Terms & Conditions

Please take a moment to review our Terms & Conditions that apply to all bookings and stays with Kumi Collection. They explain how bookings, payments, cancellations, deposits, house rules, privacy, and liabilities are handled, as well as the roles of Kumi as managing agent and the individual property owners. By confirming your reservation and checking in, you acknowledge that you have read, understood, and agreed to these Terms & Conditions.

Parties to the Agreement

Kumi Collection (“Kumi”, “we”, “us”) acts as the professional manager and booking agent for a portfolio of properties owned by third parties, including private individuals and companies. For each booking, the accommodation contract is concluded between you (the “Guest”) and the relevant property owner (“Owner”), with Kumi acting as the Owner’s authorised representative for reservations, payments, guest communication and on‑site management. The name of the Owner (or the trading name of the owning company, where applicable) will appear on your booking confirmation and/or invoice. By making a booking, you acknowledge that you are entering into an accommodation agreement with that Owner, and that Kumi is administering the stay on their behalf.

1. Rates & Payment Terms

1.1  Rates are quoted per accommodation unit, whether guesthouse suite/room, villa, or other property type, include cleaning services (unless otherwise specified on your booking platform), access to communal areas, any applicable government taxes and 15% VAT. All rates are in South African Rand.  

1.2  Additional services (for example extra cleaning, laundry services, special requests, late check-out) might incur extra charges and must be arranged either prior to arrival or during your stay, subject to availability.

1.3  To secure and confirm your booking, the following deposit schedule applies:

• 50% deposit required at the time of booking.

• The deposit will be applied toward any applicable cancellation fee as outlined in the Cancellation Policy (see Section 2).

For Villa bookings, the remaining balance, including any extras incurred, is due no later than
30 days prior to arrival (depending on season), or in full upon booking if the reservation is made within 30 days of arrival. 

For bookings in our Guesthouses & Apartments, the remaining balance, including any extras incurred, is due no later than 14 days prior to arrival (depending on season), or in full upon booking if the reservation is made within 14 days of arrival. 

The exact payment deadline will be specified in your booking confirmation. Payments can be made via secure payment link, credit/debit card or bank transfer. 

1.4  Bookings are confirmed only upon receipt of the required deposit, all necessary guest details, and written confirmation from Kumi.

1.5  Unconfirmed bookings may be cancelled without notice.

2. Cancellation & Refunds

2.1  The following cancellation fees apply on the full value of the booking:

For Villa bookings:

• More than 30 days prior to arrival: Refund of deposit amount paid.

• Less than 30 days prior to arrival, including no-shows: 100% cancellation fee.
  
  

For bookings in our Guesthouses & Apartments:

• More than 14 days prior to arrival: Refund of deposit amount paid.

• Less than 14 days prior to arrival, including no-shows: 100% cancellation fee.

2.2  If the required balance payment is not received by the stated due date (30 days before arrival for villa bookings, 14 days before arrival for guest houses/apartments, or as otherwise specified in your reservation confirmation), Kumi reserves the right to cancel the booking. In such cases, any deposit already paid will be treated as a cancellation fee in accordance with this Cancellation Policy, and the dates may be released and re‑sold.

2.3  In the event of premature departure, guests remain liable for the full duration of their original booking. Refunds of deposits or prepayments are at the sole discretion of management and subject to the ability to rebook the accommodation.

3. Check-In & Guest Identification

3.1  Check-in is from 3:00 pm on the scheduled day of arrival, unless otherwise agreed upon in writing.

3.2  Early check-in may be requested and will be accommodated where possible; however, it cannot be guaranteed and may incur an additional fee.
3.3  All guests must present a valid government-issued photo ID at check-in, and the main booker must provide a valid credit card. The IDs and the credit card are required as a condition of admission. The card on file may be charged for any incidental amounts as detailed in Section 16.
3.4  In compliance with legal requirements, personal identification documents will be recorded. All data is handled in accordance with our Privacy Policy as stated in Section 15.

4. Check-Out & Departure

4.1  Check-out time is by 10:00 am for villas and 11:00 am for any other properties on the day of departure unless otherwise arranged or specified for a particular property.

