The Symbol

Important Information

Please be advised that a refundable breakage deposit of R1000 is payable in cash at the property upon check-in and will be refunded at check-out.
No loud music after 20:00 pm.
Smoking is permitted in designated areas only.
* We reserve the right not to refund bank costs upon cancellation for credit card bookings, as the bank does not credit initial deduction costs.

General Terms and Conditions (The Symbol)

1. Introduction

1.1. These Terms and Conditions govern all booking representatives, guests, visitors, hosts, contractors, service providers, third-party vendors, and any other persons lawfully or unlawfully present (collectively referred to as "Individual" or "Individuals") whom access or make use of The Symbol Group (PTY) Ltd, its premises, rooms, facilities, amenities, services, and associated online platforms (collectively referred to as "The Symbol"), that maybe serviced, assisted or managed by an authorised representative of The Symbol (known as a "Representative" or "Representatives").

1.2. By visiting our website, viewing any marketing collateral, booking, accessing or utilising The Symbol, the Individual confirms having read, understood, and agreed to be bound by these Terms and Conditions.

1.3. The Symbol reserves the right to update, modify, suspend, or discontinue any aspect of its amenities, facilities, services, or content, at any time without prior notice. In the event that additional or specific terms apply to certain bookings, packages, or offers, those terms will take precedence in the event of any conflict. Continued use of The Symbol following such amendments shall constitute acceptance of the updated Terms. While every effort is made to maintain the accuracy and relevance of the content and information offered through The Symbol, no representations or warranties, express or implied, are made as to the completeness, accuracy, reliability, or suitability of such content. All information is provided for general informational purposes only and does not constitute legal, professional, financial, or personal advice.

2. Intellectual Property

2.1. All intellectual property rights, including but not limited to copyrights, trademarks, branding, content, content, design elements, documents, procedures, digital media, and visual assets, printed collateral, signage, interior design elements, and proprietary experiences, whether displayed physically or digitally, are owned by or lawfully licensed to The Symbol, (collectively referred to as "Intellectual Property"). No part of The Symbol’s Intellectual Property may be copied, reproduced, distributed, transmitted, adapted, or otherwise used for commercial or non-personal purposes without the express prior written consent of The Symbol. Nothing contained in these Terms shall be construed as granting any license or right to use The Symbol’s Intellectual Property without such prior written consent.

3. Right of Admission and Conduct

3.1. The Symbol is private property and reserves the right of admission in accordance with applicable South African laws and regulations. Entry to the premises may be denied to any Individual for reasons including, but not limited to, security concerns, intoxication, disorderly or abusive behaviour, suspected or prior criminal activity, history of property damage, theft, or any conduct deemed by The Symbol to be harmful, disruptive, or threatening to persons or property. In instances where admission is denied to an Individual with a valid confirmed booking, The Symbol shall refund the full booking amount, provided the denial was not due to a breach of these Terms and Conditions or applicable rules.

3.2. The Symbol reserves the right to remove or temporarily detain any Individual on its premises where there are reasonable grounds to believe that such Individual has committed, is committing, or is attempting to commit a criminal offence, including but not limited to theft, fraud, malicious damage to property, assault, or any act that endangers the safety or well-being of themselves, others or the property. The Symbol and its Representatives shall not be held liable for acting in accordance with this clause, provided such action is taken in good faith and in compliance with applicable laws. Such removal or detention shall be:
- Conducted in a reasonable and proportionate manner,
- Limited to the minimum duration necessary,
- Executed solely for the purpose of preventing harm or securing evidence, and
- Shall be followed by the immediate notification and handover to the South African Police Service (SAPS) or other relevant authorities.

3.3. Individuals must conduct themselves respectfully and comply with these Terms and Conditions, together with all instructions and policies set out by The Symbol and its Representatives. Non-compliant, disruptive or abusive behaviour will not be tolerated and may result in removal without a refund.

