We use your personal information to fulfill our commitment to providing a personalized and unique guest service experience. As part of this commitment, we are dedicated to protecting the confidentiality of the personal information we collect. As one of our guests, you understand and agree that we collect and use your personal information in accordance with this Guest Personal Data Handling Policy (this “Policy”).
This Policy applies to personal information about guests and other individuals with whom we have a business relationship or who visit us, as well as to the use of such personal information in any form—whether oral, electronic, or written.
References to “the Hotel,” “we,” and “our” in this Policy refer, depending on the context, to Hotel Sanders A/S.
“Personal information” means any information collected and recorded in a form that allows you to be identified personally, either directly (e.g., name) or indirectly (e.g., telephone number), as a natural person.
This Policy forms part of the terms and conditions governing our hotel services. By accepting those terms and conditions, you expressly accept the provisions of this Policy.
We take appropriate technical and organizational measures, in accordance with applicable law, to protect your personal data against unlawful or accidental destruction, accidental alteration or loss, and unauthorized access or disclosure.
To this end, we have implemented technical measures (such as firewalls) and organizational measures (such as user ID/password systems and physical protection).
The term “personal information” refers to information that identifies you as an individual or can identify you as an individual.
The types of personal information we process include:
Your name, contact details, job title, date of birth, nationality, and passport number
Information about your stay, including arrival and departure dates, purchases of goods and services, special requests, observations regarding your service preferences (including room and holiday preferences), and messages received
Credit card details, online user account information, and profile data
Information necessary to fulfill special requests (e.g., dietary requirements, purchases, anniversary dates, etc.)
Information collected through CCTV systems, key cards, and other security systems
Contact and relevant details regarding employees connected to corporate accounts
Limited credit-related information
We do not knowingly collect sensitive personal data such as information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health information, or information concerning a guest’s sex life or sexual orientation.
We collect information about you in the following ways:
When you provide information via our website or send us emails
When we speak with you by telephone
When we interact with you in person
When you use our websites or applications
When your image is recorded via CCTV at the hotel, when you use in-room telephones, or use your key card
Most of the personal information we process is information that you, or someone acting on your behalf, knowingly provide to us.
In certain cases, however, we may process personal information inferred from other information you provide, from our interactions with you, or received from third parties such as travel agencies.
Under the General Data Protection Regulation (GDPR), we may collect and process your personal information to:
Fulfill contractual obligations toward you and parties involved in arranging your travel (e.g., travel agencies, group organizers, or your employer), as well as suppliers (e.g., credit card companies)
Provide and charge for hotel stays and other goods and services
Deliver a better and more personalized level of service
Conduct market research, customer satisfaction and quality assurance surveys, direct marketing, and promotional activities
Respond to requests for information and services
Ensure the safety and security of staff, guests, and visitors
Maintain general records
From time to time, we may disclose your personal information. Such disclosures are always carried out in accordance with GDPR.
This may occur, for example, in connection with the maintenance of our IT systems. In such cases, information may be disclosed to the following third party:
| Name | Purpose | Personal Information Provided | Retention/Use Period |
|---|---|---|---|
| ORACLE | SUITE8 application maintenance | All database records | View-only access for maintenance upon request by Hotel Sanders, supervised by management |
We reserve the right to disclose any personal information we hold about you if required by a court or requested by a governmental authority, or if we deem it necessary to comply with the law or to protect or defend our rights or property in accordance with applicable laws.
We also reserve the right to retain and process personal information to comply with accounting, tax regulations, and record-keeping laws.
If you choose to interact with us online via www.robertassociety.com/, the following applies:
You may visit our website without revealing your identity or providing personal information.
We collect usage data such as IP address, browser type, visit date and time, referring URLs, and pages visited. This data is not linked to you personally unless you create a user profile.
We use this information to improve functionality and user experience.
We use cookies to evaluate and improve our website functionality. Cookies identify your browser, not you personally.
You can disable cookies in your browser settings, but this may limit website functionality.
You may create a user profile to facilitate transactions and personalize your experience.
Information provided may be used across our systems and those of our service providers.
You may view, update, or delete your profile information by editing your profile or contacting info@robertassociety.com.
We use SSL encryption to protect personal data transmitted online.
You can verify encryption by checking for “https” and a padlock icon in your browser.
Despite our security measures, no system is completely secure. In the event of a data breach, we will notify you where required by law.
We do not knowingly collect personal data from children. Individuals under 18 may only use our website with parental or guardian supervision.
You may choose what personal information to provide. However, failure to provide certain data may affect your experience (e.g., booking a reservation).
If you provide contact details, we may contact you before your stay or send newsletters if you opt in.
You can unsubscribe at any time.
Hotel Sanders retains personal information for 365 days after your stay in accordance with Danish law, unless deletion is required sooner.
Deletion methods:
Paper records: shredded or destroyed
Electronic records: permanently deleted so they cannot be reconstructed
You have the right to access, correct, or request deletion of your personal data.
Requests must be submitted in writing and include identification details.
We may reference previous responses if multiple requests are made.
Incorrect data will be corrected or deleted upon request.
This Policy may change over time. The effective date is stated at the end of this document.
For questions, complaints, or requests regarding your personal data, please contact us:
Email: info@robertassociety.com
Address:
Hotel Sanders A/S
ATT: Security & Compliance
Tordenskjoldsgade 15
1055 Copenhagen K
Denmark
All requests must be submitted in writing.
We may respond via email, phone, or other appropriate means.
Effective date: 03-07-2020
DA