This document is intended to describe purposes and methods according to which we will manage your personal data. Besides, you will find herein the contact details to contact us should you have any questions regarding your data.
What kind of personal data do we collect?
In order to organize your stay at our facilities, or to reply to your requests for information, we may need to collect some data such as: your name and surname, social security number, date of birth, details of the identity card or other identification document, contact details, names and contact details of who travels with you, the data for payment, the type of structure required, any special needs, etc. This information can be collected at the time of booking or if you contact our customer support team; both directly and by means / instruments such as, for example, social media or our website. If you choose to pay for the stay at our facilities by credit card, we will also be aware of the data of the same, (including the cvv). Our Company will use your credit card details for the purpose of charging for the expenses and charges related to your stay at our facilities, in compliance with the general service conditions available on our website, exclusively. We confirm that, after having obtained confirmation of the successful payment of your stay at our facilities, our Company will not process your credit card details or otherwise register them. We would like to point out that we may receive information about you also through third parties such as, for example, the tour operator or other business partner you have contacted to organize your stay. In relation to the indicated purposes, your data may be processed electronically and by paper means.
When you contact our business partners, you communicate the details of your requests / reservations to these subjects, the latter then send them to us. We also want to clarify that we rely on external providers to manage payments: these service providers share with us some information on payments, to help us manage them and to take care of your booking, so as to guarantee you the best possible experience. Our business partners may also share information about you (and vice versa) with us, for example if you have questions about a current booking, in case of a dispute over a reservation (even if we hope it will never happen) or should it be necessary any communication related to your booking. Except as specified below, we do not knowingly process data of minors under the age of 18, this because to book a stay at our facilities you must be an adult (minimum 18 years old). Please note that, should your booking concerns other people too, or should you make a reservation on behalf of a third party, during the booking process you will be asked to indicate their data (eg name, surname, date of birth, extremes of the identity card or other identification document, contact details, etc.). Besides, in this case, you will have to make these subjects read this information in advance. That said, whenever you provide personal data relating to third parties, you will need to have their prior consent. In particular, if you provide data belonging to minors, you will need to have the consent of the holders of parental responsibility. Our Company may request, at any time, proof of such consent; in the absence of such consent, it may not be possible for us to process the reservation request.
Why do we collect and process your data?
We collect your data to better manage your reservations and offer you the best possible service as well as to contact you and inform you about discounts and special offers reserved to you. Herein you find, in more detail, description of the purposes for which we collect and process your information.
a) Request for quotation and / or reservations: first of all, your personal data are used to reply to your request for a quotation and / or to complete and manage your booking.
b) Customer care and communications with you: you may contact us by e-mail, regular mail, telephone or SMS, depending on the contact method you have chosen to provide you with information about your stay. Furthermore, your data may be used in order to find your requests for assistance.
d) Marketing activities: if you have provided the authorization, we may use your information for marketing activities relating to offers and promotions proposed by our structure, by sending specific newsletters or communications. We point out that, at any time, you can unsubscribe from these marketing communications in an easy and fast: just click on the link "Unsubscribe" in each newsletter or, in case you have created a special account, you can do it directly by accessing it or, again, contacting us and asking us to do so.
e) Reviews on the facility and on the stay: during and / or after the stay at our facility you could be invited to leave, if you wish, a review (also anonymously); by completing a review, you agree to make it visible, for example on our website page and/or on our social media in order to inform other potential customers about the quality of our structure and about the services you have used.
We specify that the data described above, pursuant to art. 6 of Reg. (EU) 2016/679 may be collected, processed and stored by us on the basis of the following principles:
i) for the execution of the contract or the execution of pre-contractual measures, and so, in other words, in connection to your reservation, or to reply to requests for quotation or information, in order to fulfill a legal obligation to which we are subject this, also in relation to the data of third parties you may have communicated as described above under points a), b) and c). For the processing of data collected for the aforementioned purposes, your consent is not required, as their transfer is necessary to enable us to fulfill our contractual and / or legal obligations. Although their transfer is not mandatory, we would like to clarify that, failing to provide such data, it will not be possible for us to provide the requested service; or
iii) in order to pursue our legitimate interests.
