Travel Information & Policies

1. Definitions

In these Terms and Conditions, the following definitions apply:

• "Booking" means any reservation, purchase, or arrangement made through the Company for travel-related products or services.
• "Client" means the person(s) making the booking and all members of the travelling party.
• "Company" means Proven Golf And Tours, its directors, shareholders, employees, agents, and representatives.
• "Force Majeure Event" means any event beyond the Company's reasonable control, including but not limited to natural disasters, war, civil unrest, terrorism, pandemics, government actions, or industrial disputes.
• "Services" means travel arrangements, tours, accommodation, transport, activities, and any other services arranged by the Company.
• "Supplier" means any third-party provider of services, including airlines, hotels, tour operators, transport providers, activity operators, and other service providers.
• "Travel Documents" means all documents required for travel, including passports, visas, health certificates, and insurance documentation.

2. Booking and Contract Formation

2.1 Booking Process — A binding contract between the Client and the Company is formed when: (i) The Company issues a written booking confirmation; and (ii) The required deposit or full payment has been received by the Company. The Company reserves the right to decline any booking at its sole discretion without providing reasons.

2.2 Booking Authority — The person making the booking warrants that they are at least 18 years of age, have legal capacity to enter into this agreement, and are authorised to make the booking on behalf of all members of the travelling party. The lead traveller accepts these Terms on behalf of all travellers and is responsible for ensuring all party members comply.

2.3 Accuracy of Information — The Client is responsible for ensuring that all information provided at the time of booking is accurate and complete, including names (as they appear on passports), travel dates, contact details, and any special requirements. The Company accepts no liability for any loss or additional cost incurred as a result of incorrect information provided by the Client.

3. Pricing and Payment

3.1 Quoted Prices — All prices are quoted in South African Rand (ZAR) as standard. At the Client's request, and where operationally practical, the Company may provide a quote in an alternative currency of the Client's choosing. Where a quote is provided in a currency other than ZAR, it is provided for the Client's convenience only and is based on the exchange rate prevailing at the time of quotation. The ZAR amount remains the binding contract amount. The Company accepts no liability for any gain or loss arising from exchange rate fluctuations between the date of quotation and the date of payment. Prices are based on the costs prevailing at the time of quotation, including exchange rates, fuel costs, government taxes and levies, and Supplier costs. Prices are subject to change prior to confirmation of booking.

3.2 Deposit — A non-refundable deposit of 40% of the total booking value per person is required at the time of booking to secure the reservation. This deposit is used to secure key supplier commitments including hotel blocks, golf course tee times, and transport arrangements, all of which require upfront payment to third-party suppliers. Payment of the deposit constitutes acceptance of these Terms and Conditions.

3.3 Balance Payments and Tiered Payment Schedule — The remaining balance of 60% of the total booking value, after payment of the deposit, may be settled in accordance with the following tiered payment schedule, based on the number of days remaining until the departure date:

• Bookings made 121 or more days before departure: 40% deposit at booking; 30% of total booking value due 90 days before departure; final 30% due 60 days before departure.
• Bookings made 61 to 120 days before departure: 40% deposit at booking; remaining 60% due in full 60 days before departure.
• Bookings made 31 to 60 days before departure: 50% of total booking value due at booking; remaining 50% due 30 days before departure.
• Bookings made 30 days or fewer before departure: Full payment (100%) is required at the time of booking. No instalment plan is available.

The applicable payment schedule will be confirmed in the booking confirmation issued by the Company. All payments must be received in cleared funds by the due dates specified. The Company will issue payment reminders via email and WhatsApp prior to each due date as a courtesy; however, it remains the Client's sole responsibility to ensure timely payment regardless of whether a reminder is received.

3.4 Late and Missed Payments — If any instalment or balance payment is not received by the due date: the full outstanding balance shall become immediately due and payable; the Company reserves the right to treat the booking as cancelled by the Client, in which case the cancellation fees set out in Section 5 will apply; the Company may, at its sole discretion and without obligation, offer a payment extension of up to 7 days, subject to a late payment administration fee of R500 per occurrence; any Supplier costs or penalties incurred as a result of late payment shall be for the Client's account.

3.5 Price Variation — After a deposit has been paid but before full payment, the Company reserves the right to pass on increases in costs resulting from: changes in exchange rates; increases in Supplier costs, including airline fuel surcharges or accommodation rates; new or increased government taxes, levies, or fees. If the price increase exceeds 10% of the original quoted price, the Client may cancel the booking and receive a full refund of monies paid, excluding any non-refundable third-party costs already incurred.

3.6 Accepted Payment Methods — The Company processes all bookings and payments through WeTravel, a secure international travel payment platform. Payment details and a direct payment link will be provided on the invoice issued to the Client. WeTravel supports payment in multiple currencies and the following payment methods: Visa, Mastercard, and American Express (credit and debit cards); Google Pay and Apple Pay; International bank transfer (EFT). All payments must be made in cleared funds. Where the Client has been quoted in an alternative currency by prior written agreement, the ZAR value stated in the booking confirmation is the binding contract amount. Any currency conversion fees, exchange rate differences, or international transaction charges are for the Client's account and are not the responsibility of the Company.

4. Amendments and Changes

4.1 Client-Requested Amendments — Requests for changes to a confirmed booking must be made in writing. The Company will endeavour to accommodate amendments but cannot guarantee that changes can be made. An administration fee of R500 per amendment per person will be charged, in addition to any costs imposed by Suppliers. Amendments may be treated as a cancellation and rebooking, in which case cancellation charges will apply.

