1. Introduction
Wild Fit Free, also referred to in this Privacy Policy as “WFF,” “we,” “us” or “our,” respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:
- Visit or use the WFF website;
- Submit an enquiry or booking application;
- Book or attend a WFF retreat;
- Complete a medical disclosure, waiver or other guest form;
- Subscribe to our mailing list;
- Communicate with us by email, telephone, WhatsApp, social media or another channel; or
- Otherwise interact with WFF.
We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable privacy and data-protection requirements.
By using our website, submitting information to us or making a booking, you acknowledge that you have read and understood this Privacy Policy.
2. WFF’s Details
For purposes of applicable data-protection legislation, the responsible party is:
Registered business name: Wild Fit Free (Pty) Ltd
Trading name: Wild Fit Free
Registration number: 2026/493649/07
Physical address: Plettenberg Bay, South Africa
Email address: hello@wildfitfree.com
Telephone number: +27 71 465 4000
3. Information Officer
WFF’s Information Officer is responsible for overseeing compliance with POPIA and responding to privacy-related requests.
Information Officer: Angelique Perkins
Email address: hello@wildfitfree.com
Telephone number: +27 72 450 8566
Privacy requests should be marked “For the Attention of the Information Officer.”
4. Personal Information We May Collect
Depending on how you interact with WFF, we may collect the following categories of personal information.
4.1 Identity and Contact Information
This may include:
- Full name and preferred name;
- Title;
- Date of birth;
- Age;
- Nationality;
- Country of residence;
- Passport or identification information;
- Residential or postal address;
- Email address;
- Telephone or mobile number; and
- Social-media contact details.
4.2 Booking and Retreat Information
This may include:
- Selected retreat and travel dates;
- Number and names of guests included in the booking;
- Room and bed preferences;
- Dietary requirements;
- Activity preferences;
- Fitness and pickleball experience;
- Special requests;
- Arrival and departure information;
- Airline and flight details;
- Transfer requirements;
- Accommodation preferences;
- Booking history; and
- Communications relating to your retreat.
4.3 Emergency Contact Information
We may collect the name, relationship and contact details of the person you nominate as your emergency contact.
By providing another person’s information, you confirm that you have their permission to provide their details to WFF for emergency and retreat-administration purposes.
4.4 Health and Medical Information
To protect guest wellbeing and assist WFF in responding appropriately during a retreat, we may collect limited health-related information, including:
- Medical conditions relevant to participation;
- Allergies;
- Dietary allergies and intolerances;
- Current medication;
- Injuries;
- Mobility limitations;
- Physical or activity restrictions;
- Relevant mental or physical health considerations;
- Emergency treatment information; and
- Any other information voluntarily disclosed in a medical form.
Health and medical information is treated as confidential and will only be accessed or shared where reasonably necessary for guest safety, retreat administration, emergency response or compliance with legal obligations.
WFF does not use medical information for marketing purposes.
4.5 Payment and Transaction Information
We may collect or receive:
- Deposit and payment records;
- Invoice details;
- Billing address;
- Payment status;
- Transaction references;
- Refund or cancellation information; and
- Limited payment information supplied by a payment processor.
Where payments are processed through a third-party payment provider, WFF may not directly receive or store your complete bank-card information. Payment providers process that information in accordance with their own terms and privacy policies.
4.6 Website and Technical Information
When you visit our website, we may automatically collect information such as:
- Internet Protocol address;
- Browser type;
- Device type;
- Operating system;
- Website pages visited;
- Date and time of visits;
- Referral source;
- General geographic location;
- Cookie identifiers; and
- Website interaction and performance information.
4.7 Marketing and Communication Information
This may include:
- Your marketing preferences;
- Mailing-list subscription status;
- Records of emails or messages sent to you;
- Responses to promotions or surveys;
- Competition entries; and
- Your engagement with WFF’s communications.
4.8 Photographs and Video Recordings
Photographers or videographers may be present during WFF retreats.
Where permitted by your consent, WFF may collect and use photographs, video footage, testimonials or audio recordings featuring guests for:
- Retreat memories and guest galleries;
- WFF’s website;
- Social-media platforms;
- Advertising and promotional materials;
- Brochures and presentations; and
- Future retreat marketing.
Where a separate media consent or release form is provided, that document will govern WFF’s promotional use of identifiable images and recordings.
5. How We Collect Personal Information
We may collect personal information:
- Directly from you through booking forms, medical forms, waivers, emails, telephone calls, WhatsApp messages or other communications;
- From another person making a booking on your behalf;
- From travel agents, referral partners or authorised representatives;
- Through our website, cookies and analytics tools;
- From payment processors;
- From accommodation, transport and activity providers where necessary for your booking;
- From public sources, where lawful and appropriate; or
- During your participation in a WFF retreat.