3.4. The Symbol reserves the right to prohibit any items, weapons, hazardous materials, sin products, or items deemed dangerous or disruptive from being brought onto the premises.

3.5. Any Individual may be subject to an identity check, vehicle, bag or item searches at the discretion of a Representative, to ensure the safety and security of all Individuals. Refusal to comply with such a request may result in denial of entry, removal from the premises, or be temporarily detained in accordance with Clause 3.2 above.

3.6. Individuals are expected to comply with all posted and communicated rules, including no load music or sounds, alcohol use, respectful behaviour, and consideration for themselves and other Individuals. Breach of such rules may result in the removal from the property without refund and/or forfeiture of the Security Deposit.

3.7. The Symbol reserves the right to request valid identification from any Individual upon check-in or entry to verify booking details, confirm age restrictions, or for security purposes. Failure to produce valid identification may result in denial of access or cancellation without refund.

3.8. Closed-circuit television (CCTV) is in operation throughout The Symbol’s premises for safety, security, and incident verification purposes. By entering the premises, Individuals consent to such monitoring in accordance with applicable laws.

3.9. Individuals must comply with all health and safety instructions, fire evacuation procedures, public health notices, and emergency directions while on the premises. The Symbol reserves the right to take any reasonable steps to protect individuals on site, including service restrictions, removal, or evacuation, where deemed necessary by a Representative.

3.10. The Symbol reserves the right to confiscate or request the removal of any items, including sound equipment, alcohol, or unauthorised substances, that result in noise disturbance, rule violations, or safety concerns. Repeated or serious violations may result in immediate removal from the premises and forfeiture of the security deposit.


4. Responsibility for Minors and Pets

4.1. All minors (under the age of 18) entering, utilising or staying at The Symbol must be accompanied by and remain under the direct supervision of a parent or legal guardian at all times.

4.2. The Symbol and its Representatives accepts no responsibility for injuries, incidents or damages involving minors left unsupervised.

4.3. The Symbol does not allow any pets onto the property without the prior written consent from The Symbol.

5. Parking and Personal Property

5.1. Vehicles parked on or near The Symbol are done entirely at the Individual or owner’s risk. The Symbol and its Representatives accept no responsibility for theft, damage or loss of vehicles or their contents, howsoever caused.

5.2. Individuals are encouraged to secure valuables. The Symbol does not accept liability for any loss, damage or theft of Individual’s personal belongings brought onto The Symbol.

6. Use of Amenities and Facilities

6.1. Certain amenities and facilities at The Symbol may either require adult supervision, be restricted to adult use only or be restricted during certain times. Individuals are required to comply with all posted signage, age restrictions, usage times, and safety instructions.

6.2. Individuals shall not use the property, any facilities or amenities in a manner that causes noise disturbance, damage, or breaches of applicable health and safety regulations.

6.3. Smoking is strictly prohibited in all indoor areas, including but not limited to guest rooms, lobbies, bathrooms, corridors, and enclosed common areas. A designated outdoor smoking area is provided, and Individuals agree to restrict all smoking activity to that area only. Any breach of this policy, including odours, residue, or damage resulting from smoking in non-designated areas shall result in deductions from the security deposit to cover cleaning, restoration, or deodorising costs. The Symbol further reserves the right to claim additional compensation should the cost of remediation exceed the value of the deposit or cause loss of business.

6.4. The Symbol accepts no liability for injuries, harm, or damages arising from the unsupervised or unauthorised use of any services, amenities or facilities.

7. Bookings, Payments and Cancellations

7.1. We reserve the right to not refund card fees (transaction costs) in the case of any cancellation or situation where funds need to be reversed back to a credit card.

7.2. All bookings are subject to availability and only confirmed upon payment of both the booking and the Security Deposit that is requested at the time of entry.

7.3. Each booking may be governed by additional terms and conditions, including but not limited to those contained in a separate written agreement, booking confirmation, or terms imposed by The Symbol, third-party platforms or service providers. In such instances, those specific terms shall prevail only to the extent that they directly conflict with the provisions of these General Terms and Conditions. All non-conflicting clauses herein remain fully applicable and binding on all parties.

