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
(hereinafter referred to as the „GDPR“)
Dear guests, on this page you will find, in accordance with GDPR, the most important information about your personal data processed by the company Diplomat Hotel Operations s.r.o., identification number: 230 75 562, with its registered office at Evropská 2690/17, Dejvice, 160 00 Prague 6, registered in the Commercial Register maintained by the Municipal Court in Prague, file reference C 420996 (hereinafter referred to as „Administrator“alternatively„Company“).
The purpose of this communication is to inform you about the processing of personal data that occurs in connection with website visits, as well as about certain other cases of personal data processing where the Company's activities involve the processing of personal data of other persons (e.g. hotel guests, journalists, etc.; hereinafter referred to as the „Data Subject“).
I. Processing of personal data from contact forms
By submitting an enquiry via the enquiry form, personal data is also collected, which is located in the encrypted interface and includes the following data:
- Date and time of submission of the enquiry form;
- data from the submitted enquiry form;
- Any visitor query.
The processing of these log files shall be carried out by the Company itself.
Personal data of the Data Controller's website visitors processed in connection with the administration of the Data Controller's website, or the administration of the Data Controller's reservation system and/or the implementation of internet marketing, will only be processed if the relevant data subject has given their consent to the processing in accordance with Article 6(1)(a) of the GDPR, for the period for which the consent is valid. In the absence of consent from the Data Subject in accordance with Article 6(1)(a) of the GDPR, the personal data of the Data Subjects are/will be processed at the request of the Data Subject in accordance with Article 6(1)(b) of the GDPR.
II. Processing of personal data for newsletter subscription
In the event that a website user is interested in receiving newsletters and other promotional messages, the Company shall process the personal data provided by such user for these purposes, based on consent, and always at least to the extent of their email address, first name, and surname. The content of the newsletter and other promotional messages may be personalised based on the data provided and other data for content personalisation which the Company ascertains from the user's behaviour on the website, or potentially the newsletter itself.
The Company will only begin processing the user's personal data after the user has entered their details into the relevant form for ordering the newsletter and other promotional communications, and subsequently confirmed the order and their consent to the processing of personal data by replying as instructed in the received e-mail. If the order is not confirmed, the entered data will not be stored anywhere.
The personal data provided will be processed until the granted consent is withdrawn. The processing of the personal data provided will be carried out by the Company itself, or potentially through a specialised processor.
Agreement with this processing of personal data is entirely voluntary, and the user may withdraw it at any time by sending a written notice of withdrawal of consent to the Company's registered office address (see below).
The granted consent may also be revoked by the user by clicking on the „You can unsubscribe“ link in the sent newsletter or promotional message.
III. Processing of personal data in connection with photographic documentation from organised events
For events we organise, we take photographic documentation to a reasonable extent (situational shots from events) for the purpose of subsequent publication of selected photographs on our website for the promotional purposes of the Diplomat Hotel. In this way, visitors to a specific event are not primarily displayed, but rather the overall atmosphere of the event; the shots are not published in detailed resolution, nor do we attach captions of specific event visitors to them. According to the expert opinion of the Office for Personal Data Protection, such cases do not primarily concern personal data protection, but rather privacy protection under the Civil Code; therefore, consent for the processing of personal data for „illustrative“ images is not required.
Visitors are informed in advance about the taking of photographic documentation by means of a camera pictogram, our photographers are visibly marked, and photographic documentation is taken only in the main area of the event, so visitors always have the option to stay in areas where photographic documentation is not being taken. Should you have any doubts or questions regarding the taking of photographic documentation, you can contact us at the details below.
IV. Processing of data based on booking or stay
Based on your reservation (or stay without a reservation), we process client personal data to the following extent:
- Identification and contact details (name and surname, permanent residence address, identity card number or similar document, and possibly also email address and telephone number);
- In the case of sole traders, also the designation of the sole trader, registered office, IČO (identification number), DIČ (tax identification number), VAT payer status;
- in the case of business trips by non-entrepreneurial persons, also details of the organisation that booked or paid for the stay);
- data on the purpose of stay, or information that the client is a person exempt from the spa or recreational stay fee;
- information about your membership in the loyalty programme;
- information about your stay and the services used, and the amount and method of payment for the services provided (in the case of non-cash payment, bank account number or payment card details);
- In the case of foreign nationals, in addition to the above-mentioned data, also date of birth, nationality, passport number, visa number, permanent address abroad;
- in the case of guests using parking at our hotel, also the car's registration number.
