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Booking Terms & Conditions

Please read these before confirming a booking. They form part of your agreement with us.

General & Low Season High Season Privacy Policy

How we collect, use and protect your personal information — last updated 9 August 2026

Who we are

  • This policy explains how Yellow Sands Caravan Park cc collects, uses, shares and protects your personal information. In the language of the Protection of Personal Information Act 4 of 2013 (POPIA), we are the responsible party.
  • Our address is Farm 724, East Coast Resorts Road, Kwelera, East London, Eastern Cape, 5259. Our VAT number is 4920148030.
  • Our Information Officer can be reached at info@yellows.co.za or on 043 734 3043.
  • This policy covers the www.yellows.co.za website, our booking and enquiry forms, and the messages we send you about your booking. It applies alongside our booking Terms & Conditions.

What we collect

  • When you enquire or book: your name and surname, email address, mobile number, arrival and departure dates, the number of adults, children and seniors in your party, and your vehicle registration. Depending on the form, we may also collect your caravan or trailer details, approximate setup size, and whether you are bringing a boat or an additional vehicle.
  • When you pay: the amount, date and reference of your payment. Card details are entered directly with our payment providers and are never seen or stored by us.
  • When you stay: the site you occupy, your gate access PIN, and any account or incident records relating to your stay.
  • When you message us: the content of your WhatsApp messages, emails and enquiry form submissions, and our replies.
  • When you visit the website: technical information your browser sends, including your IP address, browser type and version, the pages you view, and the date, time and duration of your visit.
  • We only ask for what we need. If you would rather not provide something, tell us — but be aware that some information is necessary before we can confirm a booking.

Why we use it, and on what basis

  • To provide what you have booked. Taking and confirming your reservation, allocating a site, issuing gate access, invoicing you and answering your questions. POPIA permits this because it is necessary to carry out the agreement between us.
  • To keep the resort safe and running. Knowing who is on the property, managing vehicle access and dealing with incidents. This is necessary for our legitimate interests in operating a secure resort.
  • To meet our legal obligations. Keeping invoices and financial records for the periods required by tax and company law.
  • To improve the website and our service. Understanding how the site is used, in an aggregated way.
  • To send you news and offers, only if you have asked for it. See Marketing below.

Booking updates by WhatsApp and SMS

  • When you book or enquire, we use the mobile number you give us to send you service messages about your booking — payment confirmations, gate access details, arrival information and changes to your reservation.
  • These are transactional messages, necessary to provide the service you have booked. They are not marketing, and we do not use your number to advertise to you.
  • WhatsApp messages are delivered through the WhatsApp Business Platform, which is operated by Meta. This means your mobile number and the content of that message are processed by Meta, and may be transferred to and stored on servers outside South Africa.
  • Booking updates are sent from a number that does not receive replies. To reach us, please message us on 061 514 6046, or email bookings@yellows.co.za.
  • You may ask us to stop sending WhatsApp notifications at any time, free of charge, by messaging or emailing us. If you do, we may need to use email or a telephone call instead for information that is essential to your booking, such as gate access.

Who we share it with

  • We do not sell your personal information, and we do not share it with anyone for their own marketing.
  • We share only what is necessary with the service providers who help us run the resort: our booking system (Checkfront), our website and email hosting (Afrihost), our payment providers, WhatsApp messaging (Meta), and our accounting and email services.
  • These providers may only use your information to perform the task we have given them, and are required to protect it.
  • We may also disclose information where the law requires it, or where it is necessary to establish, exercise or defend a legal claim.
  • We never share another guest’s details with you, and we will not share yours with another guest.

Information sent outside South Africa

  • Some of the providers above process information outside South Africa. Meta, in particular, processes WhatsApp messages on servers abroad.
  • Where that happens, we rely on the recipient being subject to laws or binding agreements that provide a level of protection substantially similar to POPIA, or on the transfer being necessary to perform our agreement with you.

How long we keep it

  • Booking and financial records: five years after the end of the relevant tax year, as required by South African tax law.
  • Enquiries that do not become bookings: up to 24 months, so we can pick up a conversation where it left off.
  • Website logs: generally no more than 12 months.
  • Marketing lists: until you unsubscribe.
  • When information is no longer needed for the purpose it was collected for, and we are not required to keep it, we delete it or remove anything that identifies you.

How we protect it

  • We use reasonable technical and organisational measures to protect your information, including encrypted connections to our website, restricted access to booking and enquiry records, and storing credentials outside publicly accessible areas of our server.
  • Access is limited to the members of our team who need it to do their job.
  • No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the Information Regulator as POPIA requires.

Your rights

  • Access. You may ask what personal information we hold about you, and ask for a copy.
  • Correction. You may ask us to correct anything inaccurate, or complete anything missing.
  • Deletion. You may ask us to delete information we no longer have grounds to keep.
  • Objection. You may object to our processing your information on grounds relating to your particular situation. You may do this free of charge, by any reasonable means — email, WhatsApp, telephone, post or in person at reception.
  • Marketing. You may withdraw consent to marketing at any time.
  • To exercise any of these, contact info@yellows.co.za. We may need to confirm your identity first, so that we do not give your information to someone else.

Marketing

  • We only send newsletters, specials and similar messages to people who have asked to receive them.
  • Every marketing message includes a way to unsubscribe, and we act on that promptly.
  • Messages about a booking you have made are not marketing, and continue regardless. See Booking updates by WhatsApp and SMS above.

Children

  • POPIA treats anyone under 18 as a child.
  • Our booking and enquiry forms are intended for adults. Where a booking includes children, the adult making the booking provides their details — and by doing so confirms they are the parent or guardian, or have that person’s permission.
  • We only collect what we need about a child: their age band, for the purposes of pricing and site occupancy limits.
  • If you believe a child has given us information without a parent or guardian’s consent, please contact us and we will remove it.

Cookies and website data

  • Cookies are small files stored on your device by the websites you visit. We use them to keep the site working properly and to understand how it is used.
  • You can accept or refuse cookies through your browser settings. If you refuse them, parts of the site may not work as intended.
  • Our booking pages are provided in partnership with Checkfront, which may set its own cookies. Please see their privacy policy for details.

Links to other websites

  • Our website links to other sites, including our booking system and mapping and directions services. Those sites are not operated by us.
  • We have no control over their content or privacy practices, and we encourage you to read their own privacy policies.

Complaints

  • If you are unhappy with how we have handled your personal information, please tell us first — email info@yellows.co.za and we will do our best to put it right.
  • You also have the right to complain to the Information Regulator (South Africa), whose complaints process is set out at inforegulator.org.za. POPIA complaints may be directed to POPIAComplaints@inforegulator.org.za.

Changes to this policy

  • We may update this policy from time to time. The date at the top of this page shows when it was last changed.
  • Where a change materially affects how we use your information, we will take reasonable steps to bring it to your attention rather than relying on this page alone.

Contact us

Anything unclear? Ask us before you book.