Terms and Conditions of Service

Effective Date: 15 June 2026  |  Rustenburg, North West, South Africa  |  info@crewstay.co.za

1. Definitions

In these Terms and Conditions, the following definitions apply:

• "CrewStaySA" / "the Company" / "we" / "us" refers to CrewStaySA, an accommodation management business operating from Rustenburg, North West, South Africa.
• "Client" / "you" refers to any company, organisation or individual that engages CrewStaySA for accommodation management services.
• "Supplier" refers to any accommodation provider, guesthouse, lodge, hotel, or property from which CrewStaySA sources accommodation on behalf of the Client.
• "Booking" refers to any accommodation reservation made by CrewStaySA on behalf of the Client.
• "Services" refers to all accommodation sourcing, booking, management, invoicing and support services provided by CrewStaySA.
• "Workers" / "Crew" refers to the employees, contractors, subcontractors or personnel of the Client for whom accommodation is being arranged.

2. Nature of Services

CrewStaySA provides professional accommodation management services for contract workforce teams across South Africa, including but not limited to:

• Sourcing and vetting suitable accommodation based on Client requirements;
• Negotiating competitive rates with accommodation suppliers;
• Managing bookings, check-in coordination and logistics;
• Providing consolidated invoicing and payment processing;
• Ongoing support and issue resolution during stays;
• Coordination of accommodation for short-term and long-term project deployments.

CrewStaySA acts as an intermediary between the Client and accommodation suppliers. The Company is not itself an accommodation provider and does not own or operate any accommodation facilities.

3. Quotations

All quotations issued by CrewStaySA are subject to the following conditions:

• Quotations are valid for the period specified on the quote document. If no period is specified, quotations are valid for 7 (seven) calendar days from the date of issue.
• All prices quoted are in South African Rand (ZAR) and are inclusive of the Company's management fee unless otherwise stated.
• Quoted rates are subject to availability confirmation from the supplier at the time of booking. Where rates have changed, the Client will be notified before the booking is confirmed.
• CrewStaySA reserves the right to withdraw or revise a quotation if circumstances change materially before acceptance.
• A quotation does not constitute a confirmed booking until payment has been received in full.

4. Payment Terms

• Payment must be made in full before the Client's workers occupy any accommodation arranged through CrewStaySA.
• Payment is accepted by Electronic Funds Transfer (EFT) only, unless otherwise agreed in writing.
• The Client must use the invoice number as the payment reference.
• Proof of payment must be emailed to info@crewstay.co.za upon payment.
• CrewStaySA will confirm the booking in writing only after payment has cleared.
• Late or failed payments may result in the cancellation of the booking, and the Company shall not be liable for any consequential loss suffered by the Client.

5. Booking Confirmation

• A booking is only confirmed once full payment has been received and a written confirmation has been issued by CrewStaySA.
• Verbal agreements do not constitute confirmed bookings.
• The Client must provide accurate information regarding the number of workers, check-in and check-out dates, and any special requirements at the time of booking.
• CrewStaySA reserves the right to refuse a booking or terminate services if the Client provides false or misleading information.

6. Cancellations and Refunds

• 7 or more days before check-in: Full refund less a 10% administration fee.
• 3 to 6 days before check-in: 50% refund of the total booking value.
• Less than 72 hours before check-in: No refund. The full booking amount is forfeited.
• No-show: No refund. The full booking amount is forfeited.
• All cancellations must be submitted in writing via email to info@crewstay.co.za.
• Refunds, where applicable, will be processed within 7 (seven) business days of the cancellation date.
• In the event that a supplier cancels or is unable to provide the accommodation, CrewStaySA will make reasonable efforts to source alternative accommodation of equivalent standard. If no suitable alternative is available, a full refund will be issued.

7. Changes to Bookings

• Any changes to confirmed bookings (dates, number of persons, accommodation type) must be requested in writing.
• Changes are subject to supplier availability and may attract additional charges.
• Reductions in the number of persons or shortened stays after confirmation may be treated as partial cancellations and subject to the cancellation policy above.
• CrewStaySA will endeavour to accommodate reasonable changes but cannot guarantee availability.

8. Client Responsibilities

The Client agrees to:

• Ensure that all workers comply with the rules and regulations of the accommodation facility;
• Ensure that workers treat the accommodation and its property with respect;
• Report any maintenance issues, damage or concerns to CrewStaySA promptly;
• Ensure workers vacate the accommodation by the agreed check-out time;
• Ensure workers do not bring weapons, illegal substances, or unauthorised guests onto the premises;
• Take responsibility for the conduct of their workers throughout the stay.

9. Damages and Liability

• The Client is liable for any damage caused to accommodation facilities by their workers during the stay.
• CrewStaySA will notify the Client of any damage claims received from suppliers and reserves the right to invoice the Client accordingly.
• CrewStaySA shall not be liable for any injury, loss, theft, or damage suffered by workers during their stay.
• The Company's total liability to the Client in any circumstances shall not exceed the total value of the booking in question.
• CrewStaySA is not liable for any indirect, consequential, or special damages including but not limited to loss of profit, loss of contract or business interruption.

10. Non-Circumvention

11. Confidentiality

All supplier information, pricing, and business information disclosed by CrewStaySA is confidential and proprietary. The Client agrees not to disclose such information to any third party. This obligation survives the termination of the business relationship.

12. Privacy and Data Protection

• CrewStaySA collects and processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).
• Client and worker information is used solely for the purpose of arranging and managing accommodation services.
• CrewStaySA will not sell or share personal information with third parties except as required to deliver the service (e.g. sharing worker names with accommodation suppliers for check-in purposes).
• The Client consents to CrewStaySA retaining business records for a period of 5 (five) years in accordance with applicable legislation.

13. Force Majeure

CrewStaySA shall not be liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, strikes, civil unrest, government actions, load shedding, pandemics, or supplier insolvency. In such cases, the Company will make reasonable efforts to source alternative accommodation and notify the Client as soon as possible.

14. Governing Law and Dispute Resolution

• These Terms and Conditions are governed by the laws of the Republic of South Africa.
• Any disputes arising from or in connection with these terms shall first be referred to mediation between the parties in good faith.
• If mediation fails, disputes shall be subject to the jurisdiction of the Magistrate's Court in Rustenburg or High Court in Mmabatho, North West, at the election of CrewStaySA.