The purpose of this policy is to set out the rules for the protection of privacy when we use information that we receive directly or indirectly from our Customers, including information obtained through our websites.
I. The owner of the hotel and, at the same time, the Personal Data Controller is – Anmar Sp. z o.o. 81 – 586 Gdynia, ul. Jagiełły 78, conducting business activity under the name Bayjonn Hotel Sopot, with its registered office in Sopot, ul. Powstańców Warszawy 7, 81 – 586.
II. The data controller hereby informs you that the personal data provided will be processed in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), referred to in short as the GDPR.
III. We collect the personal data that are necessary to make a reservation for a stay and to provide a comprehensive hotel service.
IV. The provision of personal data by the Customer and consent to their processing are voluntary, but necessary in order to make a reservation for a stay and to provide the hotel service.
V. We collect data during:
– the reservation process via the website
– the reservation process carried out in person at the hotel, by telephone or by e-mail, as well as when checking the guest in at the hotel
We may also obtain data from our partners operating booking portals (Booking.com, HRS, event organisers, etc.), provided that consent has been given for this.
VI. We collect the following data:
When booking via the website, it is possible to create a Customer account or to make a one-off reservation.
1. When creating an account on the hotel website, the Customer sets the account access password themselves and provides the following data:
a) First name and surname
b) Address (street, house/flat number, postcode and town/city)
c) Telephone number
d) E-mail address
The data listed above may be changed by the Customer themselves after logging in to the account
– In the case of a one-off reservation made via the website, the scope of the data collected is the same as when creating an account, with the addition of the country of residence.
2. When reservations are made in person, by telephone, by e-mail or via chat, as well as when the Customer checks in at the hotel, the following data are collected:
a) First name and surname;
b) Address (street, house/flat number, postcode and town/city);
c) Telephone number;
d) E-mail address;
e) Company details, including the tax identification number (NIP) (where a VAT invoice is issued to a company);
f) Registration number of the vehicle belonging to the Customer (when using the hotel car park);
g) Identity document number.
3. Children’s data, such as first name, surname, nationality and date of birth, are collected exclusively from their parents or legal guardians in order to determine their age and the discounts to which they are entitled, and for statistical purposes (reporting obligation to Statistics Poland (GUS) and the local climate fee).
4. When the hotel websites are used, additional information is collected automatically (the IP address assigned to the computer from which the hotel website was accessed, the external IP address of the Internet service provider, the domain name, the browser type, the time of access and the type of operating system).
VII. We use the data collected for the following purposes:
1. Fulfilling our obligations towards Customers.
2. Handling room reservations and accommodation requests:
o creating and storing legal documentation in accordance with accounting standards.
3. Handling the Customer’s stay at the hotel:
o monitoring the use of services (telephone, bar, pay TV, etc.)
o managing access to rooms,
o internal management of lists of Customers who behaved inappropriately during their stay at the hotel (aggressive and antisocial behaviour, breach of the terms of the agreement with the hotel, breach of safety rules, theft, causing damage and vandalism, payment problems).
4. Improving the hotel service, in particular:
o processing the Customer’s personal data within our marketing programme – for the purpose of conducting marketing activities, promoting brands and better understanding the Customer’s requirements and wishes,
o better adapting our products and services to Customers’ requirements,
o tailoring the commercial offers and promotional messages sent to the Customer,
o informing the Customer about special offers and new hotel services.
5. Managing relationships with Customers before, during and after their stay:
o operating the loyalty programme,
o segmentation operations based on the Customer’s booking history and preferences – in order to send the Customer tailored messages,
o compiling statistics and calculating commercial results, as well as reporting,
o providing contextual data used by the offer recommendation tool when the Customer visits the hotel website or books the hotel,
o sending newsletters, promotions and offers of tourist and hotel services, as well as contacting the Customer by telephone,
o handling requests concerning the cancellation of subscriptions, promotions, travel offers and satisfaction surveys,
o taking into account the right to object.
6. Improving the hotel’s services, in particular:
o handling complaints and grievances,
o offering the Customer benefits under the loyalty programme.
7. Ensuring security and improving the use of the hotel websites, including:
o improving navigation,
o implementing security and fraud prevention measures.
8. Ensuring compliance with legal regulations (e.g. with regard to the retention of accounting documents).
VIII. Only authorised hotel employees and processors with whom separate agreements have been concluded (subcontractors providing services to the hotel) have direct access to Customers’ personal data. The data may also be disclosed to entities authorised under the applicable provisions of law.
IX. Hotel Sopot takes appropriate technical and organisational measures, in accordance with the applicable legal regulations, to ensure maximum protection of our Customers’ personal data.
X. When the Customer provides us with credit card details during a reservation, they are redirected to the website of the payment card acquirer, which ensures the security of the transaction.
XI. Customers of Bayjonn Hotel Sopot have the right to access the content of their data and to rectify it, the right to data portability and the right to obtain a copy of the personal data processed by the hotel. In addition, they have the right to withdraw their consent at any time, to request the restriction of processing and the erasure of their data, and the right to be forgotten where personal data are processed for marketing purposes.
XII. Data collected for the purpose of providing hotel services will be processed for a period of 6 years and, in the case of data collected on the basis of consent, until such consent is withdrawn.
XIII. Data obtained from video surveillance are deleted no later than 30 days after the date of their recording.
XIV. If you find that your personal data are being processed unlawfully, you have the right to lodge a complaint with the President of the Personal Data Protection Office (PUODO).
XV. The person responsible for personal data protection can be contacted at the hotel’s premises or via the e-mail address marketing@bayjonnhotel.pl.
XVI. Cookie Policy:
The Controller obtains information about users and their behaviour in the following ways:
o through information voluntarily entered in the form,
o through the collection of cookies
During the first visit to the Hotel Sopot website, the user is informed about the use of cookies. By remaining on the website, the user accepts the use of standard cookies on the website. If users do not change their browser settings, this is equivalent to consenting to the use of cookies.
The installation of cookies is necessary for the proper provision of services on the Website. Cookies contain information necessary for the proper functioning of the website, in particular of the pages that require authorisation. The user may at any time change their browser settings so that cookies are either accepted or rejected, or so that the user is notified about the placement of these files on their computer.
The following types of cookies are used on the Website:
o session cookies – remain in the browser until it is closed or until the user logs out of the website on which they were placed,
o persistent cookies – remain in the web browser of the device until they are deleted by the user or until a predetermined time specified in the cookie file parameters.
XVII. Changes to the Bayjonn Hotel Sopot privacy policy
Bayjonn Hotel Sopot reserves the right to change, modify or amend this policy at any time.
Last updated: 07.03.2022
