Terms and Conditions & PAIA Manual

Needles Lodge Terms and Conditions

Service Provider Details:

Needles Lodge (Cyberform Investments T/A Needles Lodge)

Address: 341 Bushpig Avenue, Marloth Park, South Africa, 1321

Registration No: 2007/044291/23 | Tax No: 7150784082

Reservations and Bookings

All reservations must be confirmed in writing.

A 50% deposit is required to secure a booking. The balance is payable upon check-out.

Provisional bookings will be held for 7 days only, after which they will be released if not confirmed.

Payment

Payments can be made by EFT, major credit cards (except AMEX and Dinners Club), or as otherwise arranged with management.

Bank charges for international transfers are the responsibility of the guest

Cancellation Policy (for direct bookings only; please refer to your online travel agents' specific conditions)

Cancellations must be made in writing.

Cancellations within 0 to 7 days of the scheduled arrival date or no-shows will result in a forfeiture of 100% of the total booking.

Cancellations within 8 to 21 days of the scheduled arrival date will incur a 75% penalty of the total booking.

Cancellations made 31 days or more prior to the scheduled arrival date will result in a 50% penalty of the total booking unless we are able to successfully resell the rooms. In such cases, a refund will be issued, minus 5% of the booking total to cover administration and banking costs. Please note that international refunds may incur additional banking charges.

WE RECOMMEND THAT YOU TO HAVE ADEQAUTE TRAVEL INSURANCE FOR CANCELATIONS

Check-In and Check-Out

Check-in is from 14h00.

Check-out is by 10h30.

Early arrivals and late departures may be accommodated if arranged in advance, subject to availability.

Children

Children 6 years and older are welcome.

Parents must supervise children at all times due to the presence of wild animals.

Children must be under parental supervision at all times, especially around wildlife and swimming pools.

Wildlife and Safety

Guests are reminded that wild animals roam freely around the lodge.

Guests are requested to exercise caution and not to approach or feed any wild animals.

Management will not accept any liability for injury, loss, or damage caused by animals.

It is advisable to consult medical professionals regarding malaria prophylaxis.

Facilities and Amenities

The use of all lodge facilities is at the guest's own risk.

Towels for swimming are provided.

Please respect fellow guests and staff by maintaining reasonable noise levels, especially after 22h00.

Force Majeure

Needles Lodge is not liable for failure to perform due to circumstances beyond its control, including (but not limited to) natural disasters, acts of God, fire, flood, pandemics, government restrictions, or power interruptions.

Liability and Risk

Guests, their dependents, and those accompanying them enter and stay at Needles Lodge entirely at their own risk.

Needles Lodge, its owners, management, and staff accept no liability for any loss, theft, injury, illness, accident, or death occurring during the guest’s stay, whether arising from wild animal activity, natural surroundings, guest behaviour, or otherwise.

Guests are specifically advised that wild animals may be present on and around the property at all times. Caution and awareness are essential.

Vehicles are parked at Needles Lodge entirely at the vehicle owner's risk. The lodge accepts no responsibility for loss of or damage to vehicles or their contents.

General Terms

Guests must comply with lodge rules and instructions from staff at all times.

Any damage caused by a guest to lodge property will be charged to the guest's account.

These Terms and Conditions are governed by the laws of the Republic of South Africa.

By confirming a reservation, guests acknowledge that they have read, understood, and agreed to these Terms and Conditions.

PAIA MANUAL

Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)

Prepared in terms of Section 51 of the Promotion of Access to Information Act.

