Terms & Policies

Booking Terms & Conditions

These Terms & Conditions govern bookings made directly with Book-My-Space through this website (book-my-space.co.za) and any booking confirmed by us on your behalf. By making a booking, paying a deposit, or staying in one of our properties, you (the guest, on behalf of yourself and everyone in your party) agree to be bound by them.

Who you are contracting with. Book-My-Space ("we", "us", "BMS") manages and lets a portfolio of self-catering holiday properties on the KwaZulu-Natal North Coast. When you book directly with us, your booking is made with and administered by BMS as the operator responsible for your reservation, the property, and your stay. This is different from booking through a third-party platform (Airbnb, Booking.com, LekkeSlaap), where that platform's own terms also apply.

1. Reservations & Payment

1.1 A booking is provisional until we confirm it in writing and the required payment reflects in our account. A property is only held for you once confirmed — an enquiry, quote, or unpaid selection does not reserve dates.

1.2 Rates are quoted per property, per night, in South African Rand (ZAR), and are shown to you at the time of booking. Rates are dynamic and may change until a booking is confirmed. The rate that applies to your stay is the one shown and confirmed at the time of booking.

1.3 To secure certain bookings we may require a deposit at the time of booking, with the balance payable by the date shown during checkout (typically before arrival). Where a booking is made close to the arrival date, full payment may be required upfront. The specific amounts and due dates that apply to your booking are shown to you before you pay.

1.4 Card payments are processed securely by PayFast, our third-party payment provider. We do not receive or store your full card details — these are handled by PayFast under their own security standards. Where EFT / bank transfer is offered, your dates are held on a provisional basis and are only confirmed once we receive proof of payment or the funds reflect. Provisional holds expire automatically if payment is not received by the stated time.

1.5 It is your responsibility to ensure the booking details (property, dates, guest numbers, contact details) are correct before you pay. We are not liable for losses arising from incorrect information you provide.

2. Cancellations & Refunds

2.1 If you need to cancel, notify us in writing (email or via your booking contact) as soon as possible. The date we receive your written notice is the date used to calculate any refund.

2.2 Unless a different policy is shown to you at the time of booking, the following tiered cancellation scale applies:

2.3 Where a specific property or promotional rate carries its own cancellation terms, those terms are shown to you during booking and take precedence over the scale above for that booking.

2.4 Approved refunds are paid to the bank account from which payment was made (or as otherwise agreed), less any non-refundable third-party transaction fees, within a reasonable period after cancellation is confirmed.

2.5 We do not charge blanket non-refundable terms; this tiered scale is intended to be fair to both parties and consistent with the Consumer Protection Act.

3. Breakage & Damage

3.1 Guests are responsible for the property and its contents during their stay, and for the conduct of everyone in their party.

3.2 A refundable breakage/damage deposit may be required for certain bookings, as shown at the time of booking. Where a deposit is held, it is refunded after departure once the property has been inspected and found in order, less the cost of any breakages, damage, missing items, extra cleaning, or unpaid charges.

3.3 Where damage or loss exceeds any deposit held, you remain liable for the shortfall. We will provide an itemised account, and you authorise us to recover the outstanding amount, including (where necessary) through your payment card on file, the Small Claims Court, or a debt-collection process. Fair wear and tear is excluded.

4. Arrival & Departure

4.1 Standard check-in and check-out times are shown in your booking confirmation and stay guide. Early check-in or late check-out is subject to availability and prior arrangement, and may carry a charge.

4.2 Check-in instructions and access details are provided ahead of arrival. Please follow them, and contact us if anything is unclear.

5. Occupancy & House Rules

5.1 The property may only be occupied by the number of guests confirmed in the booking. Additional guests, day visitors, events, or parties are not permitted without our prior written consent and may result in additional charges or termination of the stay without refund.

5.2 Guests must respect the property, neighbours, and any complex or estate rules (including noise, visitor, and access rules). Smoking, and pets, are only permitted where a property is expressly designated as allowing them.

5.3 Please treat the property as you would your own home, and follow the guidance in your stay guide, including instructions for leaving the unit at check-out.

6. Parking & Access

6.1 Parking is provided as described for each property. Vehicles and their contents are left entirely at the owner's / guest's own risk, and we are not liable for loss of or damage to any vehicle or its contents.

7. Security & Personal Belongings

7.1 Guests are responsible for securing the property (locking doors and windows, activating alarms where provided) and for their own personal belongings.

7.2 We do not accept liability for theft of, loss of, or damage to guests' personal property during a stay, except to the extent such loss is caused by our gross negligence. Guests are encouraged to hold their own travel/contents insurance.

8. Electricity, Water & Load-Shedding

8.1 Our properties are subject to South Africa's electricity and water supply conditions, including Eskom load-shedding and municipal water interruptions, which are outside our control.