4.2 Company-Initiated Changes — The Company reserves the right to make necessary alterations to itineraries, accommodation, transport, or other arrangements prior to or during travel. In the event of a significant change, the Company will notify the Client as soon as possible. A significant change includes, but is not limited to: a change in departure date of more than 24 hours; a change in departure or arrival airport or port; a significant change in accommodation to a lower standard; a change in the main destination. In the event of a significant change, the Client may accept the change, accept an alternative offered by the Company, or cancel and receive a refund of monies paid, less any non-recoverable third-party costs.

4.3 Minor Changes — The Company reserves the right to make minor changes to itineraries without prior notice. Minor changes do not give rise to any right of cancellation or compensation.

5. Cancellation Policy

5.1 Client Cancellation — All cancellations must be made in writing to the Company. The date of cancellation is the date on which the Company receives the written notice. The following cancellation fees apply:

• 91 days or more before departure: Loss of deposit (40% of total booking value); remainder refunded
• 61 to 90 days before departure: 50% of total booking value is non-refundable
• 31 to 60 days before departure: 75% of total booking value is non-refundable
• 30 days or less before departure, or no-show: 100% of total booking value — no refund

5.2 Third-Party Supplier Cancellation Policies — Where the Company has booked services on the Client's behalf through third-party Suppliers, those Suppliers' own cancellation and refund policies apply directly and in full to the Client. In many cases, third-party Supplier cancellation policies are more restrictive than the Company's own schedule. Examples include: non-refundable hotel room rates, which may carry a 100% cancellation penalty from the time of booking; golf course tee times, which are commonly non-refundable within 14 to 30 days of the scheduled round; transport and charter bookings, which frequently require full pre-payment and carry no refund on cancellation; and airline tickets booked on the Client's behalf, which are subject to the relevant airline's fare rules. Where a Supplier's cancellation fee exceeds the Company's own cancellation tier, the Supplier's cancellation terms shall take precedence, and the Client shall be liable for the full amount of any non-recoverable costs imposed by that Supplier. The Company will communicate any such Supplier-specific restrictions to the Client in writing at the time of booking. The Client's acceptance of the booking constitutes acceptance of the applicable Supplier terms. The Company strongly recommends that all Clients purchase comprehensive travel insurance, including cancellation cover, at the time of deposit payment to protect against potential losses arising from both the Company's and Suppliers' cancellation policies.

5.3 Company Cancellation — The Company reserves the right to cancel any booking at any time due to Force Majeure Events, insufficient participant numbers, safety concerns, or other circumstances beyond its control. Where the Company cancels for reasons other than Force Majeure or the Client's default, the Company will offer an alternative booking of comparable value or a full refund of monies paid.

5.4 Non-Refundable Items — The following are non-refundable under any circumstances: Booking deposit; Administration and amendment fees; Travel insurance premiums; Visa and passport fees; Any item or service specifically noted as non-refundable at the time of booking.

6. Travel Insurance

6.1 Mandatory Requirement — Comprehensive travel insurance is MANDATORY for all bookings made through the Company. Clients must obtain travel insurance that provides, at a minimum, cover for: Medical expenses and emergency evacuation; Trip cancellation, curtailment, and interruption; Loss or delay of baggage and personal belongings; Personal liability; Accidental death and disability.

6.2 Insurance Declaration — By proceeding with a booking, the Client confirms that they have or will obtain adequate travel insurance prior to departure. The Company strongly recommends purchasing insurance at the time of booking.

6.3 No Liability Without Insurance — The Company accepts no responsibility for any costs, losses, or claims arising from a Client's failure to obtain adequate travel insurance.

7. Liability and Limitation of Liability

7.1 Company Role — The Company acts as an agent for various Suppliers, including airlines, hotels, tour operators, ground handlers, and activity providers. The Company does not own, operate, or control the facilities, equipment, or services provided by Suppliers. The Company is not liable for acts, omissions, defaults, or negligence of any Supplier.

7.2 Exclusion of Liability — To the fullest extent permitted by applicable law, the Company, its directors, shareholders, officers, employees, agents, and contractors are not liable for: Any death, personal injury, illness, or loss suffered by any Client, howsoever caused, unless directly caused by the Company's proven negligence; Any loss, damage, delay, or other irregularity caused by events outside the Company's control, including Force Majeure Events; Any act or omission of any Supplier; Any additional costs incurred by the Client as a result of travel disruptions, cancellations, or delays by Suppliers; Loss of enjoyment, loss of opportunity, or consequential loss of any kind; Loss or theft of personal belongings, money, passports, or travel documents; Any inaccuracy in information provided by the Client; Any failure by the Client to comply with health, safety, visa, or entry requirements.

7.3 Limitation of Compensation — Where the Company is found liable, the maximum compensation payable by the Company shall not exceed the total amount paid by the Client for the affected booking, excluding any insurance proceeds.

8. Force Majeure

The Company shall not be liable for any failure or delay in the performance of its obligations under these Terms arising from a Force Majeure Event. Force Majeure Events include, but are not limited to: Acts of God, including earthquakes, floods, fires, storms, and natural disasters; Epidemics, pandemics, or outbreaks of infectious disease; War, invasion, armed conflict, terrorism, sabotage, or civil unrest; Government actions, border closures, travel advisories, or sanctions; Industrial disputes, strikes, or labour actions not involving the Company's employees; Technical or mechanical failure of aircraft, vessels, or vehicles operated by third-party Suppliers; Any other event beyond the Company's reasonable control. In the event of a Force Majeure, the Company will use reasonable endeavours to minimise the impact on the Client's booking and will advise the Client of available options. The Company shall not be obliged to refund any sums already paid where such sums have been disbursed to Suppliers and cannot be recovered.

