Guests staying in our apartments are
always first for us. We strife as much to ensure the best possible conditions
for our clients to relax as to make sure their privacy and the safety of their personal
data are protected.
brings this postulate to life and outlines comprehensively our personal data
safety procedures, our obligations with respect to your personal data as well
as the purposes for which your data will be used at Al Apartments Sp. z o.o. and
how it will be used. We hope our Policy will answer all the queries and doubts
you may have on the subject.
Please note that this Policy is part of our
general conditions of apartment rental services. By accepting the general
conditions you give implied consent to the terms of this Policy.
II. Definition of personal data
Personal data are understood to mean any
information that identifies a person directly or indirectly and is collected
directly by Al Apartments Sp. z o.o. at the time
a) You make a reservation in our office;
b) You make a reservation remotely:
online, by phone or e-mail;
c) You check in;
d) We receive personal data from companies
with which Al Apartments Sp. z o.o. has made agreements regarding transfer of
III. Principles of personal data processing
When processing you data, Al Apartments
Sp. z o.o. always seeks to comply with the following rules:
a) Transparency: prior to processing
personal data have received we always inform of the process to take place and of
the purpose of it. On your request, you are entitled to access your personal
data and demand to have them modified, rectified or removed at any time. You
are entitled to withdraw your consent to your personal data being processed in
order to stop us from sending you advertisements or other marketing materials.
Contact details to file demands in exercise of the entitlements above are given
in section X[M1] “Access to and modification of personal data” below;
b) Legality: Your personal data will only be
processed in compliance with the law, and for the purposes and to the extent
permitted by the law.
c) Minimum processing: We only collect
personal data that are necessary for a given process. Your personal data will
be retained for a period required to carry out all of our contractual and statutory
d) Confidentiality and safety: we ensure all reasonable technical and
organisational measures to protect you personal data from being modified,
accidentally lost, unlawfully removed, disclosed or used by unauthorised
e) Reliability: we process personal data
with respect for the rights and interests of the data subjects.
IV. Type of personal data processed
1. Throughout the period you use the services of Al Apartments Sp. z o.o.,
we process the following personal data:
a) Contact details: full name, phone
number, e-mail address;
b) Other identification data: date of
birth, residential address, number of passport or other-type ID document;
c) Credit card number, to the extent
required to process reservation and payment transactions;
e) Check-in and check-out dates;
f) Client preferences relating to
apartments such as preferred floor, type of bed etc.;
g) Evaluation of the accommodation
standard, including questions and comments relating to on our services.
2. The processing of personal data of subjects below 18 years of age is
limited to full name and date of birth. These data may only be provided to us
by an adult and processed subject to prior written consent. We will be grateful
for making sure kids do not send any personal details without your consent,
particularly online. If they nevertheless do that, you can contact us at any
time and ask for such details to be removed.
3. As a rule we do not collect any sensitive data such as health condition
(allergies), religion, facial image, height, philosophical or political outlook
V. Key purposes of personal data processing
Below is a list of the key purposes for
which we process your personal data in relation to the use of our apartment
1. Accommodation in our apartments
a) Apartment booking service;
b) Creating and retaining legal and tax
records in keeping with applicable accounting standards;
c) Providing additional guest services,
such as laundry;
d) CCTV surveillance of the premises to
ensure safety and order.
2. Customization of hospitality services based on your lodging preferences
a) Subject to your prior consent, Al
Apartments Sp. z o.o. collects your personal data in order to customize our lodging
services to suit best your preferences which as we get to know them during your
b) After you join the Customized Hospitality
Programme, Al Apartments Sp. z o.o. will create a personal client profile for
you that will collect the preferences you define both at the booking stage and
while you stay in our apartments.
c) The following personal data are
required to set up a client profile: full name and e-mail address.
d) No sensitive data will be included in
the Customized Hospitality Programme without your knowledge and consent, such
as heath condition, political outlook, sexual orientation, race, ethnicity,
religion or philosophy.
e) As a member of the Customized Hospitality
Programme you will be able to access at any time the information collected in
your personal profile, namely your basic personal data, preferences and history
of your stays.
f) On your demand, you can exercise your
right to have modified, rectified or removed your personal data that are collected
and displayed in your client profile.
3. Reaching clients with offers and current
a) Your additional consent is required for
you to receive trade information containing current and upcoming offers and
b) You can use an opt-out option for our email
newsletters at any time by informing Al Apartments Sp. z o.o. by e-mail or
phone ([email protected], +48 533 563 000)
4. Client satisfaction testing
a) Checking if and how our clients are
satisfied with our hospitality standards is key so that we can keep improving
the services we deliver based on feedback from our guests. Invitations to fill
out questionnaires will be sent to you by e-mail following your stay in one of
b) The questionnaire uses your personal
data such as full name and e-mail address. Questionnaires are then reviewed and, if
required, we will contact you to address your comments and suggestions.
c) Subject to your consent, your feedback and
evaluation as well as our response, if given, will be published on www.ermine-suites.com.
