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PRIVACY
1. Applicability of Privacy Policy
This privacy statement also applies to all Van der Valk hotels and restaurants that fall under the responsibility of Van der Valk Diensten Centrum BV, as well as affiliated companies. The privacy statement does not apply to the processing of personal data by third parties, such as companies and/or websites that offer travel or travel packages. We recommend that you carefully read the privacy statement.
The Privacy Policy does not apply to the processing of personal data by parties from whom Van der Valk has received your personal data (such as booking organizations, travel agencies, employers, social media companies), nor to the processing by any other third party. We do not bear any (processing) responsibility for these organizations and we refer to the privacy policy of these organizations regarding such processing.
2. Acceptance of processing personal data
By registering for or using our products or services, you confirm that you have read the contents of the Privacy Policy and agree to the processing of personal data by Van der Valk as described in the Privacy Policy. If you do not agree with our privacy policy, you should discontinue using our website.
3. Purpose, aim, and basis of the processing of personal data
Van der Valk processes different types of personal data for various purposes. Below, it will be explained which personal data and purposes are involved.
a. Room and hall bookings
For (booking or requesting) a room, meeting room, hall and/or other hotel facility, we need personal data from you (such as your title, name, address, place of residence, date of birth, phone number, email address, signature, date of departure and arrival, and your payment information). If you make a business booking, we will also collect the name and (address) details of your employer and/or client. We may also collect additional personal data from you that is relevant to our service and that you provide voluntarily. We process health data only based on your consent, to better serve you, for example by providing access for people with disabilities. Furthermore, we are legally obligated to verify your identity. We will do this on-site at the hotel using an identification document shown by you. We do not make a copy of this. This data is used internally only and will not be passed on to other organizations for commercial purposes.
Furthermore, as a hotel, we are obliged to register a number of details (name, place of residence, type of identification document, day of arrival, and day of departure) of our guests.
b. Restaurant reservations
If you make a reservation in one of our restaurants, we collect personal data from you (such as title, name, email address, phone number, and language preferences) in order to confirm the reservation and accommodate your preferences for your reservation. Additionally, we may ask if we need to take allergies into account.
We process this data in order to carry out our restaurant services.
c. Van der Valk account
You can create a Van der Valk account. This way, reservations and information requests can easily be made in case of a follow-up request, as we do not need to ask for your details again. To create an account, we ask for your name, place of residence, address details, phone number, and email address. These personal details will be stored in our database.
d. Security
Our hotels, restaurants, parking lots, and garages are equipped with camera surveillance, where necessary, to enhance the safety of our guests, employees, and assets, and to prevent theft and other irregularities.
e. Vehicle registration
Various Van der Valk establishments use license plate registration for registration and payment of parking fees. If you use these parking facilities, your license plate will be registered in order to provide parking services.
f. Newsletter and mailings
If you use our services, you will be signed up for our hotel newsletters. It is also possible to subscribe to the newsletters through the websites of the Van der Valk hotels and via Valk Verrast. Through these emails, we will keep you informed about exclusive offers and service messages. You can unsubscribe from the newsletter at any time through the newsletter itself and via your Valk Account.
Contact form
You can contact us by filling out our digital contact form. In order to assist you as best as possible, we kindly ask for your name, email address, phone number, and your message to us.
h. Contests
Van der Valk regularly organizes contests and promotions through its website(s) or social media. If you participate, we will ask for your name and contact information. This information will be used to notify the winners, carry out the promotion, and measure the response to the promotion.
We ask for your permission to process this data.
i. (Direct) Marketing
To make offers in line with our services and of interest to you, we collect information about individuals who visit our website, such as demographic data. We do this by placing cookies. We may collect information about you from third parties, including information from our partners and social media sites in accordance with your settings on such websites. Please refer to the information on data collection through cookies in Chapter 7 of the Privacy Policy.
Social media
Van der Valk can be found on various social media platforms, such as Facebook. We may use your personal data when you use features on these websites and/or apps, such as a "Facebook-like". If such a feature is used by you, we may obtain your personal data through our relevant social media.
k. Black and cash list
Van der Valk implements a blacklist policy to prevent nuisance and crime in its hotels and restaurants. Van der Valk also keeps a cash list to prevent fraud and non-payment. Therefore, Van der Valk has a legitimate interest for this data processing.
Based on this policy, Van der Valk may decide in very exceptional cases to deny a guest access to its hotels or other services, or to set conditions on payment methods. This may include, for example, committing fraud, causing disturbances, violating house rules, causing damage to the property of other guests or employees of Van der Valk, causing injury to other guests and/or employees of Van der Valk, or engaging in improper behavior.
Van der Valk adheres to a strict and careful policy regarding the data processing and data security of the blacklist and the cash list. The normal privacy rights of an individual are fully applicable in this regard.
Job Application Process
Van der Valk collects and processes data from job applicants through personal contacts, by post, by email, and/or telephone conversations. We collect, among other things, the name, gender, contact information, motivation letters, information about the educational level, and work history of the applicant. This data is relevant for the job application process and will be deleted no later than 4 weeks after the end of the procedure. If you give permission, Van der Valk may store your personal data in its records for a longer period so that contact can potentially be made with you again in the future.