9. Client Responsibilities

9.1 Travel Documents and Entry Requirements — The Client is solely responsible for ensuring that all Travel Documents are valid and appropriate for the intended journey. This includes: ensuring that passports are valid for at least 6 months beyond the date of return; obtaining all necessary visas, permits, and travel authorisations; complying with all health and vaccination requirements of destination countries. The Company provides general guidance on travel document requirements but does not accept liability for any loss arising from the Client's failure to comply.

9.2 Health and Fitness — The Client is responsible for disclosing any medical conditions, disabilities, or dietary requirements that may affect their travel experience or that of other travellers at the time of booking.

9.3 Conduct — The Client must conduct themselves in a manner that does not endanger, disturb, or cause offence to other travellers, Supplier staff, or any third party. The Company and its Suppliers reserve the right to exclude any Client from a tour or service where the Client's conduct is deemed threatening, abusive, or disruptive. In such cases, no refund will be given for unused services.

9.4 Compliance with Laws — The Client must comply with the laws, customs, foreign exchange regulations, and drug laws of all countries visited.

10. Health and Safety

The safety and wellbeing of our Clients is of the utmost importance. The Client agrees to: follow all safety instructions provided by the Company, its staff, or Suppliers at all times; not participate in any activity that exceeds their fitness, health, or ability level; disclose any pre-existing medical conditions that could affect participation in activities; use all safety equipment as directed; seek medical advice prior to travel if undertaking adventure activities or travel to areas with significant health risks. The Company reserves the right to remove any Client from an activity or tour if participation poses a risk to the Client or others.

11. Complaints and Dispute Resolution

11.1 On-Trip Complaints — Any complaint or problem arising during travel must be reported immediately to the local Company representative, tour leader, or Supplier concerned, to allow the opportunity to resolve the issue.

11.2 Post-Trip Complaints — Any complaint not resolved during travel must be submitted in writing to the Company within 30 days of the return date. The Company will acknowledge receipt within 2 business days and endeavour to resolve the matter within 14 business days.

11.3 Governing Law — These Terms and Conditions shall be governed by and construed in accordance with the laws of the Republic of South Africa. Any dispute shall be subject to the exclusive jurisdiction of the courts of the Republic of South Africa, with the Western Cape High Court (Cape Town) having primary jurisdiction.

12. Protection of Personal Information (POPI Act Compliance)

The Company is committed to protecting the personal information of its Clients in accordance with the Protection of Personal Information Act, 4 of 2013 ("POPI Act") and all applicable data protection legislation.

12.1 Information Officer — The Company has designated an Information Officer as required by the POPI Act. The Information Officer can be contacted at info@provengolf.co.za.

12.2 Personal Information Collected — The Company collects personal information that is necessary for the performance of the booking contract and the provision of travel and golf services. This includes: full name, identity or passport number, and date of birth; contact details including email address, telephone number, and physical address; payment and financial information, processed via WeTravel; travel document details including passport numbers and expiry dates; health, dietary, or accessibility requirements disclosed by the Client; photographs, video footage, or other media captured during tours or events (subject to Section 14); communication records including emails and WhatsApp correspondence; behavioural and preference data arising from the Client's interaction with the Company and its services.

12.3 Lawful Basis for Processing — The Company processes personal information on the following lawful bases: performance of contract; legal obligation; legitimate interest; and consent where the Client has provided specific, voluntary, and informed consent for processing purposes beyond the above.

12.4 Purpose of Processing — The Company processes personal information for: processing bookings and providing contracted services; communicating booking confirmations and travel documentation; sharing information with third-party Suppliers as necessary to fulfil the booking; complying with legal and regulatory obligations; responding to queries, complaints, and data subject requests; internal business intelligence and data analytics (subject to consent); direct marketing (subject to consent); and commercial data sharing with selected third-party partners (subject to explicit opt-in consent).

12.5 Retention of Personal Information — Booking and financial records will be retained for a minimum of 5 years after the travel date, in accordance with tax and financial reporting obligations. Marketing consent records will be retained for as long as the consent remains valid or until withdrawn. Health and special requirement information will be deleted or de-identified within 12 months of the completion of the relevant travel booking. Photographic and media content will be retained for marketing purposes until the opt-out right is exercised in terms of Section 14. Upon expiry of the applicable retention period, personal information will be securely destroyed, deleted, or de-identified in a manner that prevents its reconstruction.

12.6 Business Intelligence and Data Analytics — By making a booking, the Client consents to the Company processing their personal information for internal business intelligence and data analytics purposes. This includes analysing booking patterns, customer preferences, destination popularity, and service performance to improve the Company's offerings. Where possible, data used for analytics will be aggregated or de-identified. The results of data analytics will not be published in any form that identifies individual Clients without their express consent. The Client may withdraw consent to analytics processing at any time by written notice to info@provengolf.co.za.

12.7 Direct Marketing — In accordance with section 69 of the POPI Act, the Company may process the personal information of existing Clients for the purpose of direct marketing of its own travel and golf products and services. The Company will only send direct marketing communications by electronic means (email or WhatsApp) where the Client has consented or has not objected. Marketing communications will always include a clear opt-out mechanism. To opt out at any time, Clients may reply "OPT OUT" or "UNSUBSCRIBE" to any marketing communication, send a written opt-out request to info@provengolf.co.za, or complete and return the opt-out section in the consent declarations below.

12.8 Commercial Data Sharing — Explicit Opt-In Required — The Company may, from time to time, wish to share Client personal information with carefully selected third-party commercial partners (such as travel insurance providers, equipment brands, golf destination operators, or hospitality partners) for the purpose of those partners marketing their products or services to Clients. The Company will NOT share identifiable Client personal information with any third-party commercial partner unless the Client has provided separate, specific, and voluntary opt-in consent via the Commercial Data Sharing declaration below. Refusing consent has no effect on the Client's booking or the services provided. Where consent is given, the Company will only share data with partners who have agreed in writing to process such data in accordance with the POPI Act, and will ensure any international data transfers comply with section 72 of the POPI Act. Consent may be withdrawn at any time by written notice to info@provengolf.co.za.