4.2  Late check-out may be available upon request and subject to availability and additional fees. Unauthorised late departures may incur charges equivalent to an additional night’s stay.

4.3  Guests are responsible for vacating the property and returning keys by the check-out time.

5. Privacy Policy

5.1  We collect personal information necessary to process your booking, comply with legal obligations, provide customer service, and improve our services. This may include identification, contact details, payment information, and special requests.

5.2  Your personal information will not be sold to third parties. It may be shared with trusted service providers such as payment processors, booking platforms, and legal authorities when required by law.

5.3  All personal data collected is processed in accordance with our Privacy Policy and in compliance with the Protection of Personal Information Act (Act 4 of 2013) (“POPIA”) of South Africa. We implement appropriate technical and organisational measures as required by POPIA to secure your information and only process or share your personal data for purposes necessary to fulfill our contract with you, meet legal obligations, or with your explicit consent.

5.4  We retain your personal data only as long as necessary to fulfill the purposes outlined and to comply with legal requirements, after which your data will be securely deleted or anonymized.

5.5  You have the right under POPIA to correct or request deletion of your personal data, as well as to object to certain processing activities. Please contact us via hello@kumicollection.com for any privacy-related requests.

5.6  Our services are not intended for children under 18 years old; we do not knowingly collect personal data from children without parental consent.

6. Maximum Occupancy

6.1  Each property has a maximum occupancy as specified in the listing.
6.2  At no time may the number of guests exceed this limit.
6.3  Exceeding maximum occupancy is grounds for immediate termination of your stay without refund and may result in additional charges.

7. Visitor Policy

7.1  Only registered guests are permitted on the property. 

7.2  Any visitors must be announced in advance - regardless of the duration of their visit - and are not permitted to stay overnight unless officially booked and all applicable fees paid.

8. Noise & Party Policy

8.1  Parties, events, or gatherings or similar group activities are strictly prohibited, unless previously arranged, discussed in detail with and confirmed in writing by management.
8.2  Please keep noise to a minimum at all times, especially between 10:00 pm and 8:00 am (quiet hours).
8.3  Failure to comply may result in immediate termination of your stay without refund and may result in additional charges.

9. Noise Monitoring Devices

9.1  Certain properties are equipped with privacy‑safe environmental sensors (such as Minut devices) in selected common areas. These sensors do not record audio or video and cannot listen to or watch guests.

9.2  The devices measure noise levels and related environmental data (for example, temperature, humidity, and motion) solely for the purpose of enforcing house rules, protecting neighbours, and safeguarding the property. All monitoring is designed to be non‑intrusive and to respect guests’ right to privacy at all times.

9.3  By confirming your booking and checking in, you acknowledge and consent to the use of such devices during your stay.

10. Smoking Policy

10.1  All Kumi properties are strictly non-smoking, including all indoor areas as well as outdoor spaces such as balconies, terraces, poolsides, gardens, and any other outside areas.

10.2  Exceptions to this policy may only be made if explicitly arranged and approved in advance with management and for specific outdoor spaces.

10.3  Breach of this rule will result in a cleaning fee and may lead to the immediate termination of your stay.

11. Pet Policy

11.1  Pets are not allowed unless prior written approval has been obtained from management.

12. Pool & Jacuzzi Use

12.1  Some Kumi properties include pool and/or jacuzzi facilities. The use of any pool or jacuzzi is at your own risk.
12.2  No diving is allowed.
12.3  Please be considerate of other guests and neighbours at all times.
12.4  Children must be supervised at all times.
12.5  Do not remove or tamper with pool equipment; management will assist if needed.

13. Security & Personal Belongings

13.1  Please ensure all doors and windows are locked when leaving the property.

13.2  Electronic safes may be provided; use is at your own risk.

13.3  Kumi is not liable for loss, theft, or damage to personal belongings except in cases of proven negligence or where liability cannot legally be excluded.

13.4  Kumi does not insure guests’ personal belongings, valuables, or travel-related risks. Guests are strongly advised to arrange adequate personal travel, property, and medical insurance for loss, theft, or damage to their belongings, or for other risks related to their stay.

13.5  Guests must promptly report any incident involving personal property to management to enable timely investigation and, if applicable, insurance reporting.