8.2 Interruptions to electricity or water supply are not grounds for a refund or reduction in the booking amount. Where a property has backup power or water (e.g. inverter, gas, tank), it is provided as a convenience and may have capacity limits; we do not guarantee uninterrupted supply.

9. Liability & Indemnity

9.1 Guests use the property and its facilities (including pools, stairs, appliances, and outdoor areas) at their own risk.

9.2 To the maximum extent permitted by law, we are not liable for any injury, death, loss, or damage suffered by any guest or visitor during or in connection with a stay, save where caused by our gross negligence or wilful misconduct. You indemnify us against claims arising from your party's use of the property.

9.3 Where we are found liable despite the above, our total liability is limited to the amount you paid us for the booking in question.

10. Force Majeure & Incapacity

10.1 We are not liable for any failure or delay in providing a booking caused by events beyond our reasonable control — including natural disasters, extreme weather, fire, flood, epidemic, civil unrest, infrastructure or utility failure, or government action. Where a stay cannot proceed for such reasons, we will work with you in good faith on a suitable alternative or a fair resolution.

11. Complaints

11.1 If anything is not right during your stay, please contact us immediately so we can try to resolve it while you are still with us. Complaints raised only after departure are much harder to address. We aim to resolve issues fairly but cannot guarantee a particular outcome.

12. General

12.1 Governing law. These Terms are governed by the laws of the Republic of South Africa, and any dispute is subject to the jurisdiction of the South African courts.

12.2 Consumer Protection Act. Nothing in these Terms is intended to limit or exclude any right you have under the Consumer Protection Act 68 of 2008 that cannot lawfully be limited or excluded.

12.3 Variation. We may update these Terms from time to time. The version that applies to your booking is the one in force at the time you book. The current version is always published on this page.

12.4 Severability & entire agreement. If any provision is found unenforceable, the rest remain in force. These Terms, together with your booking confirmation and any property-specific terms shown at booking, form the entire agreement between us regarding your stay.

Privacy Policy

Book-My-Space respects your privacy and is committed to protecting your personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA). This section explains what personal information we collect, why, how we use and protect it, who we share it with, and the rights you have.

It applies to book-my-space.co.za and to the personal information we process when you enquire, book, stay, or otherwise interact with us. It does not cover third-party websites or platforms (such as Airbnb, Booking.com, or LekkeSlaap) that have their own privacy policies.

1. What information we collect

Depending on how you interact with us, we may collect:

• Contact and booking details — your name, email address, phone number, and the details of your booking (property, dates, number of guests, and any special requests).
• Enquiry details — information you submit through our website enquiry forms.
• Payment information — booking amounts and payment status. Card payments are processed by PayFast; we do not receive or store your full card number or CVV. Where you pay by EFT, we may see your proof of payment and the account name used.
• Messages and communications — the content of messages you send us, including via WhatsApp, email, or our website. Where you send us a WhatsApp voice note and we transcribe it to assist you, that transcription is generated on request to handle your query.
• Reviews — any review or feedback you choose to give us about your stay (voluntary — see section 6).
• Technical information — basic information collected automatically when you visit the site, such as your device type, browser, and general usage, used to keep the site working and improve it (see section 7).

We aim to collect only what we need. We do not ask for your passport or ID number to make a standard booking.

2. Why we use your information (purpose & lawful basis)

We process your personal information to:

• take, confirm, and manage your booking, and provide your stay (including check-in instructions and your stay guide);
• take and reconcile payment, and manage deposits and refunds;
• communicate with you before, during, and after your stay, and respond to enquiries and support requests;
• meet our legal, accounting, and tax obligations; and
• protect our rights and property, and prevent fraud or misuse.

Our lawful bases under POPIA include performance of your booking (contract), our legitimate business interests, compliance with the law, and — where required, such as for marketing — your consent.

3. Marketing

We will only send you marketing communications (for example, offers or news about our properties) where you have agreed to receive them, or where the law otherwise permits it for existing customers. You can opt out at any time using the unsubscribe link in our emails or by contacting us. Opting out of marketing does not affect messages we need to send you about a booking you have made.

4. Who we share your information with

We do not sell or rent your personal information. We share it only as needed to run our business, with:

• Property owners and our operational staff, to the extent needed to prepare for and service your stay;
• Service providers ("Operators") who process data on our behalf under confidentiality obligations, including:
  • PayFast — payment processing;
  • Supabase — database and file storage for our booking platform;
  • Vercel — website and application hosting;
  • Resend — sending transactional emails;
  • Telegram / WhatsApp (Meta) — messaging and internal booking alerts;
  • PriceLabs — rate and availability management;
• Professional advisors (such as our accountant) and authorities, where required by law, regulation, legal process, or to protect our rights.

