Who we are and how to contact us
Waterberg D&D organises Dungeons & Dragons weekends and camping experiences near Vaalwater, Limpopo, South Africa. The responsible party for the personal information described here is Waterberg D&D.
Business / postal address: Plot 142, Groenfontein 141 KR, Vaalwater, Limpopo, 0510, South Africa
Privacy contact: Chris at Waterberg D&D on WhatsApp +27 66 217 1037 for privacy questions, access requests or stopping email updates.
What this policy covers
This notice explains how we use personal information when you enquire, book, stay on the farm or use the guest portal. We aim to handle information in accordance with South Africa’s Protection of Personal Information Act, 2013 (POPIA).
Acknowledging this policy does not give blanket consent to every possible use of information. Booking administration, legal record-keeping and optional marketing have distinct purposes. Marketing is a separate, voluntary choice.
Information we use
We use the information you give us directly, information supplied by the person arranging your group booking, and records generated when you use the service. Depending on your interaction, this may include:
- Your name, email address and correspondence.
- Weekend bookings, attendance, accommodation or extra selections, charges, payment amounts, dates, references and payment source. Payment-card credentials are not requested by the guest portal.
- Versions of agreements you accept, acceptance times, photo permissions and email preferences. Consent audit records may include your IP address.
- Login times, email-verification and temporary sign-in-token records, session cookies and limited security/server logs.
- Photographs associated with a weekend and your permissions concerning them.
- Dietary, accessibility or other practical information you choose to discuss with the host. Please share only what is needed to arrange your visit; another guest’s information should be supplied with their knowledge and appropriate authority.
Why we use it
We use relevant information to respond to enquiries, arrange and deliver your weekend, administer bookings and payments, provide email-link sign-in, communicate practical changes, keep accounts and agreement records, manage photo permissions, and protect the service from misuse.
We use information where necessary to take steps you request, perform a booking, meet legal obligations or pursue appropriate operational/security interests. Where a particular use requires consent, we ask for it separately. We limit access and collection to the purpose concerned.
Your name and email are needed to provide a guest account and sign-in links. Information needed for your booking must be available to deliver that booking. Without it we may be unable to provide the relevant service. Optional marketing and promotional-photo permission are not conditions of booking or portal access.
Optional email updates
The separate, unticked email-updates checkbox asks whether you want Waterberg D&D to use your email to send news, future weekend dates and offers. Leaving it unticked means no subscription. Accepting this policy alone does not subscribe you.
You can stop marketing at any time through the portal’s stop-updates button or by contacting us above, without affecting your booking or necessary service messages. Marketing emails must identify Waterberg D&D and provide a way to stop them. We do not treat a new privacy-policy acceptance as renewed marketing consent. Sign-in links, booking arrangements and necessary service notices are separate from marketing.
Photographs
Photo permissions are managed separately from this notice. Accepting the privacy policy or subscribing to emails does not authorise promotional use of your image. Ask the host before photographing others, and contact us about a photo permission or removal request. We will consider the request and any relevant record-keeping obligations.
Who may receive information
The host and authorised staff may use information needed to organise your visit. Hosting, email, payment or other service providers may process information to provide their service. Advisers, authorities or emergency responders may receive relevant information where justified for the purpose concerned. We do not sell guest contact lists.
WhatsApp, D&D Beyond and other third-party services you choose to use have their own privacy terms. Our pages may load fonts from Google Fonts and photographs from the original Waterberg D&D website, which involves ordinary connection information such as your IP address being sent to those servers.
Some providers may process information outside South Africa. Before arranging such a transfer, we need an appropriate basis and safeguards under POPIA, such as adequate protection, suitable contractual commitments or another permitted ground.
Cookies and security
The guest portal uses necessary session and security cookies for sign-in and form protection. It stores hashed, short-lived sign-in tokens rather than passwords. Keep emailed sign-in links private. The current application does not include an advertising tracker; external services and any future optional analytics need their own appropriate notices and choices.
We use reasonable technical and organisational safeguards appropriate to the information and risk. No system is immune from misuse. We will assess suspected compromises and notify the Information Regulator and affected people where POPIA requires it.
Retention
We retain information for the purpose for which it is needed and for applicable legal, accounting, dispute and audit obligations, rather than indefinitely by default. Different records need different periods. Expired sign-in links cannot be used; account, payment and agreement records may need to remain longer. We will consider deletion or restriction requests against those purposes and obligations. When no longer needed, information should be deleted, securely destroyed or de-identified as appropriate.
Your rights and choices
You may ask what personal information we hold about you, request access, correction or deletion where applicable, object to relevant processing, and withdraw consent for a consent-based use. These rights are subject to lawful limitations, including records we must retain. We may reasonably verify your identity before disclosing or changing account information. Contact us using the details above to make a request; we will explain the process and any lawful fee where relevant.
You may raise a concern directly with us or lodge a complaint with the Information Regulator (South Africa), including through its eServices portal. General contact: enquiries@inforegulator.org.za or +27 10 023 5200. POPIA complaints: POPIAComplaints@inforegulator.org.za. You do not have to resolve a complaint with us before approaching the Regulator.
Children
A parent, guardian or other competent person should contact the host before supplying a child’s personal information or arranging their participation. We do not invite children to independently provide sensitive information, marketing consent or promotional-photo permission through this portal.
Changes to this policy
We publish a new version when this notice changes. The portal records which version you accept and when. If your accepted version is no longer current, you will be asked to review the latest notice before using your account. Your existing email-updates preference is preserved unless you choose to stop updates.