The O Place Privacy Policy

Last updated: 20/10/2026

1. Who we are and what this covers

The O Projects Limited, trading as The O Place ("The O Place", "we", "us"), operates serviced apartments, event spaces and retreats at Plot 6 Block 12 Phase 2, Federal Housing Estate, Calabar, Cross River State, Nigeria. We are the data controller for the personal information described here.

This policy covers information we collect when you:

• Book a stay through theoplace.com or by phone, email or WhatsApp
• Stay in one of our apartments
• Enquire about or book a space, event or retreat
• Visit our website, including the blog

We follow the Nigeria Data Protection Act 2023 (NDPA) and guidance from the Nigeria Data Protection Commission (NDPC), and we file with the NDPC as the NDPA requires. Where we ask for your consent, we ask for it separately and you can withdraw it at any time.

This policy works alongside our Terms and Conditions. Section 11 of the Terms gives a short summary of how we handle guest data; this policy gives the full detail.

2. Information we collect

We collect only what we need to confirm your booking, run your stay and keep the property safe.

2.1 When you book a stay

If you do not give required information, we cannot confirm the booking.

2.2 During your stay

• A scan of your photo ID, taken at the front desk when you check in (section 5)
• Arrival and departure times, key handover, and any pre-existing damage you report on arrival
• Names of everyone staying overnight (the Terms require them to be named in the booking)
• The visitor log: each day visitor's name, who they are visiting, and their time in and out, recorded at the front desk
• CCTV images from common areas; there are no cameras inside apartments (section 6)
• Environmental sensor readings (sound level, temperature, humidity) from common areas and some apartments (section 6)
• Messages and calls with our team

We also record warnings, surcharges, damage and other breaches of the Terms, such as the Deep Quiet, smoking and pet policies, against your booking.

2.3 For spaces, events and retreats

Organizer name, contact details, organization, event dates, guest numbers, catering needs and any other details you share when planning an event.

2.4 When you use our website

IP address, browser and device type, pages visited, and booking details in the page address (such as dates and number of guests). Cookies are explained in section 10.

3. How we use information and our lawful bases

The NDPA requires a lawful basis for each use of personal data (section 25). These are ours.

We do not sell your personal information. We do not make decisions about you using fully automated systems.

4. Booking for someone else

If you book for another person, you give us their name and possibly other details. By doing so, you confirm that you have their permission and have told them about this policy.

Bookings cannot be transferred, and the guest named in the booking must be present at check-in (Terms section 2.4). Anyone staying overnight must also be named in the booking (Terms section 6.2). The confirmation goes to the booking contact email and phone you provide. The staying guest will have their photo ID scanned and will take part in the property briefing at check-in. Payment and deposit refunds go back to whoever paid.

5. ID documents, payments and the security deposit

Identification documents. When you check in, our front desk scans a valid government-issued photo ID, such as an international passport, national ID card or driver's license. We do not collect ID online. We use the scan to know who is staying in our apartments and to keep guests and property safe. We do not run electronic identity checks or facial matching; the declaration you tick at booking is your own statement that the ID is yours, not a verification by us. Only authorized staff can view ID scans, and we delete them after the period in section 11.1 unless they are needed for an incident, dispute or legal request.

Payments. You can pay by card through Paystack or by bank transfer. Card details are entered on Paystack's secure payment page and are never seen or stored by The O Place. For bank transfers, we receive the sender's name, bank and the transfer reference. For both, we keep a record of the amount, date, reference and status.

Security deposit. We take a refundable deposit of 15% of the accommodation cost (excluding add-on services) at the time of booking. If there is damage, missing items, excessive cleaning, or a breach of the Terms such as the Deep Quiet or smoking policies, we may record it with notes and photos of the apartment (never of guests) and share that record with you before making a deduction. Refunds go back to the card or bank account you paid from within 3 to 5 business days of check-out. If costs exceed the deposit, we send you an itemized statement. Cancellation refunds follow section 9 of the Terms.

