Privacy Policy

This privacy policy forms part of our web usage terms & conditions. If you do not agree with any term of this privacy policy, you must cease use of CozyStays’ websites immediately. You can also contact us if you would like further insight into how we collect, use, and secure the data acquired through our websites.

Welcome to CozyStays’ Privacy Policy

This Privacy Policy (“policy”) sets out the basis on which CozyStays collects, uses, and shares the data that we receive from users of our websites and online applications. We take the privacy of our users seriously and recommend that you read this policy carefully. By using CozyStays’ website at www.cozystays.co.za, associated websites, landing pages, and applications, you agree to be bound by this policy.

Our travelers come from many different countries, and in recognition of this, we endeavor to process all data in accordance with internationally accepted best practices and compliance regulations. We regularly review our compliance with this policy and will contact any individual who submits a formal complaint to attempt to resolve their concerns.

Please note that by using our websites (as a user browsing the websites), you are consenting to our collection and use of your information as outlined in this policy. If you have any concerns about the use of your information or the contents of this policy, please feel free to contact us.

Notice at Collection

The CCPA requires businesses to give consumers certain information in a “notice at collection,” listing the categories of personal information businesses collect about consumers and the purposes for which this information is used.

The remainder of this page outlines the types of information that CozyStays collects about our website users and clients, and how this information is used.

Data Collected

We distinguish in this policy between ‘personal data’ (data that is required to facilitate international travel) and ‘non-personal data’ (data regarding usage of the websites, and de-identified information extracted from the websites for analysis). We collect both personal and non-personal data through our websites and through third parties, either automatically or by your providing this information to us during inquiries, signing up for our newsletter, or during the consultation phase to help us improve the information we will be providing you with.

1. User Notifications:

1.1 Failure to provide requested information may impair our ability to provide professional advice when curating and sharing proposed travel itineraries.

1.2 You will need to ensure that your personal information submitted to us is accurate and up-to-date.

1.3 You are responsible for any third-party information obtained, published, or shared through the websites, and you consent to only use or share this third-party data with the third party’s consent.

2. Personal Data:

2.1 We collect and store the personal information that you may provide to us through our websites when you inquire with us, update or change your information with us, or make use of our services.

2.2 We also collect and store information in relation to your travel itinerary, travel preferences, and particulars of those traveling with you, for example through communications, surveys, and other data submitted by you.

2.3 Anyone involved with the processing, transmission, or storage of card data must comply with the Payment Card Industry Data Security Standards (PCI DSS). Flywire undergoes an annual SOC II and PCI DSS review to help ensure that Flywire handles customer data securely and in compliance with all applicable laws, including but not limited to GDPR, PIPEDA, FERPA, GLBA, and other data protection laws. CozyStays does not collect or store any credit card or account details.

3. Non-personal Data:

3.1 In addition to personal data, we also store non-personal data, which cannot be used to identify our users. The kinds of non-personal data that we collect include de-identified data about usage of our websites.

3.2 We also make use of cookies or similar tracking tools to identify website users and remember their preferences for the purpose of providing a better user experience and service, and marketing/advertising our services online.

How We Share Information

We use several external parties to assist us in processing personal data for the above purposes, and they may hold this personal data on their own servers for these purposes. We may share the information we obtain with:

• Service Providers: We engage various third parties to provide services or handle transactions on our behalf, such as payment card processing, email distribution, list processing, postal mailing, cloud computing, analytics, digital content performance measurement, ad serving, and managing sweepstakes, contests, promotions, or events. These service providers use the information we provide to them as necessary or appropriate for the performance of their services.
• Advertisers, Advertising- and Marketing-Related Service Providers and Partners: We may provide your information to advertisers, advertising agencies, ad networks, ad exchanges, marketing businesses, technology vendors, and other entities that create, deliver, and assess advertising or marketing campaigns, including interest-based ads.
• Content Measurement Companies: We and third parties seek to measure the performance of our content. To achieve this, we may include third-party measurement software in our services to enable market research or to measure digital and video content consumption.
• Social Media Platforms: If you interact with social media widgets, share content using social media share buttons, or access features of the Digital Services that contain content or features provided by Social Media Platforms, the relevant Social Media Platforms may collect information. We encourage you to review the privacy policies of the Social Media Platforms that you engage with as we are not responsible for their privacy practices.
• Business Partners: We may provide your information to business partners including, without limitation, joint marketing partners and content sponsors, for various purposes. For example, we may partner with a third party to offer products or services on a co-branded, co-sponsored, or cross-promotional basis that involves the sharing of information.

If you would like access to a full list of our service providers, please contact us. We are not responsible for, nor do we endorse the privacy practices of these external third parties.

Cookies and Similar Technologies

A cookie is a small piece of code that is installed in your web browser by a website that you visit. They help the website remember information about your visit and assist in making the website, and advertisements that you encounter while browsing, more relevant to you. We’ve provided some further detail on cookies below to clarify how and why we use them.

1. Technical cookies and cookies serving aggregated statistical purposes:

1.1 Activity necessary for the functioning of the service: Our websites use cookies to save your session and to carry out other activities for the websites’ operations.

1.2 Activity regarding the savings of preferences, optimization, and statistics: Our websites use cookies to save browsing preferences and optimize your browsing experience.

2. How can I manage the installation of cookies?

2.1 You can manage preferences for cookies directly from within your own browser and prevent websites from installing them. Through your browser preferences, it is also possible to delete cookies installed in the past. It is important to note that by disabling all cookies, the functioning of the websites may be compromised. You can find information about how to manage cookies in your browser using the following links: Mozilla Firefox, Apple Safari, Google Chrome, and Microsoft Internet Explorer.