12.9 Third-Party Processors (Operators) — The Company uses WeTravel for payment processing and itinerary management. WeTravel is an "operator" under the POPI Act and processes personal information on the Company's behalf. The Company takes reasonable steps to ensure that all operators maintain appropriate security measures, process data only for authorised purposes, and notify the Company immediately of any data breach. The Company is not responsible for the independent privacy practices of third-party Suppliers (such as hotels, airlines, and golf courses) once personal information has been shared with them for the purposes of fulfilling the booking. Clients are encouraged to review the privacy policies of such Suppliers.

12.10 Security Safeguards — The Company maintains appropriate technical and organisational security measures to protect personal information. In the event of a data breach, the Company will notify the Information Regulator and affected data subjects as required by section 22 of the POPI Act.

12.11 Data Subject Rights — In terms of the POPI Act, Clients have the following rights regarding their personal information: the right to be notified when personal information is being collected (s.18); the right to request confirmation of and access to personal information held about them (s.23); the right to request correction or deletion of inaccurate, excessive, or unlawfully obtained personal information (s.24); the right to object to processing on reasonable grounds (s.11(3)); the right to opt out of direct marketing at any time (s.69); the right to withdraw consent to analytics or commercial data sharing at any time; and the right to submit a complaint to the Information Regulator. To exercise any right, submit a written request to the Information Officer at info@provengolf.co.za. The Company will respond within 30 days.

12.12 Information Regulator — Clients who believe their personal information rights have been infringed may submit a complaint to the South African Information Regulator: Website: www.inforegulator.org.za | Email: inforeg@justice.gov.za | Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 | P.O. Box 31533, Braamfontein, Johannesburg, 2017.

13. Intellectual Property

All content, branding, itineraries, and materials provided by the Company are the intellectual property of the Company and may not be reproduced, distributed, or used without the Company's prior written consent.

14. Photographs and Media Consent

The Company may take photographs or video footage during tours and activities for promotional and marketing purposes. By making a booking, the Client consents to the Company's use of such images for promotional purposes. Clients who do not wish to be photographed or filmed must notify the Company in writing prior to departure.

15. Third-Party Suppliers

The Company works with a range of third-party Suppliers to provide services to Clients. The Company makes every reasonable effort to select reputable and reliable Suppliers but cannot guarantee the standard, safety, or performance of any Supplier. Each Supplier's own terms and conditions will apply to the services they provide, in addition to these Terms.

16. Indemnity

The Client agrees to indemnify and hold harmless the Company, its directors, shareholders, employees, agents, and Suppliers from and against any claims, damages, losses, costs (including legal fees), and expenses arising out of or in connection with: the Client's breach of these Terms and Conditions; the Client's negligence, wilful misconduct, or illegal activity; inaccurate or incomplete information provided by the Client; the Client's failure to obtain adequate travel insurance; any claim made by a member of the Client's travelling party.

17. General Provisions

17.1 Entire Agreement — These Terms and Conditions, together with any booking confirmation, constitute the entire agreement between the Client and the Company and supersede all prior representations, discussions, or agreements.

17.2 Severability — If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

17.3 Waiver — No failure or delay by the Company in exercising any right under these Terms shall constitute a waiver of that right.

17.4 Variation — The Company reserves the right to amend these Terms and Conditions at any time. The Terms in force at the time of booking confirmation shall apply to the relevant booking.

17.5 Notices — All notices under these Terms must be in writing and sent to the Company at the address or email address set out below.

18. Company Contact Details

Client Acknowledgement and Acceptance

1. Who We Are

Trading Name: Proven Golf & Tours

Legal Entity: DJT Dynamic Systems (Pty) Ltd

Company Registration Number: 2025/968959/07

Website: www.provengolf.co.za

Email: info@provengolf.co.za

Mobile / WhatsApp: +27 68 146 4534

Business Address: 6 Barkly Way, Edgemead, 7441, Cape Town, South Africa

In this Privacy Policy, "Proven Golf & Tours", "Proven", "we", "us" and "our" refer to Proven Golf & Tours, operated by DJT Dynamic Systems (Pty) Ltd.

2. Scope of this Policy

This Privacy Policy applies to personal information processed by Proven Golf & Tours when you:

• Visit or use our website;
• Submit a contact form, enquiry form, booking brief, event brief or tour planning form;
• Request a quotation, proposal, itinerary or consultation;
• Communicate with us by email, telephone, WhatsApp, social media or other channels;
• Subscribe to newsletters, updates, offers or marketing communications;
• Book or participate in any travel, golf, tourism, concierge, event or related service arranged by us;
• Appear in photographs, videos, testimonials, reviews or other media connected to our services; or
• Interact with us as a supplier, partner, prospective customer, customer, traveller or representative of a group.

This Policy should be read together with our Booking Terms and Conditions, Website Terms of Use and Cookie Policy where applicable.

3. Information We Collect

We collect only the personal information that is reasonably necessary for our business purposes, legal obligations, website operations, marketing activities and the provision of our services.

3.1 Identity Information — Full name and surname; date of birth; nationality or country of residence; passport number, identity number, passport expiry date and related travel document information where required for travel arrangements; information about the lead traveller and members of a travelling party.

3.2 Contact Information — Email address; telephone number; WhatsApp number; physical, billing or postal address; preferred method of communication.

