Privacy Notice

1. WHO WE ARE AND IMPORTANT INFORMATION

2. HOW TO CONTACT US

3. CHANGES TO THIS PRIVACY NOTICE

4. THIRD PARTY LINKS TO OTHER SITES

Our website may contain links to third party websites that are maintained and/or controlled by non-affiliated parties. Clicking on those links or enabling those connections may allow third parties to collect or share data about you and we encourage you to review the privacy policy of every website as their privacy practices may differ from ours.

5. INFORMATION WE COLLECT

5.1 Information we collect directly from you:

The type of information that we collect from or about you varies based on your interaction with our website and services and includes:

• Reservation Data: Your full name, title, email address, home and business address, phone number, nationality and payment card information.
• Stay Preference Data: Information such as stay and room preferences made during the course of your reservation such as your preferred room type and specific requests to the hotel.
• Customer Service Inquiry Data: We collect information from you when you make an inquiry with us, such as inquiries regarding on-property events, including your name, contact information, and information about the event you are planning.
• Usage Data includes information about how you use our website, products and services.
• Contests/Promotions Data: if you choose to participate in one of our competitions or sweepstakes, sign up on property to receive our newsletters or other special offers and promotions, or participate in one of our other services, we collect your name, contact information, and other information that you choose to provide to us.
• Preference Data: we collect appropriate contact information if you consent to receive marketing from us by opting in.

5.2 Information we collect from other entities:

• If you make a reservation through Northland Group or Sandman Group central reservations, they provide us with sufficient information to handle your reservation at our property. Please note that neither of these entities provide us with access to all of your contact information or all of your RSVP Rewards data. As a result, we may request additional information from you (e.g., your email address) if you would like a copy of your folio.
• Your Employer/Sponsor/Other Payor of Your Account/Travel Agent: We also obtain information about you from other parties if you do not make the reservation with us directly or if you are not the responsible payor on your account.
• Other Guests: if you are a guest of one of our registered guests, we may collect information about you from the guest.
• Online sources, such as websites, social media and information sharing platforms: This information may be used to help tailor and improve our services and communicate with you effectively, as we know many of our customers use a range of media channels to communicate and share information. If you use our hotel wifi we may collect certain information such as the information requested when you register to use the service and device information.
• Social Media Features: We may use various social media features such as the Facebook “Like” button on our websites. Certain information may be shared or otherwise provided to us through your use of these features in conjunction with our services and programs. Subject to your account and privacy settings, we may also be able to see information that you post when using these social media platforms whether or not you are using one of our services. In some instances, depending on the circumstances, we may contact you on these social media platforms. The information you post on social media sites as well as the controls surrounding these disclosures are governed by the respective policies of the social media site where you posted.

5.3 Information we collect automatically:

6. IF YOU FAIL TO PROVIDE PERSONAL DATA

7. HOW WE USE YOUR INFORMATION

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where you have given clear consent for us to process your personal data for a specific purpose.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.

8. PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

9. SHARING YOUR INFORMATION

We share your personal information with Sandman Group or Northland Group:

• If you make a reservation directly with our property, we will share your reservation information as well as information regarding your stay with either Sandman Group or Northland Group, depending on which manages the global reservation system for the hotel.
• Service Providers: entities that assist us in the provision of services and that help us improve our products and services. For example, we may share data collected about you online with online advertisers and entities that assist us in our digital marketing.
• We also share your personal information, which may include information about your stay with us, with other entities in circumstances such as: a) when we believe in good faith that the disclosure is required by law or to protect the safety of hotel guests, employees, the public or our property; b) when disclosure is required to comply with a judicial proceeding, court order, subpoena, warrant or legal process; or c) in the event of a merger, asset sale, or other corporate transaction.
• If we are unable to service your request or if we think a sister property may be able to provide you with appropriate service, we may share your contact information with the other hotel.
• Overbook Situations: If we are oversold, we may share your contact information with a different hotel for the purpose of reserving a room for you at the other property.

10. INTERNATIONAL TRANSFERS

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data. For further details, please click here.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us using the details at section 2 of this Notice if you would like further information on the specific mechanism used by us when transferring your personal data out of the UK.UK.

11. COOKIES AND OTHER TRACKING TECHNOLOGIES

12. HOW WE SECURE YOUR INFORMATION

We take commercially reasonable measures to protect the confidentiality and security of the information that you provide to us. To do this, technical, physical and organisational security measures are put in place to protect against any unauthorised access, disclosure, damage or loss of your information. The collection, transmission and storage of information can never be guaranteed to be completely secure, however, we take steps to ensure that appropriate security safeguards are in place to protect your information.

13. MANAGING YOUR PREFERENCES AND INFORMATION

If you have opted into an email newsletter or receive offers/marketing from us, please follow the instructions in the email or offer to unsubscribe. Please allow up to 10 days for us to process your request.

14. DATA RETENTION

15. CHANGE OF PURPOSE

16. GLOSSARY LAWFUL BASIS

• Professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities based in the UK who require reporting of processing activities in certain circumstances.

• If you want us to establish the data’s accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.