Privacy Notice
This notice explains how Ash River Outfitters collects, uses, shares, secures and retains personal information collected through this website and through our booking, enquiry and client-communication processes.
Who Is Responsible for Personal Information
Ash River Outfitters is responsible for the personal information collected through this website and through its booking, enquiry and client-communication processes.
- Business: Ash River Outfitters
- Address: 899 Market Street, West, Clarens, 9707, Free State, South Africa
- Email: josh@ashriveroutfitters.co.za
- Telephone and WhatsApp: +27 83 976 6173
Information We Collect
- Contact information such as a name, email address, telephone number and WhatsApp number.
- Booking information such as preferred dates, chosen activity, number of anglers, experience level and equipment requirements.
- Participant and safety information such as emergency contacts, relevant medical conditions, physical limitations and guardian details for a minor.
- Payment and transaction information such as invoice details, payment status, amount, date and payment reference. This website does not store full card details.
- Records of enquiries, booking messages, approvals, cancellations, credits, refunds and acceptance of terms.
- Photographs only where the person has agreed to the intended use.
- Technical information that may be collected by the website or approved service providers, including an IP address, device or browser information and security logs.
Why We Use Personal Information
- To answer enquiries and administer booking requests.
- To confirm availability, issue invoices, receive payments and keep transaction records.
- To prepare for guided activities, assess practical safety needs and respond to an emergency.
- To communicate preparation instructions, meeting arrangements, changes, reminders and receipts.
- To protect clients, staff, the fishery, equipment and private property.
- To comply with legal, accounting, tax, insurance and record-keeping obligations and to establish or defend legal claims.
- To maintain the security and proper operation of the website and booking system.
- To publish an identifiable client photograph only after separate permission has been obtained for that use.
Legal Grounds for Processing
Personal information is processed where it is necessary to take steps you have requested, perform the booking agreement, meet a legal obligation, protect a legitimate interest or act on valid consent. Separate consent is used where required, including the processing of a minor's information, publication of identifiable client photographs and optional direct marketing. Optional choices are never pre-selected and are recorded separately from booking and safety acceptance.
When Information Is Shared
Ash River Outfitters does not sell personal information. Information may be shared only where reasonably necessary with:
- Website, booking, hosting, email and communications providers acting on Ash River Outfitters' instructions.
- Banks or other approved payment providers needed to process and record a payment.
- Guides, landowners or access partners where limited trip information is required to operate the booked activity safely and lawfully.
- Emergency services, medical personnel or a participant's emergency contact where necessary for health or safety.
- Insurers, accountants, attorneys or other professional advisers where reasonably required.
- Public authorities where disclosure is required or authorised by law.
Any service provider that processes personal information for Ash River Outfitters must be bound by appropriate confidentiality and security obligations.
Service providers used by this website
- Website hosting, booking database and email: SA Webhosts, on servers operated for use in South Africa.
- WhatsApp messages: booking confirmations and reminders are sent as short WhatsApp summaries using WhatsApp (Meta Platforms), which may process message data outside South Africa under its own safeguards.
- Google Maps: the map on our Fly-Fishing Shop page is provided by Google, and the map on our Contact page loads only if you choose to view it.
Information About Minors and Health
Guided fishing is limited to participants aged 12 and older. A parent or legal guardian must provide and approve the information required for a participant under 18. Health, mobility and emergency information is limited to what is reasonably necessary to plan and conduct the activity safely.
How Long Information Is Kept
Personal information is kept only for as long as it is reasonably needed for the purpose for which it was collected, or for any longer period required or permitted by law, contract, insurance requirements or the establishment and defence of legal claims. When the information is no longer required, it is securely deleted, destroyed or de-identified in line with our written retention schedule.
Security and Data Incidents
Ash River Outfitters and its service providers use reasonable technical and organisational safeguards to protect personal information against loss, damage, unauthorised access and unlawful processing, including encrypted HTTPS connections, protected administrator access and secure backups. Access is limited to people who need the information for their work. If a security compromise occurs, Ash River Outfitters will follow the notification duties required by the Protection of Personal Information Act.
Your Rights
You may contact Ash River Outfitters to ask whether your personal information is held, request access to it, ask for inaccurate information to be corrected, request deletion where retention is no longer authorised, object to certain processing or withdraw consent where processing depends on consent.
You may also lodge a complaint with the Information Regulator (South Africa):
- Website: inforegulator.org.za
- Complaints: complaints.IR@inforegulator.org.za
- General enquiries: enquiries@inforegulator.org.za
- Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Cookies and Analytics
This website itself does not set cookies on its public pages and does not use analytics, advertising or social-media tracking. Fonts and images are served from our own server. The administrator area uses a strictly necessary session cookie for secure sign-in. The Fly-Fishing Shop page shows an embedded Google map, and the map on the Contact page loads only if you click "Show map". Google may set its own cookies when its map is displayed, under Google's privacy policy. If we add any non-essential technology in future, it will stay disabled until you have made a choice, and this notice will be updated.
Contact
Questions about this notice or your personal information can be sent to josh@ashriveroutfitters.co.za or WhatsApp +27 83 976 6173.