3.3 Travel and Booking Information — Preferred travel dates and destinations; group size and travelling party details; accommodation preferences; golf course and tee time preferences; golf handicap or playing ability information; activity, safari, cultural, culinary, event and concierge preferences; flight details, transfer requirements and logistical information; emergency contact details; special requests provided by you.

3.4 Payment and Transaction Information — Quotation, invoice and payment records; booking value, payment status and transaction references; billing information; records of refunds, amendments, cancellations and supplier payments. We do not intentionally store complete credit card numbers or full payment card details on our own systems. Payments may be handled by secure third-party payment platforms.

3.5 Health, Dietary, Accessibility and Safety Information — Where voluntarily provided by you, we may process limited information relating to dietary requirements, allergies, accessibility needs, medical considerations, mobility limitations or other health and safety information necessary to arrange suitable travel services or communicate with suppliers.

3.6 Website, Device and Analytics Information — IP address; browser type and version; device type and operating system; pages visited and time spent on pages; referral source; form interactions and conversion activity; cookie identifiers and similar technologies.

3.7 Communication Information — Email correspondence; WhatsApp messages; website form submissions; telephone call notes; social media messages and interactions; customer service, complaint or feedback records.

3.8 Marketing and Preference Information — Newsletter subscription status; marketing consent and opt-out records; tour, destination, golf, event and travel preferences; customer segmentation and enquiry history; responses to marketing campaigns, surveys or promotional offers.

3.9 Media Information — Photographs or video footage captured during tours, events, hosted experiences or promotional activities; reviews, testimonials or feedback provided by you; social media content where you tag, mention or engage with Proven Golf & Tours.

4. How We Collect Information

We may collect personal information:

• Directly from you when you complete forms on our website;
• When you request a bespoke golf tour, luxury travel experience, event proposal or quotation;
• When you subscribe to newsletters or promotional updates;
• When you communicate with us by email, WhatsApp, telephone, social media or other channels;
• When you make a booking or provide information required to fulfil travel arrangements;
• From a lead traveller, group organiser, corporate client, travel agent or authorised representative acting on your behalf;
• From third-party suppliers where necessary to manage bookings, amendments or service delivery;
• Automatically through cookies, analytics tools and similar website technologies.

Where information is provided to us by a third party, such as a group organiser, the person providing the information must have the authority to do so and must ensure that the relevant travellers are aware of this Privacy Policy.

5. Lawful Basis for Processing

We process personal information where we have a lawful basis to do so, including:

• Performance of a contract: to prepare quotations, confirm bookings, arrange travel services and fulfil our contractual obligations;
• Consent: where you have given consent for specific processing activities, such as marketing, optional analytics or media use where applicable;
• Legal obligation: where processing is required for tax, accounting, consumer protection, immigration, regulatory or other legal requirements;
• Legitimate interests: to operate and improve our business, manage risk, respond to enquiries, protect our rights, prevent fraud and improve customer experience, provided that your rights do not override those interests;
• Protection of legitimate interests of the data subject: where information may be necessary for travel safety, emergency contact, medical assistance or urgent service delivery.

6. Why We Use Your Information

We may use personal information for the following purposes:

• Responding to enquiries submitted through our website or other channels;
• Preparing quotations, proposals, travel briefs and bespoke itineraries;
• Processing bookings and managing reservations;
• Arranging golf tee times, accommodation, transport, activities, tours, safaris, events and related services;
• Communicating confirmations, invoices, payment reminders, itineraries, travel documents and service updates;
• Managing customer relationships and providing concierge support;
• Communicating with suppliers and service providers necessary to deliver your travel arrangements;
• Managing payments, accounting records, refunds, cancellations and supplier charges;
• Responding to complaints, disputes, feedback or customer service requests;
• Complying with legal, tax, regulatory and reporting obligations;
• Maintaining internal records and improving our services;
• Analysing enquiry patterns, customer preferences, destination demand and service performance;
• Sending marketing communications where permitted by law;
• Protecting our website, systems, business, customers, suppliers and legal rights.

7. Special Personal Information

In limited circumstances, we may process special personal information, such as health, dietary, accessibility, allergy or mobility-related information, where you voluntarily provide it and where it is necessary to arrange suitable travel services, reduce risk, communicate with suppliers or assist in an emergency.

We will only request this information where reasonably necessary, and we will treat it with appropriate confidentiality. We may share relevant details with suppliers such as accommodation providers, activity operators, transport providers, airlines, restaurants, lodges or emergency assistance providers where necessary to fulfil your travel arrangements or protect your wellbeing.

8. Children's Personal Information

Our services may involve family travel, school-age travellers, junior golfers or minors travelling with parents, guardians, schools, clubs or groups. Where we process personal information relating to a child, we will do so only where permitted by law, with appropriate authority from a parent, guardian, responsible adult, school, club or group organiser, or where necessary to protect the child's interests.

If you provide personal information about a child, you confirm that you have the lawful authority to do so.

9. Sharing Personal Information

We may share personal information with trusted third parties where reasonably necessary to operate our business, respond to enquiries, fulfil bookings, provide services, comply with law or protect our legitimate interests.

These third parties may include:

• Hotels, lodges, guesthouses, villas and accommodation providers;
• Golf clubs, golf resorts, golf academies, caddies, coaches and golf event providers;
• Transport providers, chauffeurs, transfer companies, vehicle hire providers, helicopter operators and charter providers;
• Safari operators, tour operators, guides, activity providers, restaurants and hospitality partners;
• Airlines, travel agents, destination management companies and travel suppliers;
• Payment processors, financial institutions, accounting providers and invoicing platforms;
• Technology providers, website hosting providers, CRM systems, email marketing platforms, analytics providers and IT support providers;
• Professional advisers, insurers, auditors, legal advisers and compliance consultants;
• Government authorities, regulators, courts, law enforcement bodies or other parties where required by law;
• Emergency assistance providers, medical providers or consular officials where necessary for safety or emergency support.

