Prices are subject to change without notice prior to booking confirmation.

4. Cancellation, Refunds, and Changes

Unless otherwise specified in writing:

  • Cancellations made more than 30 days prior to arrival are eligible for a full refund
  • Cancellations made between 14 and 30 days prior to arrival are eligible for a 50% refund
  • Cancellations made less than 14 days prior to arrival are non-refundable

No-shows and early departures are non-refundable.
Refunds will be processed via the original payment method where possible.
Bookings made through third-party platforms are subject to their respective cancellation policies.
We may, at our sole discretion, allow changes to bookings subject to availability.

5. Check-In, Conduct, and Guest Responsibilities

Guests agree to comply with all house rules and to conduct themselves in a respectful manner.
Guests are responsible for:

  • Any damage caused to the property
  • Compliance with applicable laws and regulations
  • Respecting other guests, staff, and the surrounding environment

Check-in and check-out times may be specified separately and must be adhered to unless otherwise agreed.

6. Limitation of Liability

To the fullest extent permitted by law, Emberline Retreat and OHL Holdingy Pty shall not be liable for:

  • Loss, theft, or damage to personal belongings
  • Injury, loss, or damages not caused by proven negligence
  • Interruptions due to events beyond our control, including but not limited to weather, power outages, or government actions

Guests use the property and its facilities at their own risk.

7. Use of Website

You agree not to misuse this website, attempt unauthorized access, or engage in any activity that may harm the website or its users.

8. Collection of Personal Information

We collect and process personal information including, but not limited to:

  • Name, email address, and phone number
  • Booking details and preferences
  • Payment-related information
  • Identification documents where required by law
  • Technical data such as IP address and browsing behavior

This information may be collected directly from you or automatically through your use of our website.

9. Purpose of Data Processing

Your information is used to:

  • Process and manage bookings
  • Communicate with you
  • Provide and improve our services
  • Process payments
  • Send marketing communications where consent has been given
  • Comply with legal and regulatory obligations

10. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to ensure functionality, analyze traffic, and support marketing efforts.
This includes tools such as Google Analytics and Meta (Facebook/Instagram) Pixel.
By using our website and accepting our cookie banner, you consent to the use of these technologies. You may manage your cookie preferences through your browser or our cookie settings.

11. Sharing of Information

We may share your information with:

  • Payment providers (Paystack, Yoco, Wise, banks for EFT)
  • Booking platforms (e.g., Airbnb, Booking.com)
  • Website and IT service providers (including Wix)
  • Marketing and analytics providers
  • Legal and regulatory authorities where required

We do not sell personal data.

12. International Data Transfers

As we serve international guests, your information may be transferred and processed outside South Africa. We take reasonable steps to ensure such transfers comply with applicable data protection laws.

13. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Agreement and to comply with legal, tax, and regulatory obligations.

14. Your Rights

You may have the right to:

  • Access your personal data
  • Request correction or deletion
  • Withdraw consent
  • Object to certain processing activities

Requests may be made to:
info@emberline-retreat.com

15. Data Security

We implement appropriate technical and organizational measures to safeguard your personal information.

16. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their content or privacy practices.

17. Force Majeure

We shall not be liable for failure or delay in performance caused by events beyond our reasonable control.

18. Governing Law

This Agreement is governed by the laws of the Republic of South Africa.

19. Amendments

We reserve the right to update or amend this Agreement at any time. Continued use of the website or services constitutes acceptance of such changes.

20. Contact

For any questions or requests regarding this Agreement or your personal data, please contact:
Email: info@emberline-retreat.com
Address: Three Fountains Estate, Cape Farms, Cape Town, 7349, South Africa

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