Who is Responsible for Your Personal Information
SmashDown operates from Woodstock, Cape Town and provides rage room experiences for individuals, groups and events across South Africa. For the purposes of POPIA, the responsible party is SmashDown, with operational support provided by Astros Marketing (Pty) Ltd where applicable to marketing, enquiry handling and related administration. Our team only processes personal information for lawful, specific and legitimate purposes connected to our services.
Personal information may include your name, contact details, event details, attendance requirements, billing information and any other information you choose to share when making a booking or enquiry. We keep processing limited to what is necessary for proper service delivery.
What Information We Collect and Why
We collect personal information when you complete an enquiry form, request a quote, confirm a booking or communicate with our staff about a group event, private event or venue visit. We may also receive information when you ask about venue access, safety requirements, minimum age requirements or event coordination for areas such as Cape Town, Stellenbosch, Paarl, Somerset West, Bellville, Observatory and Salt River.
- Identity and contact details for booking and follow up communication
- Event details such as date, group size and service type
- Administrative records needed for invoicing, scheduling and attendance management
- Safety related information supplied before or during an event
We use this information to manage bookings, prepare for events, respond to queries and meet legal or operational obligations. We do not collect information unless it is needed for these purposes.
How We Use and Share Personal Information
Personal information is used to confirm availability, arrange staffing, coordinate venue access, manage group bookings and communicate event details. In some cases, information may be shared with trusted service providers who assist with administration, IT support, messaging or payment processing. These providers may only use the information for the task they have been appointed to perform.
We may also disclose information where required by law, court order, regulation or lawful request from a public authority. Where possible, we limit any disclosure to the minimum information required. We do not sell personal information.
- To complete bookings and event administration
- To manage customer support and service updates
- To comply with legal, tax or regulatory duties
- To protect the rights, property and safety of SmashDown, our staff and visitors
Safety, Age Limits and Event Records
Because SmashDown involves controlled physical activity, we may keep records related to safety briefings, consent, attendance, incident reporting and any conditions relevant to participation. This can include confirmation of minimum age requirements and acknowledgement of safety instructions, protective gear use and venue rules. Such records help us manage events properly and reduce risk.
Our staff, including the Managing Director, venue operations, safety and briefing, group events and bookings teams, may access relevant information on a need-to-know basis only. Access is limited to people who require it to perform their duties.
Storage, Security and Retention
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, alteration or disclosure. This includes controlled access to records, secure handling of booking information and careful management of any documents used for event planning or administration. No system is completely risk free, but we work to keep information protected and handled responsibly.
Personal information is retained only for as long as needed for the purpose for which it was collected or as required by law. When information is no longer required, it is deleted, destroyed or archived in a way that reduces the risk of unauthorised access.
Your Rights Under POPIA
You have rights in relation to your personal information, including the right to ask what information we hold, request correction of inaccurate details and object to certain processing in appropriate circumstances. You may also request that we stop using your information for direct marketing where permitted by law. Any request must be made through our enquiry form on the contact page so we can verify and action it properly.
- Request access to your personal information
- Ask for correction or deletion where lawful
- Object to processing in certain cases
- Withdraw consent where processing is based on consent
We may need to keep some information where the law requires it or where we have a legitimate operational reason to do so.
Cookies, Website Enquiries and Policy Updates
When you use our website, basic technical information may be collected for security, performance and enquiry handling purposes. If you submit a form, the details you provide will be used to respond to your request and manage the related service. Please provide only accurate and necessary information.
We may update this Privacy Policy from time to time to reflect changes in the law, our operations or the way we handle information. The latest version will apply from the date it is published. By using our services or submitting an enquiry, you acknowledge this Privacy Policy and the processing described in it.