We only share information that is reasonably necessary for the relevant purpose. We do not sell your personal information.

We will not share identifiable personal information with third-party commercial partners for their own marketing purposes unless you have provided separate, specific, voluntary opt-in consent.

10. Third-Party Operators and Service Providers

We may use third-party operators and service providers to process personal information on our behalf. These may include payment platforms, website hosting providers, CRM tools, analytics tools, form tools, email systems, cloud storage providers and communication platforms.

Where we use operators, we take reasonable steps to ensure that they process personal information only for authorised purposes and maintain appropriate confidentiality and security measures.

Some suppliers, such as hotels, airlines, golf clubs, travel providers and activity operators, may act as independent responsible parties once information is shared with them for service delivery. Their own privacy policies and terms may apply to the processing they perform independently.

11. International Transfers

Proven Golf & Tours serves local and international clients and works with travel-related suppliers in South Africa and other jurisdictions. Your personal information may be transferred to, stored in or accessed from countries outside South Africa where necessary to:

• Respond to an international enquiry;
• Process international payments;
• Use cloud-based technology platforms;
• Communicate with international travellers, agents, partners or suppliers;
• Fulfil travel arrangements in South Africa or other destinations.

Where personal information is transferred outside South Africa, we take reasonable steps to ensure that appropriate safeguards are in place and that the transfer is consistent with applicable data protection laws, including section 72 of POPIA where applicable.

12. Payment Processing

Payments may be processed through secure third-party payment platforms, including travel payment or booking platforms used by Proven Golf & Tours. Payment processors may collect and process payment details, billing information, transaction references and related financial information in accordance with their own privacy and security policies.

Proven Golf & Tours does not intentionally store full credit card numbers or complete card security details on its own systems. You should review the relevant payment provider's privacy policy and terms when making payment through a third-party platform.

13. Cookies and Website Analytics

Our website may use cookies, pixels, analytics tools, tags and similar technologies to improve website functionality, understand visitor behaviour, measure marketing performance and improve our services.

These technologies may collect information such as: IP address; device and browser information; pages visited; time spent on the website; referral source; form interactions; and campaign and conversion information.

We may use essential cookies, performance cookies, analytics cookies and marketing cookies. Further details are set out in our Cookie Policy.

You can manage or disable cookies through your browser settings. If you disable cookies, some parts of the website may not function properly.

14. Direct Marketing

We may send marketing communications relating to Proven Golf & Tours' own products and services, including golf tours, bespoke travel experiences, events, destination updates, special offers, newsletters and related travel content.

We will only send electronic direct marketing where permitted by law, including where you have consented, subscribed, submitted an enquiry, become an existing customer or have not objected to receiving such communications.

You may opt out of marketing communications at any time by: clicking the unsubscribe link in an email; replying "STOP" or "UNSUBSCRIBE" where applicable; or emailing us at info@provengolf.co.za.

Opting out of marketing communications will not prevent us from sending non-marketing communications relating to active enquiries, quotations, bookings, payments, travel arrangements, safety updates or legal notices.

15. Photographs, Video, Testimonials and Media

During tours, golf experiences, hosted events, familiarisation trips or promotional activities, photographs or video footage may be captured. Such media may be used for legitimate promotional and brand purposes, including on our website, social media channels, brochures, presentations, advertising and other marketing materials.

If you do not wish to be photographed, filmed or included in promotional material, please notify us in writing before the relevant tour, event or experience commences. We will take reasonable steps to respect your request.

Where we intend to use a detailed testimonial, case study, interview or identifiable endorsement, we may request separate consent.

16. Retention of Personal Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or as required or permitted by law.

Our general retention approach is as follows:

• Enquiry and quotation records: retained for a reasonable period to manage follow-ups, customer relationships and business records;
• Booking and travel records: retained for as long as necessary to fulfil the booking, manage post-trip queries and maintain business records;
• Financial, tax, accounting and invoice records: retained in accordance with applicable legal and financial reporting requirements;
• Marketing consent and opt-out records: retained for as long as necessary to manage marketing preferences and demonstrate compliance;
• Health, dietary, accessibility and special requirement information: retained only for as long as reasonably necessary for the relevant travel arrangement, safety purpose or legal requirement;
• Website analytics data: retained according to the settings and retention practices of the relevant analytics tools;
• Media content: retained for marketing and archival purposes unless you object and we are reasonably able to remove or discontinue use.

When information is no longer required, we will take reasonable steps to securely delete, destroy, de-identify or anonymise it.

17. Security Safeguards

We take reasonable technical and organisational measures to protect personal information against loss, misuse, interference, unauthorised access, disclosure, alteration or destruction.

These measures may include: controlled access to customer information; password-protected systems and accounts; use of reputable technology and payment providers; reasonable confidentiality practices; secure storage and transmission practices where available; limiting access to personal information to those who need it for authorised purposes; taking reasonable steps when engaging suppliers and operators.

While we take reasonable precautions, no method of internet transmission, electronic communication, cloud storage or digital processing can be guaranteed to be completely secure.

18. Data Breaches

If we become aware of a security compromise involving personal information, we will take reasonable steps to investigate, contain and remediate the incident.

Where required by POPIA or applicable law, we will notify the Information Regulator and affected data subjects as soon as reasonably possible, having regard to the nature of the incident, the information involved and the risks to affected persons.