A) Processing for the purpose of fulfilling legal obligations
The provision and processing of all personal data mentioned above, with the exception of the email address and telephone number, and information about your membership in a loyalty programme, is necessary for the Company to fulfil its legal obligations, particularly those arising from the Act on Local Fees and the Act on the Residence of Foreigners in the Czech Republic, as well as from accounting and tax regulations.
Processing necessary for the performance of a contractual relationship
The processing of your identification details and data regarding your stay, the services provided, and their amount and method of payment is necessary for the purposes of fulfilling the contractual relationship concerning your stay, i.e. ensuring orders and reservations, concluding and fulfilling contracts relating to accommodation, catering, and related services offered and provided by the Company.
C) Processing necessary for the purposes of legitimate interests
We process your personal data, including your name, surname, email address, and information about your location, based on the Company's legitimate interest for the purposes of direct marketing. The purpose of this processing is exclusively to be able to send you marketing and commercial communications, i.e. information about interesting news, discounts, etc.
We also process personal data to the same extent for sending satisfaction surveys after your stay, in order to verify your satisfaction with the Company's services and to continuously improve the quality of the Company's services for you.
There are no instances of guests disputing the services provided at the hotel. If the Company were to face a dispute regarding the services provided, the Company would be compelled to process data concerning the services provided to the extent necessary for the conduct of such a dispute, solely for the purpose of protecting the Company's rights in such a dispute. Similarly, the Company would be compelled to process the necessary data in the event of non-payment for services, or in the event of damage caused to the Company.
D) Automated processing of your data
We do not, under any circumstances, make automated decisions or otherwise automatically process your personal data in a way that would have legal effects on you or similarly significantly affect you.
V. Processing of personal data in connection with handling requests and queries related to accommodation services on the website
In the event of a service inquiry made via the Diplomat Hotel website using the inquiry form or by sending a query to the relevant email address provided on the website, the Company will process the potential customer's personal data, specifically their first name, surname, email address, telephone number, and possibly company details, solely on the basis of your consent. You can withdraw your consent at any time by sending an explicit notification to info@hoteldiplomat.cz.
Upon processing your relevant request, the Company may, with your consent, further use the aforementioned data for its marketing purposes concerning its accommodation services. In this case, the data subject has the right to withdraw their consent at any time by sending an explicit notification to info@hoteldiplomat.cz.
The processing of the personal data provided will be carried out by the Company itself, or by a processor, processor.
VI. Processing of personal data in connection with accommodation services
Customer personal data (first name, surname, date of birth, ID card or passport number, address, signature) of those who stay at the hotel Diplomat, The Company processes data based on a legal ground imposed by Act No. 565/1990 Coll., on local fees (§3g), as amended, and Act No. 326/1999 Coll., on the residence of foreigners (§101), as amended. Therefore, this processing is necessary for the fulfilment of a legal obligation in accordance with Article 6(1)(c) of the GDPR, and the consent of the accommodated person (Data Subject) is therefore not required for such processing.
The company, based on consent, stores the first name, surname, and email address of its customers for the purpose of verifying customer satisfaction, for similar commercial offers, or for the service that was the subject of the order. In this case, the Data Subject has the right to withdraw the granted consent at any time by sending an explicit message to the email address info@hoteldiplomat.cz.
The Company will record feedback and thereby process customer email addresses by sending a questionnaire to these email addresses, in accordance with the above, regarding satisfaction with the stay at Hotel Diplomat, i.e. a commercial communication. The questionnaire will only be sent to customers once in connection with a relevant service purchase. The Company will undertake the feedback and thus the processing of customer email addresses itself, or through a contractually bound third party (processor).
VII. Google Analytics and Google Ads
The Company uses the Google Analytics service for website analysis using cookies. This service is developed and operated by Google Inc., located at Amphitheatre Parkway, Mountain View, CA 94043, USA („Google“).
Google will not combine transferred data, including IP addresses, with other data. Google's privacy policy is available for viewing. Here.
A visitor to the website can prevent the collection and analysis of cookie files through the Google Analytics service, firstly by changing the browser settings, as mentioned above, and secondly by:
- by clicking the following link, which will place an opt-out cookie on the computer, preventing future storage of data about the website visit;
- installed browser plugins available Here. This plugin only works in the relevant browser on the relevant computer and must not be deactivated or deleted after installation in order to maintain the deactivation of the Google Analytics service.
