HostGuard website and Android app
Privacy Policy
This policy explains what information HostGuard handles, why we need it, who may receive it, and how members and other affected people can ask questions or exercise their rights.
1. Who this policy covers
This policy applies to the HostGuard South Africa website, Android app, member service, and support channels. In this policy, “HostGuard”, “we”, “us”, and “our” refer to the operator of the HostGuard service in South Africa.
HostGuard is intended for adult short-term rental owners, managers, and operators. It is not directed at children.
2. Information we handle
Depending on how the service is used, we may handle:
- Account and membership information: username, email address, password in protected form, full name, mobile number, business or agency details, venue-listing links, membership status, verification records, alert preferences, and plan details.
- Venue information: venue name, address, suburb, town or city, province, postal code, map coordinates, Google Place ID, and an approximate area label used for alerts.
- Guest-check information: details supplied with a genuine booking enquiry, such as a name, identity number, phone number, email address, booking-platform username, search reason, match outcome, and booking decision.
- Stay-report information: guest identifiers, stay dates, booking platform, factual notes, report categories, report status, dispute or resolution information, and supporting evidence uploaded by a member.
- Support and communications: messages sent to HostGuard and records of service, confirmation, password-reset, membership, and alert emails.
- Security and technical information: IP address, browser or app user agent, session and CSRF cookies, access timestamps, and audit records showing how sensitive service features were used.
Members must only submit information they are legally permitted to use and that is relevant to a genuine booking enquiry or completed stay.
3. Why we use information
We use information to:
- review membership applications and manage approved access;
- operate guest checks, stay reports, venue management, and area alerts;
- match identifiers without providing a browseable guest directory;
- review, correct, dispute, resolve, or remove reports;
- protect the service, investigate misuse, and maintain audit records;
- send necessary account, security, membership, and opted-in alert messages;
- answer support requests and improve the reliability of the service; and
- meet legal obligations and establish, exercise, or defend legal claims.
4. When information is shown or shared
Approved members may receive limited stay-report information only after a qualifying match. HostGuard does not provide members with a public guest directory, reveal the venue that submitted a report, or show another member’s exact venue address.
We may also disclose information:
- to service providers that help us host, secure, support, map, or email the service, subject to appropriate safeguards;
- when required by law, court order, or a lawful request from an authority;
- to investigate fraud, misuse, threats, or security incidents; or
- as part of a genuine business reorganisation, provided the recipient remains bound by applicable privacy obligations.
We do not sell personal information or provide guest identifiers to advertisers.
5. Cookies, the Android app, and third-party services
HostGuard uses essential session and security cookies to keep members signed in and protect authenticated requests. The current Android app uses internet access to connect to HostGuard and does not request device location, contacts, microphone, or camera permission.
Venue address search may use Google Places. Information sent to Google is handled under Google’s applicable terms and privacy policy. A device, network, email, or hosting provider may also process technical information when delivering the service.
6. Security
We use HTTPS in production, access controls, approval checks, restricted report matching, private evidence delivery, audit logging, and operational safeguards designed to protect information. No internet service can guarantee absolute security.
7. Retention and deletion
We keep information only for as long as it is reasonably needed for the purposes in this policy. Retention periods depend on the type of record, the status of an account or report, security and dispute needs, and legal obligations.
A member may request deletion of their HostGuard account. We will delete or de-identify associated information unless it must be retained for a lawful reason such as fraud prevention, security, report disputes, legal claims, or regulatory obligations. Where retention is necessary, access will be limited and the information will not be used for unrelated purposes.
Instructions are available on the HostGuard account-deletion page.
8. Your choices and rights
Subject to applicable law, including South Africa’s Protection of Personal Information Act, you may ask to access, correct, object to the use of, or request deletion of personal information connected to you. You may also ask HostGuard to investigate an inaccurate stay report.
We may need to verify your identity before acting on a request. We will explain if a request cannot be completed in full because of another person’s rights or a lawful retention requirement.
9. Cross-border processing
Some service providers may process information outside South Africa. Where this happens, we take reasonable steps to use providers and safeguards appropriate to the information and applicable law.
10. Policy changes
We may update this policy when the service or legal requirements change. The current version and effective date will remain available at this URL. Material changes may also be communicated through the service or by email.
11. Contact
For privacy questions, access or correction requests, report disputes, or account deletion, email admin@hostguard.co.za.