5. Client relations managementbefore, during and after you stay with us
a) Setting up client profiles based on
booking history and preferences in order to send customized newsletters to the
b) Analysing personal data, information and
feedback received for more effective anticipation of your future expectations;
c) Statistical, business and reporting
d) Ensuring background data for use by
tools for customized offer content each time a client visits the website of Al Apartments Sp. z o.o.
e) Newsletters, promotional and marketing
offers from Al Apartments Sp. z o.o. or its partners, as well as telephone communication
f) Processing requests for subscription
opt-outs, promotions, tourist offers and client satisfaction surveys;
g) Responding to objections to personal
data processing for marketing purposes.
6. Other online activities:
a) Connecting to any site operated by Al
Apartments Sp. z o.o. (IP address, cookies);
b) Online forms (online booking,
questionnaires, accounts in social media).
7. Online safety and efficient use of Al Apartments Sp. z o.o. websites, including:
c) Better navigation on sites;
d) Implementation of security and
8. Ensuring compliance with legal regulations, such as regarding service fee
calculation or retaining accounting or tax records.
VI. Processors of personal data
1. In order to guarantee best service experience we may transfer your
personal data to authorised employees of the business partners of Al Apartments
Sp. z o.o., among them
a) Staff of the hospitality facility;
b) Booking personnel and staff members
authorised to use booking tools on site;
c) IT department;
d) Sales and marketing departments;
e) Law department;
f) Other employees holding proper authorisation.
2. Your personal data may be transferred to the third parties listed below
in order to make sure that our services and programmes are delivered
effectively and to improve the accommodation conditions in our hotels:
a) Third-party vendors: IT services providers, international call centres,
banks, issuers of credit cards, law firms, printers and dispatchers;
b) Trusted business partners;
c) Social media: we have implemented a system of logging via your Facebook
account for fast online identification without having to fill out registration
d) Local authorities: we may be required under statutes to transfer your
personal data to specific local authorities.
VII. Personal data protection in foreign data transfers
1. For the purposes outlined in the following section[M2] of this Policy, our personal data may be transferred to our internal or
third-party processors located in countries where the extent of persona data
protection is different (“third countries”).
2. Therefore, apart from implementing the measures set down in this Policy,
Al Apartments Sp. z o.o. takes effort to make secure every transfer of your
personal data to a third-party vendor located in a third country.
3. Your personal data may be transferred for the above purposes, particularly
as part of the booking process, to other facilities operated by Al Apartments
Sp. z o.o. and located outside the European Union.
4. Transfers to third countries of personal data other than those required
for the booking process are regulated by the Standard Contractual Clauses set
down by the European Commission for data transfers between EU and non-EU countries.
VIII. Personal data safety
1. We take relevant
technical and organisational measures to protect your personal data from clandestine
or accidental destruction, change or loss or from any unauthorised access or
disclosure, in compliance with the applicable provisions of the law. For that
reason we have implemented technical systems (firewalls, data backups) and
organisational controls such as training programmes for personnel involved in
data processing, access IDs and passwords, or physical safeguards (clean desk
and monitor policy).
2. Each time you provide your credit card details to make a reservation,
the TSSL (Transport Secure Socket Layer) technology
is used to ensure transactional safety.
IX. Retaining personal data
We retain each guest’s personal data as
long as required for the purposes outlined in this Policy or in current legal regulations.
X. Access to and modification of personal data
1. You have the right of access to your personal data collected for
processing, and the right to have them rectified, removed or transferred, to
demand a restriction of the scope of processing or to object to the processing of
your data; your are also entitled to make complaints to a data protection
authority. In order to exercise these
rights, please contact us at Rynek Podgórski 8/3, 30-518 Kraków.
2. You have the right to demand, at any time, that we discontinue
transferring your personal data to our partners or to third parties, sending
you marketing information on our products and services or processing your
feedback on your stay in our apartments, by writing to us at Rynek Podgórski
8/3, 30-518 Kraków
3. We will respond to all yourrequests as soon as possible and as required by the law.
This Policy may be modified when and as
needed. You are encouraged to check regularly its terms, especially at the time
you book an apartment with us.
1. If you have any queries relating to the processing of your data please
contact us at one of the addresses [M3] given in section V of this Policy as appropriate.
2. If you have any additional questions relating to the processing of your
data please contact us at Rynek Podgórski 8/3, 30-518 Kraków[M4] .
Cookies are small data files that your
Internet browser creates as you visit websites. A cookie will typically contain
the name of the domain from which the cookie has come, the “lifetime”
of the cookie and a randomly generated unique number. We plant cookies on an end
user’s computer and have access to them.
• Customise our website to reflect a user’s
individual preferences on future requests; in particular these cookies recognise
the end computer and by that display content that fits the user’s unique
• Draw up statistics that tell us about user
preferences and behaviours; these statistics are analysed anonymously to help
us adjust the content and appearance of our web service to current trends, and
can be used for site popularity evaluations;
• Target our marketing activities.
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