As part of the Google Analytics service, the Company also uses related advertising functions provided by Google, such as Google Display Network impression reports, enhanced anonymised demographic data reporting (e.g. age, gender, interests), or displaying ads on the content network based on viewed products (so-called remarketing), including the Google AdWords service for ad personalisation and improved ad targeting, and so-called remarketing.
VIII. Information text regarding the CCTV system in the Diplomat Hotel premises
The purpose of processing is to protect property and increase personal safety. The scope of processing includes only video recording from the camera system, without audio recording. The Company is the administrator of these recordings. Camera system recordings are stored on an HDD device/hard drive operated by the Company, and no other processor is used for this camera system. The place of processing is Diplomat Hotel Operations s.r.o., IČO: 230 75 562, with its registered office at Evropská 2690/17, Dejvice, 160 00 Prague 6.
The recipients of data from the camera system may only be law enforcement bodies or administrative bodies for the purposes of contravention proceedings.
Cameras cover the entrance and reception area, corridors and underground garage areas, parking spaces in front of the hotel, entrances/exits, staff entrances, for deliveries and handling areas, terraces, entrances to the fitness centre, halls/foyers, access to conference areas, the ramp, and the courtyard/inner yard.
Records are kept for a maximum of 72 hours, after which the data is automatically deleted by overwriting with a new recording, as the camera system is based on loop mode.
The cameras operate continuously (or are motion-activated).
Contact details for submitting information requests are provided below.
IX. Processing Period of Personal Data
We process your personal data for the duration of your stay at our hotel. Following its conclusion, we only process:
Data which we are obliged to process by relevant legal regulations, and only for the period necessary according to these legal regulations. (For example, accounting and tax documents that we issue to you also contain some of your personal data (name and surname, type of service provided, date of issue of the document). We store these documents solely for the purposes of fulfilling obligations imposed by relevant accounting and tax legal regulations, for the period stipulated by these regulations.)
Your name, surname, email address and information about your stay for the purposes of the hotel's direct marketing (sending information about interesting news, or discounts on our services, etc.) and for sending satisfaction questionnaires. We process data for sending satisfaction questionnaires only until the questionnaires are evaluated (a maximum of 1 month after your stay). For the purposes of direct marketing, we process your data mentioned above until you inform us of your potential objection to further such processing.
Data necessary for the purposes of existing or imminent disputes. We process these data only until a legally binding decision on the dispute is reached and the obligations arising from the decision are fulfilled, or until the time when disputes regarding the provided services may occur in accordance with applicable legal regulations.
Upon expiry of the above-mentioned periods, your personal data will be regularly disposed of, in both paper and electronic form.
X. Further rights relating to the protection of personal data
The data subjects whose personal data are processed by the Company have the following rights related to the processing of their personal data, provided that the conditions stipulated by law are met:
- the right to access personal data, consisting of the right to receive, free of charge upon request, information about which of their personal data the Company processes;
- the right to rectification of their personal data that is being processed;
- the right to erasure of their personal data being processed;
- the right to restriction of processing of their personal data;
- The right to personal data portability;
- the right to withdraw consent to the processing of personal data at any time, where consent is the legal basis for the relevant processing of personal data (i.e. for sending newsletters and other promotional communications).
Data subjects, whose personal data the Company processes, shall further have, provided the conditions set by legal regulations are met, the right to object to the processing of their personal data if the legal basis for processing is the legitimate interests of the Company. If personal data are processed for the purposes of direct marketing, the data subject has the right to object to this processing at any time.
The above-mentioned rights may be exercised by data subjects, whose personal data the Company processes, in writing or by e-mail to the Company as the data controller, using the contacts below.
The administrator can be contacted:
a) in writing to Evropská 2690/17, Prague 6, 160 00
b) by telephone, by calling +420 296 559 172; and
c) electronically via email: info@hoteldiplomat.cz
The above data subject rights are not absolute rights. The Company will assess the rights exercised individually and with regard to its rights or the rights of third parties.
If the Data Subject believes that their rights to the protection of their personal data have been infringed, they have the right to lodge a complaint with a supervisory authority. The supervisory authority for the territory of the Czech Republic is the Office for Personal Data Protection, Pplk. Sochora 27, 170 00 Prague 7 (www.uoou.cz).
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