Effective Date: 1 June 2026
Responsible Party: Magnolia Wellness Villa, 51 Capricorn Drive, Lone Hill Ext 14, 2092
Magnolia Wellness Villa ("Magnolia", "we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and all applicable South African data protection legislation.
1. Information We Collect
We may collect the following categories of personal information:
- Identity information: name, surname, date of birth, gender
- Contact information: phone number, email address, physical address
- Health information: allergies, medical conditions, pregnancy status, and other health-related details relevant to your treatment (collected via intake forms with your explicit consent)
- Payment information: transaction records processed through our payment gateway (PayFast). We do not store your credit card numbers on our systems
- Treatment preferences: preferred practitioner, treatment history, product preferences, care preferences (quiet, conversational, guided)
- Communication records: messages exchanged via WhatsApp, email, or phone regarding bookings
2. How We Use Your Information
We use your personal information for the following purposes:
- Processing and confirming treatment bookings
- Providing safe and personalised wellness treatments
- Processing payments and issuing receipts
- Sending booking confirmations, reminders, and after-care instructions
- Managing your membership and loyalty benefits
- Responding to enquiries and providing customer support
- Sending marketing communications (only with your explicit opt-in consent)
- Improving our services and understanding client preferences
- Complying with legal and regulatory obligations
3. Legal Basis for Processing
We process your personal information based on one or more of the following lawful grounds under POPIA:
- Consent: You have given us specific consent (e.g., for marketing communications, health information collection)
- Contract: Processing is necessary to fulfil a booking or service agreement
- Legitimate interest: Processing is necessary for our legitimate business operations, provided your rights are not overridden
- Legal obligation: Processing is required to comply with applicable law
4. Health Information
Certain treatments (acupuncture, IV drips, chemical peels, microneedling, pregnancy massage) require us to collect health-related information. This special personal information is:
- Collected only with your explicit written consent via treatment intake forms
- Used solely for ensuring your safety during treatment
- Accessible only to the practitioner performing your treatment and authorised management
- Stored securely and retained only as long as necessary
- Never shared with third parties except where required by law
5. Sharing of Information
We do not sell, rent, or trade your personal information. We may share your information with:
- Payment processors: PayFast, for secure transaction processing
- Communication platforms: WhatsApp Business, for booking confirmations and reminders
- Legal authorities: Where required by law, court order, or regulatory obligation
- Professional advisors: Accountants, legal advisors, and auditors bound by confidentiality
6. Data Security
We implement reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, destruction, or alteration. These include:
- Encrypted payment processing via PayFast (PCI-DSS compliant)
- Access controls limiting who can view your records
- Secure storage of physical intake forms
- Regular review of security practices
7. Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Generally:
- Client records and treatment history: duration of the client relationship plus 5 years
- Payment records: 5 years (as required by tax legislation)
- Marketing consent records: until consent is withdrawn
- Health intake forms: duration of the client relationship plus 5 years
8. Your Rights Under POPIA
You have the right to:
- Access: Request confirmation of what personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Objection: Object to the processing of your personal information for direct marketing
- Withdraw consent: Withdraw previously given consent at any time
- Complaint: Lodge a complaint with the Information Regulator if you believe your rights have been infringed
9. Marketing Communications
We will only send you marketing messages (promotions, specials, wellness tips) if you have explicitly opted in. Transactional messages (booking confirmations, appointment reminders, after-care instructions) are not marketing and will be sent as part of our service to you. You may opt out of marketing at any time by:
- Replying STOP to any marketing message
- Contacting us at info@magnoliawellnessvilla.com
- Informing reception at your next visit
10. Cookies and Website Analytics
Our website may use essential cookies to enable the shopping cart and checkout functionality. We do not use tracking cookies or third-party advertising pixels. Your browsing data is not sold or shared with advertisers.
11. Children
We do not knowingly collect personal information from persons under the age of 18 without parental or guardian consent. Minors must be accompanied by a parent or legal guardian for all treatments.
12. Changes to This Policy
We may update this privacy policy from time to time. The updated version will be posted on this page with a revised effective date. Material changes will be communicated via email or prominent notice on our website.
13. Contact Us
For any privacy-related queries, requests, or complaints, please contact:
Magnolia Wellness Villa
51 Capricorn Drive, Lone Hill Ext 14, 2092
Phone: +27 63 412 7156
Email: info@magnoliawellnessvilla.com
Information Regulator (South Africa)
Website: inforegulator.org.za
Email: complaints.IR@justice.gov.za