Where reasonably possible, we collect personal information directly from the person concerned.
6. Why We Use Personal Information
WFF may process personal information for the following purposes:
- Responding to enquiries;
- Assessing and processing retreat applications;
- Confirming availability and reservations;
- Administering deposits, invoices and final payments;
- Managing accommodation, activities, coaching, transport and meals;
- Coordinating flights and airport transfers;
- Communicating booking information and retreat updates;
- Managing dietary, accessibility and accommodation requirements;
- Supporting guest health and safety;
- Responding to emergencies;
- Contacting a guest’s nominated emergency contact;
- Managing cancellations, transfers, credits and refunds;
- Providing customer service;
- Maintaining financial, tax and business records;
- Improving our retreats, website and guest experience;
- Preventing fraud, misuse or security threats;
- Managing complaints, disputes or legal claims;
- Complying with legal and regulatory requirements;
- Sending marketing communications where permitted; and
- Promoting WFF where the guest has consented to the use of photographs, videos or testimonials.
We will not use personal information for purposes that are materially incompatible with the reason for which it was originally collected unless permitted by law or authorised by the person concerned.
7. Grounds for Processing
Depending on the circumstances, WFF may process personal information where:
- You have provided consent;
- Processing is necessary to enter into or perform a booking or other agreement with you;
- Processing is necessary to comply with a legal obligation;
- Processing protects your legitimate interests or those of another person;
- Processing is necessary for WFF’s legitimate business interests, provided those interests do not unjustifiably prejudice your privacy rights; or
- Processing is otherwise permitted by applicable law.
Where we rely on consent, you may withdraw that consent, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent will not affect processing that occurred lawfully before consent was withdrawn.
8. Medical and Special Personal Information
WFF will only collect medical and other special personal information that is reasonably necessary to:
- Assess whether reasonable arrangements are required;
- Protect the health and safety of guests;
- Facilitate dietary or accessibility requirements;
- Prepare for medical emergencies;
- Provide relevant information to medical professionals in an emergency; or
- Fulfil other lawful retreat-management responsibilities.
Access to this information will be limited to authorised WFF team members and, where necessary, relevant service providers or medical personnel.
Guests are responsible for ensuring that medical information supplied to WFF is accurate, complete and updated before the retreat begins.
Providing medical information to WFF does not replace the need to obtain professional medical advice or confirm personal fitness to travel and participate.
9. Sharing Personal Information
WFF may share relevant personal information with carefully selected third parties where reasonably necessary to arrange or deliver a retreat.
These parties may include:
- Accommodation providers;
- Safari lodges;
- Transport and transfer providers;
- Airlines or travel coordinators where applicable;
- Activity operators;
- Pickleball coaches and sporting venues;
- Tour guides;
- Restaurants, chefs and catering providers;
- Spa and wellness providers;
- Medical or emergency personnel;
- Insurance providers where instructed by the guest;
- Payment processors and financial institutions;
- Website, booking-system and technology providers;
- Accountants, auditors, insurers and professional advisers;
- Marketing and communication service providers;
- Government, law-enforcement or regulatory authorities where legally required; and
- Other suppliers necessary to fulfil your booking.
WFF will only share the information reasonably required for the particular service.
We do not sell or rent guests’ personal information to third parties.
10. International Transfer of Information
WFF welcomes international guests and may use service providers or technology platforms situated outside South Africa.
Personal information may therefore be transferred to or accessed from another country where:
- A guest resides outside South Africa;
- An international service or technology provider is used;
- Travel arrangements require communication with a supplier outside South Africa; or
- The transfer is otherwise required to administer the guest’s booking.
Where personal information is transferred internationally, WFF will take reasonable steps to ensure that the recipient is subject to appropriate privacy safeguards, contractual protections or legal requirements.
11. Marketing Communications
Where permitted by law, WFF may send information about:
- Upcoming retreats;
- New destinations;
- Special offers;
- WFF news;
- Events;
- Competitions; and
- Similar services that may interest you.
Guests may opt out of marketing communications at any time by:
- Using the unsubscribe facility in an email;
- Replying “STOP” or following the opt-out instructions provided;
- Contacting WFF directly; or
- Emailing the Information Officer.
Opting out of promotional messages will not prevent WFF from sending essential communications relating to an existing enquiry, booking, payment or retreat.
12. Cookies and Website Analytics
The WFF website may use cookies and similar technologies to:
- Enable website functionality;
- Remember visitor preferences;
- Analyse website traffic;
- Improve website performance;
- Understand how visitors use the website; and
- Support relevant advertising or marketing.
Visitors may adjust browser settings to block or delete cookies. Certain parts of the website may not function properly when cookies are disabled.
Where required, the website will provide a cookie notice or consent-management facility.