Some of these providers may store or process information outside South Africa. Where that happens, we take reasonable steps to ensure your information continues to receive a level of protection consistent with POPIA.

5. How we protect and retain your information

5.1 We take appropriate, reasonable technical and organisational measures to keep your information secure and to guard against loss, unauthorised access, or disclosure. No system is perfectly secure, but we work to protect information in our control. If a breach affecting your information occurs, we will notify you and the Information Regulator as required by law.

5.2 We keep your personal information only for as long as necessary for the purposes above, or as required by law (for example, tax and accounting records must be kept for a set period). When it is no longer needed, we securely delete or de-identify it.

6. Reviews

After your stay we may invite you to review your experience. Reviews are always voluntary. If you choose to submit a review, you agree that we may publish it (typically with your first name) on our website and marketing to help future guests. You confirm the review is your own and does not infringe anyone's rights. You can ask us to remove a published review at any time.

7. Cookies and analytics

Our website uses cookies and similar technologies to make the site work, remember your preferences, and understand how the site is used so we can improve it. We may use analytics tools for this purpose. You can control or disable cookies through your browser settings, though some features may not work correctly if you do.

8. Your rights

Under POPIA you have the right to:

• access the personal information we hold about you;
• request that we correct or update inaccurate or incomplete information;
• request that we delete information we no longer have a lawful basis to keep;
• object to processing in certain circumstances, and withdraw consent to marketing;
• complain to us, and to the Information Regulator.

To exercise any of these rights, contact our Information Officer using the details above. To lodge a complaint with the regulator:

9. Changes to this policy

We may update this policy from time to time. The current version is always published on this page, with the "last updated" date shown above.

10. Contact us

For any privacy question or request, contact our Information Officer at info@book-my-space.co.za or +27 63 696 3281.

Website Use & Disclaimer

This section sets out the terms on which you may use the Book-My-Space website (book-my-space.co.za) and important disclaimers about its content. By using this website, you agree to these terms.

1. Using this website

1.1 You may use this website for legitimate personal, non-commercial purposes — browsing our properties, making and managing enquiries and bookings, and reading our content.

1.2 You may not use this website to:

• do anything unlawful, harmful, or fraudulent;
• post or transmit content that is offensive, defamatory, infringing, or false;
• harvest names, email addresses, or phone numbers for marketing or any database;
• interfere with the website's operation, security, or availability, or attempt to gain unauthorised access to any part of it; or
• introduce any virus, malicious code, or automated scraping tool.

1.3 You are responsible for keeping any access details or booking links we send you secure, and for the accuracy of the information you provide to us.

2. Accuracy of content

2.1 We take reasonable care to keep the information on this website — property descriptions, photographs, rates, and availability — accurate and up to date. However, content may occasionally contain errors or become out of date.

2.2 Rates and availability shown on the website are a guide and are subject to change until a booking is confirmed. The rate and terms that apply to your booking are those confirmed to you at the time of booking (see the Booking Terms & Conditions above).

2.3 Photographs and descriptions are intended to represent each property fairly, but small differences may exist. If anything is unclear before you book, please ask us.

3. Guest reviews and submissions

3.1 If you submit a review, comment, or other content to us or through this website, you confirm it is your own and does not infringe anyone else's rights, and you grant us permission to publish and use it (typically with your first name) on our website and marketing. You can ask us to remove your published review at any time. See the Privacy Policy above for how we handle this.

4. Intellectual property

4.1 This website and its content — including its design, text, photographs, graphics, logos, and the Book-My-Space name and branding — belong to us or our licensors and are protected by law. You may view and download parts of the site for your own private, non-commercial use only. You may not otherwise copy, reproduce, republish, adapt, or use our content or branding without our prior written permission.

5. Third-party links

5.1 This website may link to third-party websites (for example, our payment provider or listing platforms). We provide these links for convenience and do not control or take responsibility for those websites, their content, or their privacy practices.

6. Availability of the website

6.1 We aim to keep the website available and working, but we do not guarantee that it will be uninterrupted or error-free. We may change, suspend, or remove the website or any of its features at any time. We are not liable for any loss arising from the website being unavailable, or from hacking, outages, or the actions of our hosting or service providers.

7. Disclaimer & limitation of liability

7.1 The website is provided on an "as is" basis. To the maximum extent permitted by law, we make no warranties about the website or its content beyond those that cannot lawfully be excluded.

7.2 We are not liable for any loss or damage arising from your use of, or inability to use, this website, or from your reliance on its content, except to the extent such loss is caused by our gross negligence or wilful misconduct, or cannot lawfully be excluded. Nothing here limits any right you have under the Consumer Protection Act 68 of 2008 that cannot lawfully be limited.

8. General

8.1 These terms are governed by the laws of the Republic of South Africa. We may update them from time to time, and the current version is always published on this page.