Privacy notice

Draft for review. Items marked to confirm need the owner's decision before launch.

Coastal Preferred Escapes is operated by Cabana Mio Accommodation Management Company (Pty) Ltd (2022/755624/07), 159 Beach Road, Athlone Park, Amanzimtoti, the responsible party under the Protection of Personal Information Act, 2013 (POPIA). Information Officer: name and email to confirm.

What we collect

• Contact details you give us: name, email and phone number.
• Your application: the package and payment option you choose, the number of adults and children, the family who will use the holidays, a preferred first week, and anything you tell us in your message.
• Membership details once you join: named beneficiaries, holiday bookings and payment records needed to run your membership.
• Whether you asked to receive news and offers by email (optional, separate from your application).
• If you talk to Pearl, our voice assistant: a written transcript of the conversation (see below).
• If you become a member: your membership number, band, payment reference, the payments we receive, your holiday and bonus-night bookings, and a short history of changes our office makes to your record.
• When you sign in to the member area: a one-time sign-in link (we store only a scrambled copy of it) and a secure cookie that keeps you signed in for 30 days. It is used only to sign you in.
• If you send a testimonial: your words, star rating, first name, town and email. We publish only the words, rating, first name and town, and only with your permission; your email stays private.
• Basic, anonymous website statistics, only once analytics are switched on (consent approach to confirm).

We never ask for ID numbers or banking details on this website, and no payment is taken here.

Pearl, our voice assistant

Pearl is an AI assistant that answers questions about the membership by voice and can start an application for you. When you talk to Pearl:

• Your microphone opens only after you press the microphone button, and closes when you end the call or leave the page. "Mute" stops the microphone completely.
• Your voice is sent to Google's Gemini service, which turns it into text and produces Pearl's spoken answers. Google processes it to provide that service.
• We do not keep a recording of your voice. We do keep a written transcript of the conversation (what you and Pearl said), so our team can follow up on your questions and check that Pearl answered correctly. Only our membership team can read it, and you can ask us to delete it.
• Pearl only sends an application after she has read your details back to you, spelled your email address back, and you have said yes to the details and, separately, to this privacy notice. What is sent is the same as the online form: your name, phone, email, band, payment option, preferred week and any notes.
• Pearl can make mistakes. We confirm everything with you in writing before anything is signed or paid.

Why we use it

• To answer your questions and process your application.
• To send you the membership agreement, your personal payment reference and booking confirmations.
• To run your membership, payments and bookings.
• To send you membership news and open weeks, only if you agree. You can unsubscribe at any time.

Who helps us (operators)

We share information only with service providers who help us run the website and the membership, and only as much as they need:

• Email delivery of forms and applications (Resend).
• Secure storage of applications, enquiries, Pearl transcripts and member records (payments and bookings), so our team can manage them (Supabase).
• Voice processing for Pearl (Google Gemini).
• Website hosting (host to confirm at launch).
• Maps on the family days-out pages load map tiles from OpenStreetMap servers, which see your internet address, as any website does.
• Our booking system and, once chosen, our debit-order provider.

Some of these providers process information outside South Africa. We use providers that protect personal information to a standard comparable to POPIA. We never sell your information.

How long we keep it

Application and enquiry details are kept for period to confirm, e.g. 12 months if you do not join, and Pearl transcripts for period to confirm, e.g. 6 months. Membership and payment records are kept for the membership term and as long as the law requires afterwards.

Your rights

You may ask to see, correct or delete your information, or object to its use, by emailing info@cabanamio.co.za. You may also complain to the Information Regulator of South Africa (inforegulator.org.za).

Keeping it safe

Your information is stored securely, seen only by the people who need it to run your membership, and kept only as long as described above.

Last updated 20 October 2026.