Privacy Policy

Effective Date: 01/12/2025
Last Updated: 01/12/2025

Introduction

Villa Alpaca (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (https://villaalpaca.com), book our luxury rental apartments, or engage with our services in North Legon, Accra, Ghana.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Make a booking inquiry or reservation
• Create an account on our website
• Contact us via email, phone, or contact forms
• Subscribe to our newsletter or promotional communications
• Provide feedback or reviews

This information may include:

• Full name
• Email address
• Phone number
• Mailing address
• Payment information (credit/debit card details)
• Government-issued identification (passport, driver’s license, or Ghana Card)
• Check-in and check-out dates
• Number of guests
• Special requests or preferences
• Emergency contact information

Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing activity, including:

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on pages
• Referring website addresses
• Cookies and similar tracking technologies
• Location data (with your permission)

Information from Third Parties

We may receive information about you from third-party booking platforms, payment processors, background check services (where permitted by law), and social media platforms if you choose to interact with us through these channels.

How We Use Your Information

We use the information we collect for the following purposes:

Booking and Service Delivery

• Process and manage your apartment reservations
• Communicate with you about your booking (confirmations, modifications, cancellations)
• Facilitate check-in and check-out procedures
• Provide customer support and respond to inquiries
• Manage access to our facilities (pool, parking, security)

Business Operations

• Process payments and prevent fraudulent transactions
• Maintain accurate booking records and guest databases
• Conduct background checks where necessary for security purposes
• Comply with legal obligations and resolve disputes

Marketing and Communications

• Send promotional offers, newsletters, and updates about Villa Alpaca (with your consent)
• Inform you about special rates, new amenities, or apartment availability
• Request reviews and feedback about your stay
• Personalize your experience based on your preferences

Website Improvement

• Analyze website traffic and user behavior
• Improve our website functionality and user experience
• Conduct research and analytics to enhance our services

Legal Basis for Processing (Ghana Data Protection Act, 2012)

Under Ghana’s Data Protection Act, 2012 (Act 843), we process your personal information based on:

• Consent: You have given clear consent for us to process your personal data for specific purposes
• Contract: Processing is necessary for the performance of our rental agreement with you
• Legal Obligation: Processing is necessary to comply with Ghanaian laws and regulations
• Legitimate Interests: Processing is necessary for our legitimate business interests, such as fraud prevention and security

How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. However, we may share your information in the following circumstances:

Service Providers

We may share your information with trusted third-party service providers who assist us in operating our business, including:

• Payment processors (mobile money services, credit card processors)
• Property management and maintenance services
• Security services
• Cleaning and housekeeping services
• IT service providers and website hosting
• Email and communication platforms

These service providers are contractually obligated to keep your information confidential and use it only for the purposes we specify.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including:

• Law enforcement agencies
• Courts and tribunals
• Regulatory bodies (e.g., Ghana Tourism Authority, Data Protection Commission)
• To protect the safety and rights of Villa Alpaca, our guests, or others

Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure Socket Layer (SSL) encryption for data transmission
• Secure servers and databases with access controls
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Physical security measures at our North Legon property (24/7 security)

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention periods include:

• Booking and payment records: 7 years (for tax and accounting purposes)
• Marketing communications: Until you unsubscribe or withdraw consent
• Website analytics data: Up to 26 months
• Security footage: 30-90 days (unless required for investigations)

After the retention period expires, we will securely delete or anonymize your personal information.

Your Rights Under Ghana Data Protection Act

Under Ghana’s Data Protection Act, 2012, you have the following rights regarding your personal information:

Right of Access

You have the right to request access to the personal information we hold about you.

Right to Correction

You have the right to request correction of inaccurate or incomplete personal information.

Right to Deletion

You have the right to request deletion of your personal information in certain circumstances, such as when it is no longer necessary for the purposes collected.

Right to Object

You have the right to object to the processing of your personal information for direct marketing purposes.

Right to Withdraw Consent

Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.

Right to Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format.

Right to Lodge a Complaint

You have the right to lodge a complaint with the Data Protection Commission (Ghana) if you believe we have violated your data protection rights.

Contact for Data Protection Commission (Ghana):
Email: info@dataprotection.org.gh
Phone: +233 (0)302 971 170

To exercise any of these rights, please contact us using the details provided in the “Contact Us” section below.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyze website traffic.

Types of Cookies We Use:

• Essential Cookies: Necessary for the website to function properly (e.g., maintaining your session)
• Analytics Cookies: Help us understand how visitors interact with our website (e.g., Google Analytics)
• Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness
• Preference Cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

Third-Party Links

Our website may contain links to third-party websites, such as social media platforms or booking platforms. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child, we will take steps to delete such information promptly.

International Data Transfers

If you are accessing our website or services from outside Ghana, please be aware that your information may be transferred to, stored, and processed in Ghana. By using our services, you consent to the transfer of your information to Ghana and acknowledge that Ghana’s data protection laws may differ from those in your country.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated Privacy Policy on our website with a revised “Last Updated” date
• Sending an email notification to registered users (for significant changes)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us:

Villa Alpaca
Address: Opposite IPMC Institution, North Legon, Accra, Ghana
Email: info@villaalpaca.com
Phone: +233 244 247 241 / +233 54 410 2071
Website: https://villaalpaca.com

For complaints or concerns about our handling of your personal information, you may also contact the Data Protection Commission (Ghana) at the contact details provided above.

Your privacy matters to us. Thank you for trusting Villa Alpaca with your personal information.