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Privacy Policy

How we collect, use and protect your personal information

Effective Date: 15 April 2026

Introduction

The Nicol Hotel & Conference Centre ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard your personal information when you visit our website, make a reservation, or interact with us in any way.

This policy is issued in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African data protection legislation.

Who We Are

The Nicol Hotel & Conference Centre is the responsible party for the purposes of POPIA.

 

Contact Details:

Corner of Nicol Road and Skeen Boulevard, Bedfordview, Gauteng, South Africa, 2000

Email: info@thenicol.co.za

Phone: +27 10 023 0504

Information We Collect

We may collect the following categories of personal information:

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Information You Provide Directly

  • Full name, email address and phone number

  • Billing and payment information

  • Booking preferences and special requests

  • Identification documents where required by law (e.g. FICA compliance)

  • Communications you send us via email, phone or contact forms

 

Information We Collect Automatically

  • IP address and browser type

  • Pages visited and time spent on site

  • Referring website or search terms

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Information from Third Parties

  • Booking platform referrals

  • Social media interactions where you engage with our pages

  • Device type and operating system

Information We Collect

We use your personal information for the following purposes:

  • Processing and managing your reservation or enquiry

  • Communicating with you about your booking

  • Processing payments securely

  • Sending you information about our services that you have requested

  • Complying with our legal obligations under South African law

  • Improving our website and services through analytics

  • Sending marketing communications where you have consented to receive them

  • Detecting and preventing fraud or security incidents

Legal Basis for Processing

Under POPIA, we process your personal information on the following grounds:

  • Contract - processing is necessary to fulfil your booking or service agreement

  • Legal obligation - processing is required to comply with applicable law

  • Legitimate interest - for website analytics, fraud prevention and service improvement

  • Consent - for marketing communications and cookies (where applicable)

Sharing Your Information

We do not sell your personal information. We may share it with:

  • Payment processors and banking partners for transaction processing

  • IT service providers supporting our website and reservation systems

  • Law enforcement or government bodies where required by law

  • Professional advisors such as lawyers and auditors

 

All third parties are required to process your data securely and in accordance with applicable law.

Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and reporting obligations. Booking records are retained for a minimum of 5 years in line with South African tax and consumer legislation.

Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

  • Request access to the personal information we hold about you

  • Request correction of inaccurate or outdated information

  • Request deletion of your information (subject to legal retention obligations)

  • Object to the processing of your information for direct marketing

  • Lodge a complaint with the Information Regulator of South Africa

 

To exercise any of these rights, please contact us at the details below. We will respond within 30 days as required by POPIA.

Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure or destruction. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

Cookies

Our website uses cookies. Please refer to our separate Cookie Policy for full details on how we use cookies and your options for managing them.

Changes to This Policy

This Privacy Policy may be updated from time to time. Any changes will be posted on this page with a new effective date. This policy was last updated on 15 April 2026.

Contact Us

For any questions or concerns regarding this Privacy Policy or your personal information, please contact:

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The Nicol Hotel & Conference Centre

Corner of Nicol Road and Skeen Boulevard, Bedfordview, Gauteng, South Africa, 2000

Email: info@thenicol.co.za

Phone: +27 10 023 0504

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