Privacy & Cookies

At Hoteleia, we collect and manage user data according to the following Privacy Policy, with the goal of incorporating our company values: transparency, accessibility, usability. This document is part of Hoteleia’s Terms of Service, and by using hoteleia.com (the “Website”), you agree to the terms of this Privacy Policy and the Terms of Service. Please read the Terms of Service in their entirety, and refer to those for definitions and contacts.

Data Collected

We collect anonymous data from every visitor of the Website to monitor traffic and fix bugs. For example, we collect information like web requests, the data sent in response to such requests, the Internet Protocol address, the browser type, the browser language, and a timestamp for the request.

We ask you to log in and provide certain personal information (such as your name and email address) in order to be able to save your profile and the documents and comments associated with it. In order to enable these or any other login based features, we use cookies to store session information for your convenience. You can block or delete cookies and still be able to use Hoteleia, although if you do you will then be asked for your username and password every time you log in to the Website. In order to take advantage of certain features of the Website, you may also choose to provide us with other personal information, such as your picture or personal website, but your decision to utilize these features and provide such data will always be voluntary.

You are able to view, change and remove your data associated with your profile. Should you choose to delete your account, please contact us at support@hoteleia.com and we will follow up with such request as soon as possible.

Minors and children should not use Hoteleia. By using the Website, you represent that you have the legal capacity to enter into a binding agreement.

Use of the Data

We only use your personal information to provide you the Hoteleia services or to communicate with you about the services or the Website.

With respect to any documents you may choose to upload to Hoteleia, we take the privacy and confidentiality of such documents seriously. We encrypt all documents, and permanently delete any redacted edits you make to documents. If you choose to make a document public, we recommend you redact any and all references to people and addresses, as we can’t protect public data and we are not responsible for any violation of privacy law you may be liable for.

We employ industry standard techniques to protect against unauthorized access of data about you that we store, including personal information.

We do not share personal information you have provided to us without your consent, unless:

Hoteleia may contact you, by email or other means. For example, Hoteleia may send you promotional emails relating to Hoteleia or other third parties Hoteleia feels you would be interested in, or communicate with you about your use of the Hoteleia website. Hoteleia may also use technology to alert us via a confirmation email when you open an email from us. You can modify your email notification preferences by clicking the appropriate link included in the footer of email notifications. If you do not want to receive email from Hoteleia, please opt out of receiving emails at the bottom of any Hoteleia emails or by editing your profile preferences.

Sharing of Data

We don’t share your personal information with third parties. Only aggregated, anonymized data is periodically transmitted to external services to help us improve the Hoteleia Website and service. We currently use Google Analytics (traffic analysis, SEO optimization) and Mailchimp (mailing list management). We listed below what data these third parties extract exactly. Feel free to check out their own Privacy Policies to find out more.

• Google Analytics: anonymous (ad serving domains, browser type, demographics, language settings, page views, time/date), pseudonymous (IP address)
• Mailchimp: name and email of our beta subscription list

We also use social buttons provided by services like Twitter, Google+, LinkedIn and Facebook. Your use of these third party services is entirely optional. We are not responsible for the privacy policies and/or practices of these third party services, and you are responsible for reading and understanding those third party services’ privacy policies.

We employ and contract with people and other entities that perform certain tasks on our behalf and who are under our control (our “Agents”). We may need to share personal information with our Agents in order to provide products or services to you. Unless we tell you differently, our Agents do not have any right to use Personal Information or other information we share with them beyond what is necessary to assist us. You hereby consent to our sharing of Personal Information with our Agents.

We may choose to buy or sell assets. In these types of transactions, user information is typically one of the transferred business assets. Moreover, if we, or substantially all of our assets, were acquired, or if we go out of business or enter bankruptcy, user information would be one of the assets that is transferred or acquired by a third party. You acknowledge that such transfers may occur, and that any acquirer of us or our assets may continue to use your personal information as set forth in this policy.

Changes to the Privacy Policy

We may amend this Privacy Policy from time to time. Use of information we collect now is subject to the Privacy Policy in effect at the time such information is used. If we make major changes in the way we collect or use information, we will notify you by posting an announcement on the Website or sending you an email. In any case, you can track all changes via the TOS Tracker. A user is bound by any changes to the Privacy Policy when he or she uses the Services after such changes have been first posted.