1. COMPANY DETAILS

Business Name:
Cyberform Investments CC
Trading as Needles Safari Lodge

Registration Number:
2007/044291/23

Physical Address:
341 Bushbuck Lane
Marloth Park
1321
Mpumalanga
South Africa

Postal Address:
PO Box 520
Malelane
1321

Telephone:
079 953 7009 / 079 190 9805

Email:
[email protected]
[email protected]

Website:
www.needleslodge.com

2. INFORMATION OFFICER

Information Officer:
Denis Goffinet

Deputy Information Officer:
Lyn Lambert

Registered with the Information Regulator

Responsibilities:

Ensure compliance with PAIA and POPIA
Process access requests
Oversee protection of personal information
Maintain this manual

3. GUIDE TO PAIA

The official PAIA Guide is available from:
Information Regulator South Africa
Website: www.justice.gov.za/inforeg/

A copy of the guide is available on request from the Information Officer.

4. RECORDS AVAILABLE WITHOUT REQUEST

The following records are available without a formal PAIA request:

Information published on the website
Lodge brochures and general guest information
Marketing materials
Public policies where applicable

5. RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION

Records are held in accordance with, inter alia:

Companies Act
Income Tax Act
VAT Act
Basic Conditions of Employment Act
Labour Relations Act
Employment Equity Act
Occupational Health and Safety Act
Protection of Personal Information Act (POPIA)

6. CATEGORIES OF RECORDS HELD

6.1 Company Records

Registration documents
Financial statements
Asset registers
6.2 Financial Records

Tax returns
VAT records
Bank statements
Supplier invoices
6.3 Human Resources Records

Employment contracts
Payroll records
Leave records
6.4 Operational Records

Guest reservations
Supplier agreements
Service records
6.5 Health & Safety Records

Incident reports
Risk assessments
6.6 Environmental & Sustainability Records

Environmental plans
Compliance documentation

7. PURPOSE OF PROCESSING PERSONAL INFORMATION

Personal information is processed for:

Guest reservations and bookings
Communication with guests and agents
Employment administration
Supplier and contractor management
Financial administration
Legal and regulatory compliance

8. CATEGORIES OF DATA SUBJECTS AND INFORMATION

Guests

Name, contact details
Passport/ID details
Booking and travel information
Employees

Personal details
Payroll information
Employment records
Suppliers / Contractors

Contact details
Banking details

9. RECIPIENTS OF PERSONAL INFORMATION

Personal information may be shared with:

Transport providers and activity operators
Booking and payment platforms
Regulatory authorities (where required)
Professional advisors (accountants, auditors)
Information is only shared where necessary for service delivery or legal compliance.

10. TRANSBORDER FLOWS OF PERSONAL INFORMATION

Personal information may be processed or stored outside South Africa through the use of secure third-party systems (e.g. booking platforms, email services).

Such processing is conducted in accordance with applicable data protection requirements.

11. SECURITY MEASURES

The organisation implements appropriate technical and organisational measures, including:

Controlled access to systems
Password protection
Secure third-party platforms
Staff awareness of confidentiality

12. REQUEST PROCEDURE

Requests must be submitted in writing to the Information Officer and must include:

Contact details of requester
Description of the record requested
Reason (where applicable)

13. REQUEST FOR CORRECTION OR DELETION

Data subjects may request correction or deletion of personal information using a prescribed request form available from the Information Officer.

Requests will be processed subject to legal retention requirements.

14. OBJECTION TO PROCESSING / MARKETING

Data subjects may object to processing of personal information or withdraw consent for marketing at any time.

Marketing communications are based on opt-in consent.

15. RESPONSE TIME

Requests will be responded to within 30 days, as required by PAIA.

16. FEES

Applicable fees may be charged in accordance with PAIA regulations.

17. GROUNDS FOR REFUSAL

Access may be refused on lawful grounds including:

Protection of personal information
Commercial confidentiality
Safety and security considerations

18. COMPLAINTS

Complaints regarding personal information may be submitted to the Information Officer.

Data subjects may also lodge complaints with the Information Regulator.

19. AVAILABILITY OF THIS MANUAL

This manual is available:

At the business premises
On the website
On request from the Information Officer

20. APPROVAL

Signed: Denis Goffinet

Denis Goffinet
Information Officer

Date: 10/04/2026