Privacy Policy
Last updated: 18 October 2026
This notice explains how Clarens Xtreme handles personal information for website enquiries, adventure bookings, group activities and related services under the Protection of Personal Information Act 4 of 2013 (POPIA). Personal information includes information about an identifiable living person and, where applicable, an identifiable existing organisation. This notice explains our processing; it does not treat browsing the website as consent to every use of your information.
This notice explains how Clarens Xtreme handles personal information for website enquiries, adventure bookings, group activities and related services under the Protection of Personal Information Act 4 of 2013 (POPIA). Personal information includes information about an identifiable living person and, where applicable, an identifiable existing organisation. This notice explains our processing; it does not treat browsing the website as consent to every use of your information.
Who is responsible for your information?
Clarens Xtreme is the adventure and team-building business responsible for the customer information described in this notice. Email az.oc.emertxsneralc@ofni or telephone +27 71 758 1778. Our physical address is 531 Sias Oosthuizen Street, Clarens, Free State, South Africa.
Please address privacy requests to the Information Officer, Clarens Xtreme, using the email address above.
Please address privacy requests to the Information Officer, Clarens Xtreme, using the email address above.
Information we collect
Our contact and booking forms collect first and last names, telephone numbers, email addresses, your selected activities or enquiry category, and your message. Correspondence and subsequent booking arrangements may also include dates, group sizes, participant details, quotations, payment references and transaction records.
For a particular activity, we may need relevant age, guardian, emergency-contact or safety information. Health information is requested only where necessary for a defined safety or participation purpose. Please do not send identity documents, card details or detailed medical records through the general enquiry form.
Website and security systems may process IP addresses, browser or device information, requested pages, timestamps and form-security signals. See our cookie policy for details of the services involved.
For a particular activity, we may need relevant age, guardian, emergency-contact or safety information. Health information is requested only where necessary for a defined safety or participation purpose. Please do not send identity documents, card details or detailed medical records through the general enquiry form.
Website and security systems may process IP addresses, browser or device information, requested pages, timestamps and form-security signals. See our cookie policy for details of the services involved.
Where information comes from
We receive information directly from you through forms, email, telephone calls or in-person arrangements. A parent, guardian, school, employer or group organiser may supply necessary information on your behalf. If you provide someone else’s information, make sure you are authorised to do so, tell them why it is needed and share this notice with them.
Why we use information and the lawful grounds
We use relevant information to answer enquiries, provide prices, arrange and confirm bookings, communicate activity requirements, administer payments, deal with cancellations or complaints, support participant safety, protect the website and meet legal obligations.
Depending on the purpose, ordinary personal information is processed with consent, to take steps you request before a contract or perform a contract, to comply with law, or for a legitimate interest recognised by section 11 of POPIA. A legitimate interest must be balanced against your rights. The additional rules for children’s and health information apply separately; a booking contract alone does not remove those protections.
Depending on the purpose, ordinary personal information is processed with consent, to take steps you request before a contract or perform a contract, to comply with law, or for a legitimate interest recognised by section 11 of POPIA. A legitimate interest must be balanced against your rights. The additional rules for children’s and health information apply separately; a booking contract alone does not remove those protections.
Required and optional information
Form fields marked as required are needed to deal with that request. Other information is voluntary unless a specific legal obligation or necessary safety requirement is explained to you. If essential contact, booking or eligibility information is missing, we may be unable to respond, confirm a booking or safely provide a particular activity. We will explain any additional information required for your selected activity.
Children, school groups and health information
A parent, legal guardian or another legally competent person should arrange enquiries and bookings involving children under 18. Children’s personal information requires the prior consent of a competent person unless a specific exception in section 35 of POPIA applies. A group organiser must ensure that the necessary authority and parent or guardian permissions are in place.
Health information is special personal information. Where it is necessary for safe participation or an emergency, it must be handled with valid consent or another authorisation permitted by POPIA, limited to what is relevant, and shared only with people who need it for that purpose. Please discuss sensitive safety needs directly with our team.
Health information is special personal information. Where it is necessary for safe participation or an emergency, it must be handled with valid consent or another authorisation permitted by POPIA, limited to what is relevant, and shared only with people who need it for that purpose. Please discuss sensitive safety needs directly with our team.
Who may receive information
Relevant information may be shared with authorised staff, activity instructors and people helping administer your booking; website, hosting, form, email and security service providers; payment service providers when you make a payment; and professional advisers, insurers or authorities where necessary and lawful. Emergency responders may receive information needed to assist a participant.
Service providers processing information for us must act within their authorised purpose and appropriate confidentiality and security requirements. We do not sell or rent customer personal information.