7.4. A refundable security deposit shall be payable upon check-in or arrival. The amount shall vary based on the nature of the booking, number of guests, duration of stay, type of event, or risk profile as reasonably determined by a Representative of The Symbol. The deposit, or remaining balance thereof, shall be refunded within five (5) business days following check-out or event conclusion, subject to a satisfactory inspection of the premises. The Symbol reserves the right to retain part or all of the deposit to cover:
- Loss or damage to property, furnishings, or equipment;
- Cleaning requirements that exceed normal usage;
- Violations of house rules; and
- Any unpaid balances incurred during the stay or event.

Where such damages or costs exceed the value of the security deposit, the Individual shall remain fully liable for the outstanding balance, which may be recovered through legal means if necessary.
7.5. Cancellation policies will be made available at the time of booking. Refunds will be processed subject to those terms.

7.6. Failure to make full payment as per the agreed booking terms may result in cancellation of the reservation without a refund. The Symbol reserves the right to recover any unpaid amounts through legal means, and interest may be charged on overdue payments at the maximum interest rate permitted by South African law.

7.7. Individuals are liable for any loss or damages caused by themselves or their guests to any property, fixtures, furnishings, equipment, or amenities belonging to The Symbol. Where such damages exceed the value of the security deposit collected, the Individual shall be held liable for the full cost of repairs, replacements, or associated losses, and The Symbol reserves the right to pursue recovery of such costs through legal means if necessary.

8. Data and Media Usage

8.1. The Symbol may, from time to time, capture images, video footage, or other recordings on the property for purposes including, but not limited to, marketing, internal documentation, security monitoring, or evidentiary use as referenced in Clause 3. To safeguard individual privacy, any media intended for public or promotional use shall not intentionally include identifiable faces, vehicle number plates, or other personal identifiers without the express consent of the individual concerned. This restriction does not apply to recordings used solely for security, incident investigation, or compliance with legal obligations, which may be retained and utilised without prior consent.

8.2. The Symbol also reserves the right to record or monitor telephone calls, digital communications, or other forms of electronic interaction with Individuals for purposes of quality assurance, training, verification, dispute resolution, or legal compliance.

8.3. By engaging with The Symbol through any communication channel or by entering its premises, the Individual acknowledges and consents to such recording, monitoring, collection, and use of data or media, subject to applicable privacy and data protection laws.

9. Digital and Communication Terms

9.1. The Symbol’s website and any digital platforms or tools associated with it are made available to enhance user experience and access to information and services. Use of the website constitutes acceptance of these Terms and Conditions.

9.2. The Symbol makes no guarantees as to the availability, uptime, or uninterrupted functioning of its website or digital services. The website and its content may be modified, suspended, or discontinued without prior notice, and The Symbol accepts no liability for such changes.

9.3. The website may contain links to third-party websites for convenience. The Symbol does not endorse, control, or assume responsibility for the content, security, or services of such external websites. Accessing any external links is done entirely at the Individual’s own risk.

9.4. By communicating with The Symbol through any digital channel (including email, online forms, or messaging platforms), the Individual agrees that such communications may be treated as authentic and binding, even if sent erroneously, intercepted, delayed, or altered. The Symbol shall not be liable for any loss resulting from its reliance on such communications. The Individual indemnifies The Symbol against any claims or damages resulting from unauthorised, false, or misleading electronic instructions or requests.

10. POPIA Compliance

10.1. All personal information collected, whether through digital communications, booking platforms, or on-premises activity, shall be processed in accordance with applicable privacy laws, including the Protection of Personal Information Act (POPIA). The Symbol is committed to lawful, fair, and transparent handling of personal data. For more information, please refer to our Privacy Policy.

11. Indemnity, Disclaimer and Warrant

11.1. Individuals enter, make use of The Symbol, its amenities and facilities, including but not limited to swimming pools, gardens, rooms, and staircases, at entirely their own risk.