2.2 In the case of third-party cookies, you can exercise your right to withdraw from their tracking activity by utilizing the information provided in that third party’s privacy policy on their website, by clicking the opt-out link (if provided), or by contacting that third party.

2.3 If you would like to go deeper into behavioral advertising and cookies, we find the website at Your Online Choices to be a helpful information source (particularly for users residing in the European Union). This service advises you on how to select your tracking preferences for most advertising tools.

2.4 Given the relative complexity linked to the identification of technologies based on cookies and their very close integration with the operation of the internet, you are encouraged to contact us should you wish to receive any further information on the use of cookies themselves and any possible use of them (for example, by a third party) carried out through the websites.

Use of Non-Personal Data

We use your non-personal data for purposes like product improvement, internal reporting, analytics, performing statistical analyses of collective behavior of our users, measuring demographics and interests, and for other legitimate business purposes. We will take all reasonable steps to properly de-identify all information that is stored and analyzed as non-personal data. This non-personal data may also be shared with current and future partners and service providers (since there is no prejudice to our users from the disclosure of this non-personal information).

Use of Personal Data

Except as set out in this policy or specifically agreed by you, we won’t disclose your personal data that we receive through the websites. In general, we will always aim to de-identify the information that we store (as non-personal information), but some information will still need to be attached to your name or email address (as personal information), for reasons listed below, and with the aim of supporting personalized and customized experiences and journeys. We work hard to ensure that access to a traveler’s information doesn’t disadvantage or prejudice our travelers.

The ways in which (and the purposes for which) we use personal data are described in further detail below:

• Verifying identity.
• Contacting you for the purpose of:
  • Marketing,
  • Advising you on travel information and options,
  • Assisting you to complete your bookings and reservations with us, with the aim of keeping travelers informed and providing on-the-go support and information.
  • Other legitimate business purposes, and all communications with you for these purposes will be kept on record.
• For analytics purposes (and product improvement more generally), including:
  • Analyzing client characteristics, demographics, activities, and behaviors on our websites and applications allowing us to continually improve our service, and tailor our information offering, promotional content, and advertising.
  • Analyzing our clients’ and users’ travel preferences and experiences to improve the overall experience for our clients.
  • Contacting you to notify you of any product improvements or updates that may be of interest to you (for example, if you were to inquire about traveling to Italy, we may contact you in the future to update you about new places to visit in Italy).
• Facilitating bookings, reservations, and payments for travel itineraries:
  • Storing client contact details, preferences, and other profile information, to support clients in finalizing their travel arrangements and itineraries.
  • Contacting clients to obtain further information and communicate relevant information to them about their upcoming travel plans.
  • Assisting with visa and related travel requirements, and storing client passport and other personal details securely.
  • Completing client bookings and providing necessary data to third-party booking engines, airlines, hotels, car rentals, insurance companies, and other travel service providers, where necessary for the processing of bookings and reservations.

International Users

Our digital services are governed by and operated in accordance with the laws of the United States. CozyStays makes no representation that the digital services are governed by or operated in accordance with the laws of any other nation. If you are located in the European Union, Canada,

or anywhere else outside of the United States, please be aware that information we collect may be transferred to and processed in the United States. By using our services or providing us with any information, you consent to the transfer, processing, and storage of your information in the United States. You acknowledge that the privacy laws of the United States may be different from those in your country of residence.

Security of Your Information

We implement and maintain reasonable security measures to protect the information we collect and store. These measures include administrative, technical, and physical safeguards designed to protect against unauthorized access, disclosure, use, and modification of the information we collect. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee the absolute security of your information. If you have any questions about security on our website, you can contact us directly.

Children’s Privacy

Our websites and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently received personal information from a child under the age of 13, we will delete such information from our records.

Your Privacy Rights

1. Access and Correction:

1.1 You have the right to request access to the personal data we hold about you. You also have the right to request the correction of inaccurate or incomplete personal data.

2. Data Portability:

2.1 In certain circumstances, you have the right to request that we provide your personal data to you, or to another organization, in a structured, commonly used, and machine-readable format.

3. Right to Object:

3.1 You have the right to object to our processing of your personal data where we are relying on a legitimate interest (or those of a third party), and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.

4. Right to Restrict Processing:

4.1 You have the right to request that we restrict the processing of your personal data in certain circumstances, such as if you contest the accuracy of the personal data, or if you object to our processing of your personal data.

5. Right to Erasure:

5.1 In certain circumstances, you have the right to request that we erase your personal data. This is also known as the “right to be forgotten.”

6. Withdrawal of Consent:

6.1 Where we are relying on consent to process your personal data, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

7. Exercising Your Rights:

7.1 If you wish to exercise any of these rights, please contact us at the details provided below. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).

Contact Us

If you have any questions about this privacy policy, the practices of our websites, or your dealings with us, you can contact us at:

• Email: info@cozystays.co.za
• Phone: +27 67 311 1590

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we update this policy, we will revise the “Last Updated” date at the top of this page and post the new policy on our website. We encourage you to review this policy periodically to stay informed about our collection, use, and sharing of your information. Your continued use of our services following the posting of changes to this policy will signify your acceptance of those changes.

Thank you for trusting CozyStays with your personal data. We are committed to protecting your privacy and providing you with the best travel experience possible.

Date of last amendment: 6th May 2024