Should you have any questions or concerns, please write to support@hoteleia.com!

Data Protection Policy

Data protection principles

Hoteleia is committed to processing data in accordance with its responsibilities under the GDPR. Article 5 of the GDPR requires that personal data shall be:

1. Processed lawfully, fairly and in a transparent manner in relation to individuals;
2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
4. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to the implementation of the appropriate technical and organizational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
6. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures.”

General provisions

1. This policy applies to all personal data processed by Hoteleia.
2. The Responsible Person shall take responsibility for the Hoteleia’s ongoing compliance with this policy.
3. This policy shall be reviewed at least annually.
4. Hoteleia shall register with the Information Commissioner’s Office as an organization that processes personal data.

Lawful, fair and transparent processing

1. To ensure its processing of data is lawful, fair and transparent, Hoteleia shall maintain a Register of Systems.
2. The Register of Systems shall be reviewed at least annually.
3. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.

Lawful purposes

1. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task, or legitimate interests (see ICO guidance for more information).
2. Hoteleia shall note the appropriate lawful basis in the Register of Systems.
3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in Hoteleia’s systems.

Data minimisation

1. Hoteleia shall ensure that personal data are adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy

1. Hoteleia shall take reasonable steps to ensure personal data is accurate.
2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

Archiving / Removal

1. To ensure that personal data is kept for no longer than necessary, Hoteleia shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
2. The archiving policy shall consider what data should/must be retained, for how long, and why.

Security

1. Hoteleia shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorized sharing of information.
3. When personal data is deleted this should be done safely such that the data is irrecoverable.
4. Appropriate back-up and disaster recovery solutions shall be in place.

Breach

1. In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data, Hoteleia shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

Cookies

Our cookies policy sets out how Hoteleia uses and protects any information that you provide when you use this website.

Hoteleia may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes made.

What is a cookie?

A cookie is a simple text file that is stored on your computer or mobile device by a website’s server and only that server will be able to retrieve or read the contents of that cookie. Each cookie is unique to your web browser. It will contain some anonymous information such as a unique identifier and the site name and some digits and numbers. It allows a website to remember things like your preferences or what’s in your shopping basket.

Cookie categories

• Strictly necessary cookies – These cookies enable services you have specifically asked for.
• Performance cookies – These cookies collect anonymous information on the pages visited.
• Functionality cookies – These cookies remember choices you make to improve your experience.
• Targeting cookies or advertising cookies – These cookies collect information about your browsing habits in order to make advertising relevant to you and your interests.

Cookies used on our website

__utma (expiry: 2 years) – This cookie enables the function of Google Analytics software. This software helps us collect and analyze visitor information such as visitor numbers, pages visited, browsers used, and response to marketing activity. This helps us improve the website and its performance.

The data stored by this cookie does not identify people or collect any personal data.

__utmb (expiry: 30 minutes) – This cookie enables the function of Google Analytics software. This software helps us collect and analyze visitor information such as visitor numbers, pages visited, browsers used, and response to marketing activity. This helps us improve the website and its performance.

The data stored by this cookie does not identify people or collect any personal data.

__utmc (expiry: at the end of the session) – This cookie enables the function of Google Analytics software. This software helps us collect and analyze visitor information such as visitor numbers, pages visited, browsers used, and response to marketing activity. This helps us improve the website and its performance.

The data stored by this cookie does not identify people or collect any personal data.

__utmz (expiry: 6 months) – This cookie enables the function of Google Analytics software. This software helps us collect and analyse visitor information such as visitor numbers, pages visited, browsers used and response to marketing activity. This helps us improve the website and its performance.

The data stored by this cookie does not identify people or collect any personal data.

How do I turn cookies off?

It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.

All modern browsers allow you to change your cookie settings. These settings will typically be found in the ‘options’ or ‘preferences’ menu of your browser. In order to understand these settings, the following links may be helpful, otherwise, you should use the ‘Help’ option in your browser for more details.

• Cookie settings in Internet Explorer
• Cookie settings in Firefox
• Cookie settings in Chrome
• Cookie settings in Safari web and iOS.