13.6  By prior arrangement, guests may leave luggage at the property or at one of our offices before check‑in or after check‑out. Luggage stored in this way remains at the guest’s sole risk, and Kumi is not liable for any loss, theft, or damage except in cases of proven negligence or where liability cannot legally be excluded.

13.7  Items brought onto the property are done so at the guest’s own risk. Guests accept responsibility for complying with insurance requirements, and agree to indemnify Kumi for losses except as described above.

14. Lost Keys & Access Cards

14.1  Lost keys or access cards (or similar equipment) will incur a replacement fee, which will be deducted from your deposit or charged to your credit card.

15. Security Deposit

15.1  A security deposit may be required for certain bookings at the discretion of management. To confirm your booking, guests agree to settle the security deposit via either an authorised credit card hold or a cash deposit upon arrival. Please note, check-in will be arranged once the deposit is received. 

15.2  Refunds are subject to a post-check-out inspection. Deductions for damages, missing items, or rule breaches are at management discretion. If damages exceed the deposit, guests remain liable for the full amount, which may be charged to the credit card provided. 

15.3  Any deductions for damages or missing items will be supported by invoices, receipts, or inspection reports upon request, and the balance of the deposit will be refunded within 7 to 14 days of check-out.

16. Property Damage & Guest Liability

16.1  Guests are responsible and held liable for any damage to the property, furnishings, or common areas during their stay.
16.2  In cases where damages exceed the deposit or no deposit was collected, guests will be held liable for the full cost of the damage. 

16.3  The cost of any damages may be deducted from the damage deposit, charged to the credit card provided, billed via a payment link, or collected through the booking platform or other common payment methods.

17. Incidental Charges & Credit Card Authorisation

17.1  All guests are required to provide a valid credit card at check-in (via online pre-check-in form or upon arrival). The card may be pre‑authorised (a temporary hold) in an amount determined by Kumi to cover potential incidentals and/or the security deposit, as applicable. By supplying these details, you expressly authorise the following incidental charges to be applied to your card without further authorisation:

• Minibar consumption: Any items consumed from the minibar that are not paid for at check-out/upon departure will be charged.

• Spa treatments, laundry, and other services: Any services booked through Kumi or your property but not paid for directly will be charged upon departure.

• Restaurant bookings, activities, guides and deposits: Any fees or deposits related to such or other reservations made on your behalf.

• Damage or Removal of Property and Contents: Any costs to repair or replace items damaged or removed from the room during your stay.

• Deep cleaning fees: If excessive cleaning is required due to smoking or other factors.

• Late check-out fees: Charges may apply if check-out is not completed by the agreed time.

• Lost key or access card fees: Replacement costs for any lost or damaged keys, access cards or tags.

17.2  You authorise Kumi to charge the credit card provided for any of the above-mentioned fees or damages identified during your stay or after departure.

18. Prohibited Activities

18.1  The use of our properties for cryptocurrency mining or for any activity that involves excessive or abnormal electricity usage (such as operating high-powered servers or industrial-scale computing equipment) is strictly prohibited. 

18.2  If management identifies that such activities have taken place, the guest will be held fully liable for all electricity consumed during their stay, and responsible for any additional related damages, penalties, or costs as deemed appropriate. 

19. Commercial Use Policy

19.1  Any form of professional or commercial use of the property – including, but not limited to, commercial photography, filming, content creation, social media shoots, events, interviews, or recordings – is not permitted without prior written consent from management.

19.2  The operation or use of drones (unmanned aerial vehicles) for any purpose, including photography, filming, or surveying, is not permitted without prior written consent from management and must comply with all applicable aviation laws and regulations.

19.3  Management reserves the right to stop any unauthorised professional or commercial activity immediately and to charge additional fees or terminate the stay in line with these Terms & Conditions.

20. Illegal Activities

20.1  Any illegal behaviour is strictly forbidden and will result in immediate termination of your stay and possible legal action.

21. Rule Violations & Disciplinary Actions

21.1  Non-compliance with any of these rules - including but not limited to excessive noise, unauthorised parties or events, smoking, or exceeding maximum occupancy - will first result in a written warning detailing the nature of the breach and a specific timeframe to remedy the issue.