Communication of your data to third parties
We do not sell and/or provide to others, and we will not sell in the future, your personal data to third parties (including your name, home address, e-mail address, and credit card information). We want to earn and maintain your trust and we believe that this is the only way to get your trust. However, to manage your booking and your service at our facility at best, we may need to communicate some of your data to third parties involved, for various reasons, in the provision of services rendered by our structure such as, for example, banking institutions, competent authorities, etc.
If you would like more information on how the data you provide can be shared with third parties, read below.
In some case we may need to disclose some of your personal data to certain categories of third parties. So, for example, when you or the credit card holder used for booking requires a transfer for your reservation, we may need to share some information about the reservation to the payment service provider and to the relevant financial institution.
Besides, we share personal data with public security authorities when required by law or if absolutely necessary for the detection, prevention or conduct of legal proceedings related to frauds or offenses. Furthermore, we may have to share personal data with the competent authorities to protect and defend our rights or property, or the rights and property of our business partners. When you make a reservation at our facility through a tour operator or other business partner, some data that you provide to the latter will also be shared with us. In the same way, it may happen that some of your data are provided by us to the aforementioned business partners, for example to manage a dispute, a change of reservation, etc. Notwithstanding the foregoing, when you make a reservation through a commercial partner (or a website / application), we invite you to read carefully their privacy conditions in case you want to better understand how your personal data will be handled; we have no power in relation to this.
Furthermore, we point out that your data may be accessible to external providers of professional services, such as IT consultants, in case of maintenance / updating of our IT systems, or consultants in administrative, accounting and tax matters; in this case, we will make sure that the aforementioned consultants are committed to maintaining confidential data and handling them appropriately. Finally, we would like to point out that we can provide third parties with aggregate and anonymized information and analytical data of our customers, provided that, before doing so, we will ensure that such data cannot be traced back to any specific customer.
Your information and the non-European countries
How we manage the security of your data?
How long will we keep your data?
Without prejudice to the foregoing in relation to your credit card details, your data will be kept for a limited period of time depending on the purpose for which they were collected and at the end of which your personal data will be deleted or otherwise rendered anonymous in an irreversible way. The retention period is different depending on the purpose of the processing: for example, the data collected to send you our newsletter will be stored by us until you ask us to stop sending it. The data communicated during the booking of your stay, instead, are processed until the conclusion of all administrative, legal and accounting formalities related to the provision of the service. Furthermore, if you have created an account on our website, your personal information will be retained until your account exists. If reasonably necessary or required to comply with legal or regulatory requirements, to handle disputes, prevent fraudulent behavior and abuse or to apply our contractual terms and conditions (eg cancellation of reservations, application of penalties, etc.), we may retain some of your personal information even after your stay at our facility and/or after closure of the account for the duration required by applicable tax and accounting laws.
We point out that the content generated by users (eg comments and evaluations), will be made anonymous, but will remain available on our web page and / or on our social networks.
Your rights in relation to personal data
You have many rights in relation to your personal data. First of all, you are always entitled to request access to the personal data we have collected. You can then ask for correction in case of any errors / changes, as well as cancellation of the collected data. And again, you can ask us to limit the processing of data, or object to it. Keep in mind, however, that where the communication of data and the related processing responds to a legal obligation, or it is necessary for the conclusion of a contract (eg booking at our facility), the request for cancellation of the same and / or your opposition to the related processing, could prevent us from completing the booking or from providing you the required services. Please note that the revocation of the consent given does not affect the lawfulness of the processing carried out prior to such revocation and based on your consent. Finally, you have the right to ask us to transfer all or part of your data to you or another service provider, as well as the right to file a claim pursuant to art. 13 of EU Regulation 679/2016 to the supervisory authority. If you wish to exercise any of your rights, if you have any complaints or questions, please contact us at firstname.lastname@example.org.
Who is the data controller of your personal data
The Data Controller is Hotel Plaza S.p.a. a company incorporated under Italian law with headquarters in Viale Stazione 36, 30171, Venezia Mestre, Italy.
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