13. Information Security
WFF takes reasonable technical and organisational steps to protect personal information against:
- Loss;
- Damage;
- Unauthorised destruction;
- Unlawful access;
- Unauthorised disclosure;
- Misuse; and
- Unlawful alteration or processing.
Security measures may include:
- Access restrictions;
- Password protection;
- Secure storage systems;
- Confidentiality obligations;
- Staff and contractor controls;
- Appropriate data backups;
- Secure payment providers; and
- Procedures for responding to suspected data breaches.
Although WFF takes reasonable precautions, no website, email system or electronic transmission can be guaranteed to be completely secure.
Guests should avoid sending unnecessary medical, passport, banking or other sensitive information through unsecured communication channels.
14. Security Compromises
Where WFF has reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will take appropriate steps in accordance with applicable law.
This may include:
- Investigating and containing the incident;
- Taking steps to reduce possible harm;
- Notifying the Information Regulator where required; and
- Notifying affected individuals where required.
15. Retention of Personal Information
WFF will retain personal information only for as long as reasonably necessary to:
- Fulfil the purpose for which it was collected;
- Administer the guest relationship;
- Comply with tax, accounting and legal obligations;
- Resolve complaints or disputes;
- Establish, exercise or defend legal claims;
- Maintain appropriate business records; or
- Fulfil another lawful purpose.
Different categories of information may be retained for different periods.
When information is no longer required, WFF will take reasonable steps to delete, destroy or de-identify it securely, subject to any legal retention obligations.
16. Accuracy of Information
Guests are responsible for ensuring that the information provided to WFF is accurate, complete and current.
Please notify WFF promptly if any of the following changes:
- Contact details;
- Passport information;
- Flight information;
- Emergency contact information;
- Medical information;
- Dietary requirements; or
- Any other information relevant to your booking or participation.
17. Your Privacy Rights
Subject to applicable law, you may have the right to:
- Ask whether WFF holds personal information about you;
- Request access to your personal information;
- Request correction of inaccurate or incomplete information;
- Request deletion or destruction of information that WFF is no longer authorised to retain;
- Object to certain processing;
- Withdraw consent where processing is based on consent;
- Object to direct marketing;
- Request information about parties who have had access to your information; and
- Lodge a complaint with the Information Regulator.
Some rights may be subject to legal limitations, identity-verification requirements or lawful grounds for refusing a request.
18. Exercising Your Rights
To submit a privacy request, contact:
The Information Officer
Email: hello@wildfitfree.com
Telephone: +27 71 465 4000
Address: Plettenberg Bay
WFF may request appropriate proof of identity before providing access to or changing personal information. This is necessary to prevent information from being disclosed to an unauthorised person.
We will respond within a reasonable period and in accordance with applicable legal requirements.
19. Information About Children
WFF retreats are primarily intended for adults aged 18 years and older unless a particular retreat expressly allows younger participants.
We will not knowingly collect personal information from a child without the consent or authorisation required by law.
Where a parent or legal guardian provides information concerning a minor, that person confirms that they are legally authorised to provide the information and consent to its processing.
20. Third-Party Websites
The WFF website may contain links to external websites, booking providers, payment platforms, social-media pages or third-party services.
WFF does not control and is not responsible for the privacy practices, content or security of third-party websites. Guests should review the privacy policies of those providers before submitting personal information.
21. Social Media
Information posted publicly on WFF’s social-media pages or in public comments may be visible to other users.
Guests should avoid publishing personal, financial, passport or medical information in public social-media comments or posts.
Communications with WFF through third-party social-media platforms are also subject to the privacy terms of the relevant platform.
22. Changes to This Privacy Policy
WFF may amend this Privacy Policy from time to time to reflect:
- Changes to our services;
- Changes to our booking processes;
- New technology;
- Legal or regulatory developments; or
- Changes in the way we process information.
The updated policy will be published on the WFF website with a revised effective date.
Material changes may also be communicated directly to guests where appropriate.
23. Complaints
Guests should first direct privacy questions or complaints to WFF’s Information Officer so that we have an opportunity to investigate and respond.
You may also lodge a complaint with South Africa’s Information Regulator if you believe that your personal information has been processed unlawfully.
Information Regulator South Africa
Website: inforegulator.org.za
Complaints portal: available through the Information Regulator’s official website
24. Contact Us
Questions about this Privacy Policy or WFF’s handling of personal information may be directed to:
Wild Fit Free
Email: hello@wildfitfree.com
Telephone: +27 71 465 4000
Physical address: Plettenberg Bay, South Africa
25. Acceptance
By submitting an enquiry, completing a booking form, paying a deposit, attending a retreat or otherwise providing personal information to WFF, you acknowledge that you have read and understood this Privacy Policy.
Where consent is legally required for a particular type of processing, WFF will request that consent separately.