Privacy and Data Protection Policy and Cookies

Privacy and Data Protection Policy

Hotel Oslo, lda trading as Hotel Oslo Coimbra – reviews your personal data to ensure they meet the new GDPR (The General Data Protection Regulation) requirements that come into force on 25th May 2018.
Our identification and contact details are available on this website you can use to make your reservation / to pose your questions to us. They will also appear on our invoice which we’ll send to you.

HOW GDPR PROTECTION WORKS FOR YOU

· Your personal data has increased protection
· You have control over how you prefer to be contacted, by email or phone for example
· You have the right to change your mind and update your preferences at anytime
· You have more control and easier access to the personal information we hold about you, if you wish to check, correct it, change it or request its deletion
· If you supply us details of another person it’s your responsibility to ensure that the person or people you’ve provided personal information about are aware that you’ve done so, and have accepted how Hotel Oslo Coimbra uses their information (as described in this Privacy Statement)

According to this new set of rules, we can only use your personal if we have one or more of these reasons:
· When you consent to it, or
· To fulfill a contract we have with you, or
· When it is our legal duty, or
· When it is in our legitimate interest (A legitimate interest is when we have a business or commercial reason to use your information. If we rely on our legitimate interest, we will tell you what that is).

THE INFORMATION WE COLLECT:

We collect information to answer any questions or requests you place or to provide better hospitality services to you such has providing for an easier check-in. This includes information that you give us via our website, through our social media channels, when you contact us via phone or email or when you make a reservation or inquiry via a Third Party Travel Agent or Online booking Website through which we sell or advertise our products.
The different types of information we may collect is as follows:
· Registration details (name, postal address, email address, location, mobile or other telephone number);
· Date of Birth and Gender;
· Identity document and nationality;
· Business information (your company name, address, e-mail address, telephone number, VAT number and Reg number);
· Customer service info that may include comments you made either on line when booking or speaking to our staff;
· Any other information you provide when making a reservations;
· Any information you give to third party on line booking websites or travel agents;
· Submit enquiries and feedback forms;
· Your credit or debit card details you decided to supply to guarantee your reservation or to make a payment regarding the reservation;

HOW WE USE INFORMATION THAT WE COLLECT FROM YOU

We may use the information described above for the purposes for which you provided at the time to us as well as the following:
· To provide our products and services to you
· To create a profile in our hotel system to manage your booking
· To verify your identity and the reliability of your requests and purchases
· To communicate with you and answer any queries that you may have or confirm reservations, modifications and cancellations
· To deliver or allow you to participate in our services
· To keep track of your preferences and habits when you visit us
· To communicate with you in case there is any issue regarding your arrival, stay, check-out and payment
· To conduct statistical analysis to improve our Website
· To analysis your interactions with our website
· Predicting our yield and occupancy

MARKETING

If you have consented to receive our marketing, you may opt out at any time, by clicking on the opt out button in each of our newsletters.

We also use Google Adwords from time to time remarketing our services ton third party websites including google to previous visitors of our website. It could mean that we advertise to previous visitors who have not completed a task on our site, for example using our contact form and not checking out when they have started shopping with us.

You can set your own preferences for how Google advertise to you using the Google Ad Preference page and if you want to you can opt out if interested-based advertising entirely by cookie settings.

ASSIGNMENT

We may, from time to time, expand or reduce our business or may transfer or assign the benefit of this Privacy Policy to our parent company or associated companies this may involve the sale of certain divisions or the transfer of control of certain divisions to other parties. Data provided by you will, where the original remit for the Data remains the same and it is relevant, be transferred to the new owner or newly controlling party. Subject to the new owner or controlling party strictly obeying this Privacy Policy, for the permitted use the Data for the purposes for which it was supplied by you.

Please note that this clause does not apply to any transfer of the Data outside the EEA as governed by the Data Protection Act, where it will not be transferred unless that country or territory ensures an adequate level of protection for the rights and freedoms of Data in relation to the processing of personal data.

ACCESSING AND AMENDING YOUR DATA

You have a right to access a copy of the Data which we hold about you. If you would like to do this, please email us at dpo@hoteloslo-coimbra.pt and the subject matter in the email, as per the terms of GDPR, we will provide the Data within thirty (30) days of receipt of your written request. This is a free of charge service.

You may need to modify or update your Data if your circumstances change. Additional Data as to your marketing preferences may also be stored and you may change this at any time.

You are able to make amendments, or withdraw your consent for use, by telling our reception staff when you check in or by contacting us via email at dpo@hoteloslo-coimbra.pt.

If you withdraw your consent to any or all use of your personal Data, depending upon the nature of your request, we may not be able to provide or continue providing our products and services to you, or administer any contractual relationship already in place. You understand and agree that in such instances where we require your personal Data to fulfil a contractual obligation to you and you withdraw your consent to collect, use or disclose the relevant personal Data for those purposes, we cannot be held liable for breach of that agreement. Our legal rights and remedies in such event are expressly reserved.