19. Your Rights

Subject to applicable law, you have rights in relation to your personal information, including the right to:

• Be notified when personal information is collected;
• Request confirmation of whether we hold personal information about you;
• Request access to your personal information;
• Request correction of inaccurate, irrelevant, excessive, outdated, incomplete, misleading or unlawfully obtained information;
• Request deletion or destruction of personal information where legally permissible;
• Object to processing on reasonable grounds;
• Withdraw consent where processing is based on consent;
• Opt out of direct marketing;
• Submit a complaint to the Information Regulator.

To exercise your rights, please contact us at info@provengolf.co.za. We may need to verify your identity before processing your request. We will respond within a reasonable time and in accordance with applicable law.

20. Complaints

If you believe that your personal information has been processed unlawfully or that your privacy rights have been infringed, please contact us first so that we can try to resolve the matter.

You may also contact the South African Information Regulator:

21. Third-Party Websites

Our website may contain links to third-party websites, platforms, booking systems, payment portals, social media pages or supplier websites. We are not responsible for the privacy practices, security, content or policies of third-party websites or platforms. We encourage you to review the privacy policies of any third-party websites or platforms you visit or use.

22. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, legal obligations, technology, suppliers or privacy practices. The latest version will be published on our website and will display the effective date at the top of the page. Your continued use of our website or services after updates are published will be treated as acceptance of the updated Policy, where permitted by law.

23. Contact Details

1. Introduction

This Cookie Policy explains how Proven Golf & Tours uses cookies, pixels, tags, analytics tools and similar technologies on our website.

We use these technologies to operate our website, improve performance, understand visitor behaviour, support enquiry and booking journeys, and measure the effectiveness of our marketing activity.

2. What Cookies Are

Cookies are small text files placed on your device when you visit a website. They allow the website to recognise your browser, remember certain information, improve functionality and collect information about how visitors use the website.

Similar technologies may include pixels, tracking tags, local storage, software development kits and analytics identifiers.

3. Why We Use Cookies

We may use cookies and similar technologies to:

• Enable the website to function correctly;
• Improve website speed, stability and user experience;
• Understand which pages, services and experiences visitors are interested in;
• Measure the performance of our enquiry forms, planning briefs and marketing campaigns;
• Remember preferences where applicable;
• Improve the relevance of future communications and advertising;
• Protect the website against misuse, spam or technical issues.

4. Types of Cookies We May Use

4.1 Essential Cookies

Essential cookies are required for the website to work properly. They may support page navigation, form submission, security, load balancing and basic functionality. These cookies cannot usually be disabled without affecting the website.

4.2 Performance and Analytics Cookies

These cookies help us understand how visitors use our website, which pages are most useful, where visitors come from and how we can improve the digital experience.

4.3 Preference Cookies

Preference cookies may remember choices such as region, language, form progress or other settings where such functionality is available.

4.4 Marketing and Advertising Cookies

Marketing cookies may be used to measure advertising performance, understand campaign effectiveness, build audiences and show more relevant advertising on third-party platforms.

5. Third-Party Technologies

Our website may use, or may in future use, third-party technologies including but not limited to:

• Google Analytics 4 and related Google measurement tools;
• Google Search Console;
• Google Ads conversion tracking and remarketing tools;
• Meta Pixel and related Meta advertising technologies;
• LinkedIn Insight Tag;
• Microsoft Clarity, Hotjar or similar website experience tools;
• Email marketing, CRM, booking, form and customer communication platforms;
• Landingsite.ai or other website hosting, design and performance technologies.

These third parties may process information in accordance with their own privacy policies and cookie practices.

6. Enquiry Forms, Booking Briefs and Newsletter Tracking

When you submit an enquiry, complete a planning brief, request a quotation or subscribe to a newsletter, cookies or similar technologies may help us understand the source of the enquiry, the campaign that led to the visit, and the pages viewed before the form was submitted.

This helps us improve our client experience and understand which Proven Golf & Tours services are most relevant to prospective travellers.

7. Cookie Consent and Choice

Where required by law, we will request your consent before using non-essential cookies. You may withdraw or adjust your consent where a cookie management tool is available on the website.

Essential cookies may still operate because they are necessary for website functionality and security.

8. Managing Cookies Through Your Browser

You can manage, block or delete cookies through your browser settings. Most browsers allow you to:

• View cookies stored on your device;
• Delete existing cookies;
• Block cookies from specific websites;
• Block third-party cookies;
• Clear cookies when closing the browser.

If you disable cookies, parts of the website may not function correctly and some features may be unavailable.

9. International Visitors

Proven Golf & Tours serves clients from South Africa and international markets including the United States, United Kingdom, Europe, Australia, Canada and other regions. Cookie and tracking practices may be subject to different privacy rules depending on your location.

We aim to provide a transparent and reasonable approach to cookies and digital tracking for all website visitors.

10. POPIA and Personal Information

Where cookie data or analytics information identifies or can reasonably identify a person, it will be treated as personal information under POPIA and handled in accordance with our Privacy Policy.

We use reasonable safeguards and reputable technology providers to support responsible processing of website and analytics information.

11. Updates to this Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in our website, technologies, marketing tools, legal obligations or business operations.

The latest version will be published on our website with the effective date displayed at the top of the document.

12. Contact Details

1. Introduction

These Website Terms of Use govern your access to and use of the Proven Golf & Tours website. By using the website, you agree to these Terms of Use. These Terms of Use are separate from our Booking Terms and Conditions, which apply when you make a booking or purchase travel-related services from us.

2. Permitted Website Use

You may use this website for lawful personal, business or travel-planning purposes, including learning about our services, submitting enquiries, requesting quotations and contacting Proven Golf & Tours. You may not use the website in a way that is unlawful, fraudulent, harmful, abusive, disruptive or intended to compromise website security or functionality.