21.2  Guests must address the breach within the specified timeframe. Failure to remedy, repeated violations, or conduct that constitutes a threat to the property, staff, or other guests will result in immediate termination of the stay, forfeiture of all payments and deposits, and the initiation of legal procedures to require guests to vacate the property.

21.3  Management will document all communications and actions relating to breaches and warnings. Except in cases of criminal activity, serious endangerment, or illegal acts, guests will be given reasonable opportunity to respond prior to any action to terminate their stay.

21.4  In the event that guests are required to vacate the property after due process as described above, no refunds will be issued, and guests will be liable for any additional charges, damages, cleaning fees, or other costs incurred due to the breach.

22. Children & Child Safety

22.1  Children are welcome at properties where permitted, but must be supervised at all times, especially around pools and balconies.
22.2  Properties are not child-proofed. Guests staying with children will be required to sign a special child safety indemnity form, acknowledging that they accept full responsibility for supervising and ensuring the safety of their children during their stay.

23. Hazardous Goods

23.1  Storing or bringing hazardous, combustible, or objectionable items onto the property is strictly prohibited.

24. Water Restrictions

24.1  Guests are required to comply with all local water restrictions and regulations as imposed by authorities.
24.2  Restricted water usage is not grounds for cancellation or refund.

25. Management Rights

25.1  Management reserves the right to require any guest to vacate the property for breach of these Terms or House Rules, in accordance with the warning, remediation, and eviction procedure set out in Section 20 and in compliance with South African law, including the Prevention of Illegal Eviction and Unlawful Occupation of Land Act (PIE Act).

25.2  In cases of immediate threat, criminal activity, or illegal conduct, management may require guests to vacate the property without prior warning, subject to applicable law.

26. Force Majeure

26.1  Neither Kumi nor the Guest shall be liable for any delay or failure to perform its obligations under these Terms and Conditions if such delay or failure is caused by events beyond the reasonable control of the affected party. Such events include, but are not limited to, natural disasters, fire, floods, pandemics, epidemics, war, terrorism, civil unrest, governmental regulations or advisory warnings (including travel bans and local restrictions), strikes, labor disputes, utility failures, or any other event which makes it illegal or impossible to fulfill the booking.

26.2  In the event of force majeure, Kumi will notify affected guests as soon as reasonably possible and, where possible, offer to reschedule the booking or provide a credit. Refunds, credits, or other remedies will be provided at the sole discretion of management, taking into account the circumstances and any applicable law.

26.3  Where reasonably possible, Kumi will assist in sourcing suitable alternative accommodation or rescheduling your stay if the property becomes unavailable or uninhabitable due to force majeure or owner-related issues. Any relocation, alternative accommodation or refund will depend on availability and the specific circumstances and may be limited to the amounts received in respect of your booking.

27. Manager’s Role & Limitation of Liability

27.1  Kumi acts solely as the professional manager and booking agent on behalf of individual property owners. Kumi does not own or control the properties. The Owner remains responsible for the condition, maintenance, safety, legal compliance and insurance of the property.

27.2  To the fullest extent permitted by law, Kumi’s liability to guests is limited to direct losses arising from Kumi’s own proven negligence in providing management and booking services. Kumi will not be liable for any indirect, consequential, incidental or economic loss, including loss of enjoyment, loss of holiday value, or loss of profits.

27.3  Any claim relating to the physical condition of the property, building services, body corporate rules, or acts and omissions of the Owner, body corporate, building management or third-party contractors shall lie primarily against the Owner, except to the extent that such liability cannot lawfully be limited or excluded.

28. Governing Law & Jurisdiction

28.1  These Terms & Conditions are governed by the laws of the Republic of South Africa.

28.2  Any dispute arising in connection with your booking or stay may be brought in a court of competent jurisdiction in Cape Town, South Africa, without limiting any non‑excludable rights you may have under applicable consumer protection laws.

29. Amendments

29.1  Management reserves the right to amend these Terms & Conditions at any time.

By booking and checking in, you acknowledge that you have read, understood, and agreed to these Terms & Conditions and our House Rules. Thank you for your cooperation. We wish you a wonderful and memorable stay with Kumi. 

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