6. Environmental sensors, CCTV and the Deep Quiet Policy

We expect our guest respect the quiet policy to keep the property quiet and comfortable, as described in our Terms and Conditions (sections 4 and 11).

Our guests are expected to adhere to the Quiet Hours (10:00 PM to 8:00 AM), Our goal is to run a quiet & safe property for all guests.

CCTV. CCTV cameras operate in common areas only, never inside apartments, and signs show where they are. We use footage to keep guests, staff and the property safe and to investigate incidents, relying on legitimate interests. Only authorized staff can view it. We share footage only with the police or other authorities when the law requires it or to deal with a specific incident, and we delete it after the period in section 11.1.

7. WhatsApp, email and marketing

WhatsApp. If you tick "Receive check-in details via WhatsApp", we send your room details and important updates to the phone number you gave. WhatsApp is run by Meta, which handles messages under its own privacy policy and may process data outside Nigeria. You can opt out at any time by telling our team by message, email or at the front desk; we will then use email or SMS instead.

Email and SMS. We use your booking contact email and phone for confirmations and essential messages about your stay. These are part of the service and are not marketing.

Marketing. We do not currently send newsletters or promotions. If we start, we will ask for your consent first through a separate opt-in, and every message will include a way to unsubscribe. We will not use your booking contact details for marketing without that consent.

8. Dietary needs, allergies and special requests

These fields are optional. Allergies and some dietary choices can reveal health or religious information, which the NDPA treats as sensitive personal data. We use them only with your explicit consent and only to prepare food or welcome items safely.

Only the staff preparing your stay can see this information. We delete it 30 days after check-out unless you ask us to remember it for future stays.

Special requests, such as celebrating an anniversary, are used only to arrange what you asked for. Please do not include information you would not want our staff to see.

9. Who we share information with

We share personal information only when needed to run your booking or when the law requires it.

Our service providers may only use your information to provide services to us. If The O Place is sold or merged, information may pass to the new owner under this policy.

10. Cookies

Our website uses cookies that are needed to make bookings work, such as keeping your selected dates during checkout.

If we use analytics or advertising cookies, we will ask for your consent first and you can change your choice at any time through your browser.

11. Retention, security and transfers outside Nigeria

11.1 How long we keep information

11.2 Security

We limit access to staff who need it, protect our systems with passwords and access controls, and keep ID scans and CCTV footage in access-restricted systems, never on staff personal phones. If a breach is likely to put your rights at risk, we will report it to the NDPC within 72 hours and tell you without undue delay, as the NDPA requires.

11.3 Transfers outside Nigeria

Some of our providers, such as WhatsApp, email and cloud hosting services, store data outside Nigeria. We use such providers only where the NDPA's conditions for cross-border transfers are met, for example where the destination offers adequate protection or appropriate safeguards are in place.

12. Your rights and complaints

Under the NDPA you can ask us to:

• give you a copy of your personal information
• correct anything that is wrong or incomplete
• delete it, unless we must keep it by law (section 11.1)
• restrict or stop a use you object to, including marketing
• send your information to you or another organization in a usable format
• withdraw any consent you gave, such as for WhatsApp or dietary information

Email support@theoplace.com or WhatsApp +2347070304245. We may ask you to confirm your identity, and we will reply within 30 days.

If you are unhappy with our answer, you can complain to the Nigeria Data Protection Commission (NDPC) at ndpc.gov.ng.

13. Children, changes and contact

Children. Bookings must be made by an adult aged 18 or over. Children may stay with an adult who is responsible for them. We record only the number of guests, not children's details, unless a parent shares them (for example, a child's allergy).

Changes. We may update this policy when our services or the law change. We will post the new version here with a new date and tell guests with upcoming bookings about significant changes.

Contact. The O Projects Limited, trading as The O Place RC No. 9814300 Plot 6 Block 12 Phase 2, Federal Housing Estate, Calabar, Cross River State, Contact Email: hello@theoplace.com or support@theoplace.com.