Service providers processing information for us must act within their authorised purpose and appropriate confidentiality and security requirements. We do not sell or rent customer personal information.
Website providers and overseas processing
Our website uses WordPress and Elementor, Fluent Forms for enquiries, Wordfence for security and Cloudflare Turnstile to help protect forms against automated abuse. The contact page includes Google Maps. These providers may receive technical information when their services run.
Some providers may process information outside South Africa. Such transfers must meet section 72 of POPIA, for example through adequate legal or contractual protection, valid consent or another permitted ground. Extra requirements may apply to children’s or special personal information. Contact us for information about a particular provider or transfer. Read our Cookie Policy for browser-related processing.
Some providers may process information outside South Africa. Such transfers must meet section 72 of POPIA, for example through adequate legal or contractual protection, valid consent or another permitted ground. Extra requirements may apply to children’s or special personal information. Contact us for information about a particular provider or transfer. Read our Cookie Policy for browser-related processing.
How long information is kept
Information is kept only as long as reasonably needed for the purpose for which it was collected, unless a longer period is required or permitted by law. Booking and payment records may be needed for tax or accounting obligations; safety and incident records may be needed for insurance or legal claims. Enquiries are retained for a justified response and follow-up period. When continued retention is no longer justified, records should be securely deleted, destroyed or de-identified. A minimal record of a marketing objection may be kept so that your choice is respected.
Security and security incidents
We use reasonable technical and organisational safeguards appropriate to the information and risks, including website security controls and restrictions on access. Personal information should be available only to people who need it for an authorised purpose.
Where there are reasonable grounds to believe that an unauthorised person has accessed or acquired personal information, we will investigate and notify the Information Regulator and affected people as required by section 22 of POPIA, as soon as reasonably possible in the circumstances.
Where there are reasonable grounds to believe that an unauthorised person has accessed or acquired personal information, we will investigate and notify the Information Regulator and affected people as required by section 22 of POPIA, as soon as reasonably possible in the circumstances.
Marketing choices
Sending an enquiry or requesting a booking does not automatically subscribe you to promotional messages. Electronic direct marketing requires consent unless the limited existing-customer exception in section 69 of POPIA applies. Where that exception is used, you must be offered an opportunity to object when your details are collected and in each marketing message.
You may object to marketing or withdraw marketing consent at any time by using the message’s opt-out facility or contacting us. This will not prevent necessary communications about an enquiry, booking or legal matter.
You may object to marketing or withdraw marketing consent at any time by using the message’s opt-out facility or contacting us. This will not prevent necessary communications about an enquiry, booking or legal matter.
Photographs and video
An identifiable photograph or recording can be personal information. A booking request is not permission to use a participant’s image for advertising. If identifiable photographs or video are proposed for promotional use, separate, informed permission must be obtained, including appropriate permission from a competent person for a child. Please raise any photography preferences with our team.
Your POPIA rights
Subject to lawful limits, you may ask whether we hold your personal information and request access; ask for inaccurate information to be corrected; request deletion or destruction where retention is no longer authorised; object to processing on the grounds available under POPIA; withdraw consent for future consent-based processing; and complain to the Information Regulator. Withdrawing consent does not make earlier lawful processing unlawful.
Send requests to our Information Officer using the contact details above. We may reasonably verify your identity and authority before releasing or changing records. If an access request requires a prescribed form, fee or procedure under POPIA or the Promotion of Access to Information Act, we will explain it.
Send requests to our Information Officer using the contact details above. We may reasonably verify your identity and authority before releasing or changing records. If an access request requires a prescribed form, fee or procedure under POPIA or the Promotion of Access to Information Act, we will explain it.
Complaints and the Information Regulator
You may contact us about a privacy concern, and you may complain directly to the Information Regulator without first obtaining our permission.
Information Regulator (South Africa)
Website: inforegulator.org.za
POPIA complaints: az.gro.rotalugerofni@stnialpmoCAIPOP
Telephone: 010 023 5200
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
The Regulator publishes complaint procedures and prescribed forms on its website.
Information Regulator (South Africa)
Website: inforegulator.org.za
POPIA complaints: az.gro.rotalugerofni@stnialpmoCAIPOP
Telephone: 010 023 5200
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
The Regulator publishes complaint procedures and prescribed forms on its website.
Changes to this notice
We may update this notice when services, processing practices or legal requirements change. The date above identifies the current version. A change to this notice does not by itself authorise a new processing purpose that requires separate notice or consent.
Read the Protection of Personal Information Act, our Cookie Policy and our Disclaimer and Activity Information.
Read the Protection of Personal Information Act, our Cookie Policy and our Disclaimer and Activity Information.