RETENTION OF INFORMATION

Your personal Data will be retained for as long as it is necessary to fulfil the purpose for which it is collected, for business or legal purposes, or in accordance with applicable laws.
Personal data of customers/prospects/business partners provided by you will be stored during the time necessary for the management of the reservation you made, business agreements, as well as of the accommodation services you requested. Once the management is finished, all information that is not fulfilling legal purposes will be kept, at the latest, for fifty (50) months. Our retention will improve service for returning visitors and help resolve any doubts or disputes that could arise regarding the use of our services.
Personal data of candidates (recruitment): time needed to process the application and, in case of a negative outcome, 6 months after the last contact (unless the candidate agrees to a longer period).

LINKS TO OTHER WEBSITES

This Privacy Policy applies solely to Data collected by us. Our Website may contain links to external sites, operated by other owners and third parties, over which we have no control. For this reason, we encourage our visitors to be aware when they leave our Website to read their privacy policy applicable. Any access to such other websites or pages is entirely at your own risk. We are not responsible for the privacy policies, content or security of any third party websites linked to our Website

CHANGES TO OUR PRIVACY POLICY

This Privacy Policy is regularly reviewed. Following any changes, the new version of the policy will be uploaded to our Website and the old version removed. Please check back frequently to see any updates. This was updated last in May 2018.

HAVE A QUESTION?

Any questions on this Privacy Policy please email dpo@hoteloslo-coimbra.pt and the subject matter Privacy Policy in the email header.
We are not obliged to have a Data Compliance Officer as data controllers, but we will be available to fulfill all legal rights.

Supervisory Authority: If a data subject considers their rights affected, they can also appeal to the competent supervisory authority of the Member State concerned. More info at: https://ec.europa.eu/info/law/law-topic/data-protection/data-protection-eu_en

WHO ARE THE RECIPIENTS OF YOUR PERSONAL DATA

Your personal data being confidential, only persons duly authorized by us can access your personal data, apart from their possible transmission to the bodies in charge of a control or inspection in accordance with the applicable regulations.
All persons who have access to your personal data are bound by an obligation of confidentiality.

These persons include the staff authorized within the company and its affiliates.

Third parties who process data for us, based on our instructions and in compliance with our Privacy Policy and any other appropriate confidentiality and security measures. Processing by Third Parties will be taken in order to provide rich and secure experience for your stay. Sharing information with Third Parties will be supported by enforcement of the GDPR, by a Data Processing Agreement which includes GDPR Addendum to define the liabilities or by the Privacy Shield certification.
Example of providers: financial institutions, technological services, other service providers who may be required to process personal data strictly necessary for the performance of the services we entrust them with (mission, electronic and postal dissemination, logistics and catering, marketing and promotion, etc.).

Cookies

WHAT IS A COOKIE

A cookie is a small piece of data that is stored on a user’s computer upon visiting certain web pages. Cookies allow sites to gather and store information about a user’s web activity and equipment, and, depending on the kind of data they contain and the way in which they are sent to the web browser, they may be used to recognize individual users.
You can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However some websites may not function properly without cookies.
Personalization cookies allow users to access web services with certain predefined elements, established through a series of criteria on the user’s computer; these may include language preferences, the type of browser used to access services, the regional configuration from where the service is accessed, etc.

What kind of cookies does this website use?
Technical cookies
Technical cookies allow the user to browse a website, platform or application, and use the different options or services that these provide, for example, control web traffic and data transfers, access restricted parts of the site, record the elements used in certain forms, make an online purchase, subscription, or event, use security features, and store the content of audio or video files shared through servers and social networks.

Google analytics is a reporting tool for Websites which allows us to review anonymous information about how our website is used and how visitors use our site and get to it. Google analytics do not collect personal data about our visitors.

For more information
Google privacy policy
Google Analytics opt-out add-on

Purpose
Store anonymous data on users’ navigation, in order to detect the source of website visits and other statistical information.

Purpose
Display the widgets used on the site, in order to show the hotels’ reviews.

For more information
TripAdvisor cookie policy: http://www.tripadvisor.co.uk/CookiePolicy

Purpose
Embed and reproduce videos, using Youtube. Youtube uses these cookies to store user preferences.

For more information
Google privacy policy

How can I disable or delete cookies?
You can choose to allow, block, or delete cookies installed in your computer by adjusting the settings of the web browser you use. But doing so might limit your ability to visit certain parts of the website or take advantage of some of our services.

For more information on how to manage cookies on the browser you use, please see the instructions below:

For more information on Internet Explorer click here: http://windows.microsoft.com/en-us/windows7/how-to-manage-cookies-in-internet-explorer-9
For more information on Firefox click here: http://support.mozilla.org/en-US/kb/cookies-information-websites-store-on-your-computer
For more information on Google Chrome click here: https://support.google.com/chrome/answer/95647?hl=en
For more information on Safari click here: http://support.apple.com/kb/PH5042
For more information on Opera: http://www.opera.com/browser/tutorials/security/privacy/