11.2. This indemnity extends to any losses, injuries, or damages suffered by the Individual or their guest(s) arising from the actions of third parties, including other guests, vendors, or service providers not employed or directly contracted by The Symbol.

11.3. The Symbol is not liable for any acts, omissions, or performance of third-party providers, vendors, or independent contractors engaged directly by an Individual or referred by The Symbol for services such as transport, entertainment, event planning, or catering. Individuals are responsible for directly managing and confirming the suitability of such providers

11.4. To the fullest extent permissible under South African law, The Symbol, its Representatives are indemnified against any claims, damages, losses, injuries, illness, or death, arising from or in connection with, the presence of the Individual or their guest(s) on the premises of The Symbol, or from the use of any of its facilities, services, or amenities.

11.5. The Symbol provides no warranty as to the uninterrupted availability or accuracy of its services or facilities and reserves the right to suspend or withdraw any offering without prior notice.

11.6. The Symbol disclaims all liability for any loss or damage, whether direct or indirect, resulting from the use of or reliance on the Website or services, including but not limited to data loss, viruses, or system failures. The Individual agrees to indemnify and hold harmless The Symbol from any claims or losses arising from their use of the Website or Services.

11.7. The Individual warrant that all information submitted to The Symbol is accurate and complete.

12. Legal Governance and Force Majeur

12.1. These Terms shall be governed by the laws of the Republic of South Africa. Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the High Court of South Africa.

12.2. The Symbol shall not be liable for delays or failure to perform resulting from acts beyond reasonable control, including but not limited to natural disasters, strikes, government actions, utility failures, or network failures. If such a delay continues for 30 days, the parties will consult to determine the ongoing applicability of these Terms.

12.3. If a force majeure event continues for a period exceeding 30 (thirty) consecutive days and materially affects The Symbol’s ability to fulfil its obligations, either party may terminate the affected portion of the agreement upon written notice. Any applicable refunds, credits or rescheduling shall be addressed in good faith, subject to the circumstances and any non-refundable costs already incurred.

13. Severability

13.1. To the extent that any provision or part of this Agreement is found to be unenforceable or be declared invalid by a court with the necessary jurisdiction within the Republic of South Africa, such unenforceability or invalidity of any provision or part of this Agreement will not affect the remaining provisions contained herein and such remaining provisions shall remain of full force and effect. Furthermore, the replacement clause shall, to the extent possible, reflect the original commercial and legal intent of the affected clause, consistent with the purpose and overall structure of this Agreement.

13.2. The Individuals, The Symbol and Representatives agree that if any provision or part thereof of this Agreement be found to be declared invalid by a court with the necessary jurisdiction within the Republic of South Africa, either Party may open negotiations for the sole purpose of substituting such provision or part thereof within 2 (two) weeks after the declaration of invalidity. If any provision is found to be invalid or unenforceable, the Parties shall in good faith agree to a valid replacement that best reflects the original commercial intent.

14. Whole Agreement

14.1. This Agreement constitutes the entire terms and conditions of the Agreement between the Parties and supersede all prior discussions or agreements;

14.2. No variation, addition, deletion, amendment, abandonment or waiver of any rights or obligations, whether express or implied, whether included in this Agreement or not, shall be binding on the Parties unless contained in this Agreement or unless it is reduced to writing and signed by both Parties;

14.3. No indulgence or extension given by either Party shall be construed to be a waiver or novation of such Party’s rights and at all times shall be without prejudice to such Party’s rights;

14.4. The parties agree to conclude any addendum as required to clarify or amend any issues which may arise between the Parties, and act in good faith at all times.

Privacy Policy (The Symbol)

This Privacy Policy applies to The Symbol Group (PTY) Ltd (“The Symbol”) and governs the collection, use, storage, and protection of personal information in accordance with the Protection of Personal Information Act (POPIA).

