We collect the following data on you:
- personal data: name and surname, date of birth / personal identification code;
- contact information: residential address, phone number, e-mail address;
- data of guest registration card: these are the data requested by the Tourism Act about the guest of the accommodation institution – citizenship; name, date of birth, and citizenship of the spouse and the minor accommodated together with the guest; time of providing the accommodation service; car licence plate number.
- credit card data: card number, holder’s name, expiry date;
- CCTV recordings – if you visit areas in our hotel with video or other electronic / digital monitoring systems or devices installed for security reasons;
- data on personal preferences: such as preferences regarding the hotel room, catering, spa treatments, etc.
Generally, we receive the data directly from you when you make a reservation or inquiry through our webpage, by phone, or via e-mail or when you purchase the services directly when visiting the hotel.
Your data are forwarded to us also by travel agencies, booking companies, and other persons engaged in mediating the accommodation service, from whom you have purchased accommodation and/or other services with us.
Where do we use the received data?
We use such data to provide the accommodation and/or other services ordered by you, as well as for the fulfilment of obligations imposed on us by laws regulating our activity and for general business purposes, such as:
- Personal data – we need these data for verifying your identity, which, in turn, is important to ensure the provision of the service to the person who ordered it.
- Contact details – we need these data to contact you. We will contact you primarily by phone or e-mail. However, in certain cases it may be necessary to use also your address of permanent residence (for example, in cases where we cannot reach you by other means of communication).
- Data of guest registration card – we have an obligation to request these data pursuant to Tourism Act. The purpose is to prevent potential hazard from illegal immigration, for example.
- Credit card data – we need these data if, pursuant to our agreement for providing the accommodation or other services, we have a right to withhold a certain amount from your credit card to pay for the services ordered by you or reimburse the incurred costs.
- Data on personal preferences – whenever we request such data or you disclose the data at your own choice, we shall use it in order to provide a better service, tailored to your wishes and interests.
If you do not present to us your guest registration card data at the beginning of the accommodation period, we will not be able to provide you the accommodation service.
What are the legal grounds for processing your data?
When processing your data, we rely on different legal grounds:
- The need to enter into a contractual relationship with you or perform a contract entered into with you;
- your consent – if we rely on your consent when processing the personal data, then you should know that you have the right to withdraw your consent at any time;
- the need to fulfil an obligation imposed on us by law (such as filling in the guest registration card and preserving it for 2 years);
- the need to secure our legitimate interests, incl. management of the company and carrying out general business activity, detection of offense and fraud;
- the need to protect the vital interests of you or any other person (e.g. by disclosing your data to the ER staff in the case of an accident);
- on other grounds permitted by law.
With whom do we share your data?
We do not share the data entrusted with us by you, except for in a limited number of cases described below and, if necessary, for the achievement of goals described in this privacy notice:
- Service providers: like several other companies, we may order data processing services, such as IT, tourist, or transport services, from reliable third service providers.
- Public authorities and government agencies: we may share the data with authorities if we are required by law to share the data or if sharing data is necessary for the protection of our rights.
- Professional advisers and others: we may share your data with professional advisers such as auditors, advocates, accountants, and other persons providing counselling service.
If we share your data with the above persons, we shall guarantee the protection of your data with a Data Processing Agreement concluded between us and such persons.
How long do we store your data?
We store your data as long as it is necessary for the fulfilment of different data processing purposes.
When storing personal data, the company follows the criteria below:
- as long as it is necessary to store personal data to provide services;
- if the company has a legal, contractual, or other similar commitment to storing the personal data, as long as it is necessary for the fulfilment of such commitment;
- after the termination of a contractual relationship, we shall store the data as long as the person (data subject) or the company itself has a right to file claims against the other party under the contract;
For example, pursuant to the Tourism Act, we store the data of a guest registration card for 2 years as of filling in the card.
If you have given us your consent for forwarding direct marketing materials, we shall store your contact data until you withdraw your consent.
What are your rights in connection with your data?
You as a data subject have the following rights:
- Right of access to your data – you have a right to know what kind of data is stored on you and how it is processed.
- Right to rectification of data – you have a right to demand the rectification of your personal data, if these are incorrect.
- Right to erasure of data (‘right to be forgotten’) – in certain cases, you have a right to demand that we delete your personal data (e.g. if we no longer need them or if you withdraw your consent given to us for the processing of data).
- Right to restriction of processing – in certain cases you have a right to refuse or restrict the processing of your personal data for a certain time (e.g. if you have objected the data processing).
- Right of objection – pursuant to a specific situation, you have the right to object the processing of your personal data if your data is being processed based on our legitimate interest or public interest. You can object processing of personal data for the purposes of direct marketing at any time.
- Right to data portability – you have a right to transfer your data forwarded to us by you in a machine-readable format. You may also demand transfer of data directly to another controller, but only if this is technically feasible. The right to portability applies only to these data which we process according to your consent or for the performance of a contract concluded with you.