3. Website Content

The content on this website is provided for general information, brand communication and service presentation. It may include descriptions of golf tours, luxury travel experiences, events, destinations, itineraries, images, pricing guidance, commentary and promotional material. Website content may change without notice and should not be treated as a final quotation, confirmed booking or binding travel arrangement unless expressly confirmed in writing by Proven Golf & Tours.

4. Intellectual Property

All website content, branding, logos, names, text, itineraries, designs, images, graphics, documents, layouts and other materials are owned by or licensed to Proven Golf & Tours unless otherwise stated. You may not copy, reproduce, distribute, adapt, publish, scrape, commercially exploit or use our intellectual property without prior written consent.

5. Enquiries and User Submissions

When you submit an enquiry, planning brief, event brief, contact form or other communication, you are responsible for ensuring that the information provided is accurate, complete and lawful. Submitting an enquiry does not create a booking or contract. A binding booking is formed only in accordance with our Booking Terms and Conditions.

6. Quotations, Availability and Pricing

Any prices, availability, sample itineraries or travel descriptions shown on the website are indicative unless expressly confirmed in a written quotation or booking confirmation. Travel arrangements are subject to availability, supplier terms, exchange rates, seasonal pricing, government charges and other factors beyond our control.

7. Third-Party Links and Services

Our website may link to third-party websites, booking platforms, payment portals, social media pages, supplier websites and other external resources. We are not responsible for the content, security, accuracy, availability, terms or privacy practices of third-party websites or platforms.

8. Website Security

You may not attempt to interfere with the website, gain unauthorised access to systems, upload malicious code, bypass security measures, scrape content at scale or use automated tools in a way that harms the website or our business.

9. Limitation of Liability

To the fullest extent permitted by law, Proven Golf & Tours will not be liable for any loss, damage, interruption, error, delay, reliance, inaccuracy, data loss, technical issue or other harm arising from your use of this website. Nothing in these Terms excludes liability that cannot be excluded under applicable law.

10. Privacy and Cookies

Our collection and use of personal information is governed by our Privacy Policy. Our use of cookies and similar technologies is governed by our Cookie Policy.

11. Governing Law

These Website Terms of Use are governed by the laws of the Republic of South Africa. Any dispute relating to these Terms or use of the website will be subject to the jurisdiction of the South African courts.

12. Changes to these Terms

We may update these Terms of Use from time to time. The latest version will be published on our website with the effective date shown at the top of the document.

13. Contact Details

1. Our Commitment

Proven Golf & Tours is committed to promoting responsible and sustainable tourism across all our operations. We believe that exceptional travel experiences should not come at the expense of the communities, cultures, and environments that make them possible. This policy outlines our approach to operating in a responsible and sustainable manner.

2. Environmental Responsibility

2.1 Carbon Footprint: We are mindful of the environmental impact of travel and actively seek ways to minimise our carbon footprint. This includes encouraging shared transfers, selecting accommodation providers with strong environmental credentials, and supporting off-setting initiatives where practical.

2.2 Waste Reduction: We encourage our partners and clients to minimise single-use plastics and waste. We favour suppliers who demonstrate commitment to recycling, waste management, and sustainable sourcing.

2.3 Water and Energy Conservation: We prioritise accommodation and venue partners who implement water and energy conservation measures, particularly in water-scarce regions of South Africa.

2.4 Wildlife and Nature: We promote responsible wildlife viewing practices and do not support activities that exploit animals or damage natural habitats. All safari and nature experiences offered align with ethical wildlife tourism standards.

3. Social and Economic Responsibility

3.1 Local Communities: We are committed to benefiting the communities in which we operate. We prioritise local suppliers, guides, and service providers, ensuring that tourism revenue flows directly to local economies.

3.2 Fair Employment: We work with partners who provide fair wages, safe working conditions, and opportunities for skills development within their workforce.

3.3 Cultural Respect: We respect the cultural heritage of all destinations we visit and encourage our clients to engage with local cultures in a respectful and meaningful way. We provide guidance on local customs, dress codes, and etiquette before travel.

4. Partner Selection

4.1 We carefully select our accommodation, transport, and experience partners based not only on quality and service but also on their commitment to responsible tourism practices. Wherever possible, we favour:

• Properties with recognised sustainability certifications.
• Suppliers with documented environmental and social responsibility policies.
• Locally owned and operated businesses.
• Partners who actively contribute to community development initiatives.

5. Client Guidance

5.1 We believe that responsible tourism is a shared responsibility. We provide our clients with practical guidance on how to travel responsibly, including:

• Respecting local customs, traditions, and dress codes.
• Minimising waste and disposing of litter appropriately.
• Conserving water and energy, particularly in water-scarce regions.
• Supporting local businesses, artisans, and guides.
• Avoiding single-use plastics where possible.
• Following designated paths and respecting protected natural areas.
• Not purchasing products derived from endangered species or unsustainable sources.

6. Golf Course Sustainability

6.1 We recognise that golf courses can have significant environmental impacts. We actively seek partnerships with golf courses that demonstrate commitment to sustainable practices, including:

• Water-efficient irrigation systems and use of treated effluent water.
• Integrated pest management and reduced chemical inputs.
• Protection and enhancement of natural habitats and biodiversity within course boundaries.
• Certification through recognised environmental golf programmes.

7. Continuous Improvement

7.1 We are committed to continually improving our responsible tourism practices. We regularly review our policies, seek feedback from clients and partners, and stay informed about best practices in sustainable tourism.

7.2 We welcome suggestions and feedback from our clients and partners on how we can enhance our responsible tourism efforts.

8. Contact Us

If you have any questions about our Responsible Tourism Policy or would like to discuss our sustainability practices, please contact us at:

Proven Golf & Tours
Email: info@provengolf.co.za
Phone: +27 (0)68 146 4534
Cape Town, South Africa