1. Purpose

This policy outlines how The Symbol collects, processes, uses, shares, stores, and secures personal information provided by booking representatives, guests, visitors, hosts, contractors, service providers, third-party vendors, and any other persons lawfully or unlawfully present (collectively referred to as "Individual" or "Individuals") interacting with The Symbol’s premises, website, booking systems, events, or digital platforms.

2. Scope

Applies to all Individuals whose personal data is collected during any interaction with The Symbol.

The Symbol reserves the right to update this Privacy Policy, at any time without prior notice. In the event that additional or specific terms apply to certain bookings, packages, or offers, those terms will take precedence in the event of any conflict. Continued use of The Symbol following such amendments shall constitute acceptance of the updated Terms. While every effort is made to maintain the accuracy and relevance of the content and information offered through The Symbol, no representations or warranties, express or implied, are made as to the completeness, accuracy, reliability, or suitability of such content. All information is provided for general informational purposes only and does not constitute legal, professional, financial, or personal advice.

3. Personal Data Collected

We collect personal information directly or indirectly for legitimate purposes, including:
- Contact and Identification (name, ID/passport, address, email address, contact number, DOB, ethnicity, nationality)
- Booking Details (room, event type, dates, vehicle registration)
- Payment Data (bank/card details)
- Communication Logs (emails, calls, chat messages, including recordings)
- Security Footage (CCTV, promotional images/videos)
- Preferences & Health Data (dietary, spa needs, accessibility requirements)

4. How We Collect Data

- Booking platforms (online & on-site)
- Check-in/check-out procedures
- CCTV and security systems
- Digital communications (calls, emails, chat)
- Website cookies and analytics (subject to consent)
- Surveys, promotions, or competition entries


5. Purposes of Processing

We process personal data to:
- Manage bookings, check-ins, and payments
- Provide hospitality, event services, and accommodations
- Enhance guest experience and address grievances
- Ensure safety and manage incidents
- Conduct marketing and improve services
- Fulfill legal obligations (e.g. FICA, emergency response)
- Keep a track record of Individual past interactions

6. Lawful Basis

We rely on legitimate purposes including:
- Performance of contract (bookings, check-ins)
- Compliance with legal obligations (FICA, emergency services)
- Legitimate interests (security, marketing, service quality, safety, protection)
- Consent, where required (e.g. promotional communication, media use)

7. Sharing Your Information

We will not sell your personal data. We may share with:
- Law enforcement or officials, as legally required
- Third-party service providers (e.g. payments, catering) under strict confidentiality
- Our legal or audit advisors, for compliance and internal reviews

8. Data Retention

We retain personal data only as necessary for contractual, legal, or legitimate business purposes. After such time we will securely delete or anonymise data.

9. Your Rights

In accordance with the Protection of Personal Information Act (POPIA), Individuals have the right to:
- Access personal information held by The Symbol
- Request correction of inaccurate, outdated, or incomplete data
- Object to the processing of their personal information under certain circumstances
- Withdraw consent, where processing is based solely on consent
- Request deletion of personal information, subject to applicable legal or operational requirements

However, The Symbol reserves the right to retain personal information where legally permitted or operationally necessary, including but not limited to:
- Cases involving outstanding payments, damages, or security incidents
- Situations involving breach of contract, misconduct, or unlawful behaviour
- The need to enforce the right of admission or future access restrictions
- Where such data is required to defend or establish legal claims

10. Data Security Measures

We implement reasonable security, physical, digital, and administrative measures to protect your data from loss, misuse, or unauthorised access. This includes encrypted storage, firewall protection, and staff training.

11. Venue and Website Surveillance

CCTV is operational at The Symbol premises for safety, security, and legal compliance.
On our website, cookies are used to improve user experience; details are available in our Cookies Policy.

12. Contact Details

Data Protection Officer
The Symbol Group (PTY) Ltd
Email: [email protected]
Address: 23 Alexander Ave, Fourways, Johannesburg, South Africa