Employees
Van der Valk also processes personal data of employees, in the context of the employment contract and based on legal grounds. For information regarding the processing of personal data of employees, please refer to the personnel handbook of the entity you are employed by.
n. Processing of data of minors
Van der Valk processes personal data of minors (under 16 years old) if they stay in one of our hotels under the supervision or with the permission of a parent/guardian, such as the name of the minors. Van der Valk does not process any other data of minors unless the personal data about the minors are necessary for the performance of a contract and the data are provided by a parent or guardian.
4. Providing and sharing your data with third parties
4.1 Transfer of your personal data
We do not generally share your personal data with companies, organizations, and individuals outside of our own organization.
In order to provide certain services and meet the expected level of hospitality and service, we may, however, in specific circumstances share your personal data within Van der Valk, with our service providers, and other third parties. We ensure that data sharing only takes place if the third party processes the data based on our instructions, takes sufficient appropriate (security) measures, and guarantees compliance with applicable privacy laws and regulations. Below you will find an overview of the recipients (categories).
1. Van der Valk: Companies belonging to or affiliated with Van der Valk, all active in the hotel sector, may need your data to provide the selected services correctly. The sole purpose of this transfer is the ability to provide services to you correctly.
2. Event organizations/companies: If you visit Van der Valk as part of a group event or meeting, information collected for the planning of the event or meeting may be shared with the organizers and, if applicable, with the guests organizing or participating in the meeting or event.
3. Service providers: We rely on third parties such as IT service providers, software maintenance parties to deliver services and products on our behalf and may share your personal information with them as appropriate. We may also use service providers to communicate news and provide promotional and transactional materials to you on our behalf, including personalized online advertising in compliance with your preferences and applicable laws.
Furthermore, Van der Valk may share personal data with organizations outside of Van der Valk in the following circumstances:
Execution of a contract - Provision of your personal data to third parties is permissible. When it is necessary to fulfill our contractual obligations towards you, we are allowed to provide your personal data to third parties.
2. With your permission - With your permission, we can share your personal data with other parties. The permission applies only if it is clear what you are giving your permission for and what the consequences are.
3. For legal reasons - We will share your personal data if we believe that disclosure of the data is necessary to comply with applicable laws and regulations, legal procedures, or requests from government authorities.
Legal obligation - If a legal obligation requires us to do so, we will provide your personal data. Van der Valk makes agreements with the recipients of your personal data to ensure that the personal data is treated confidentially and securely.
4.2 Transfer of personal data outside the EU
Van der Valk can transfer your personal data from the Netherlands to abroad. Countries within the European Economic Area (EEA) have an equivalent level of protection of personal data as the Netherlands. In compliance with the general requirements of privacy laws and regulations, we can transfer your personal data to countries within the EEA. Also, our hotels in the Caribbean region fall within the European Economic Area. We can do this, for example, within our group for the purpose of good business management.
Outside the EEA, we will only transfer your personal data if there is an adequate level of protection. Van der Valk uses model contracts approved by the European Commission for this purpose.
4.3 Retention period
We do not retain your personal data longer than necessary, unless there is a legal obligation for us to keep your personal data for a longer period. Our basic principle is that we only retain personal data for as long as necessary to provide you with our products and/or services. After this, we will delete your personal data as far as possible. For example, you can create a Van der Valk account, as explained in Chapter 3. Inactive accounts will be deleted after a period of 2 years. If you have provided your email address (possibly through your account) so that we can keep you informed about our services, we will retain your data for that purpose.
5. Security and measures
We maintain a high level of security for guest data. Guest data is stored encrypted. Access to data by Van der Valk employees is based on the necessity given the function of the respective employees (Need to know principle). Van der Valk periodically assesses the security of its data processing and underlying IT systems. In case of outsourcing data processing processes to third parties, we make agreements with these parties about adequate security of personal data. The measures taken are in line with applicable privacy laws and regulations. If despite the security measures taken, a security incident occurs, we will take measures to minimize the impact on your privacy as much as possible.
6.Cookies
Van der Valk uses cookies. For our cookie statement, we refer to our cookies page, which can be found in the footer of the website.
7. Liability
Van der Valk is not responsible or liable for unauthorized, unauthorized, or unwanted processing and/or access to personal data that cannot be attributed to Van der Valk. We are also not responsible for the actions or omissions of third parties with whom we cooperate or to whom we refer on our website(s) or otherwise. These third parties are not covered by this Privacy Policy, and we therefore recommend carefully reading the privacy policies of these third parties on their websites. In all the aforementioned cases, Van der Valk does not accept liability and there is no right to compensation, performance, or any other claim against Van der Valk.
Despite the care and attention given to the management of this website, it is possible that the site may contain incorrect information. Van der Valk cannot be held liable for any technical or editorial errors that may occur on this website, nor for any consequential damages resulting from the use or temporary unavailability of this website or the links to third-party websites.
8. Your rights
As a guest of Van der Valk or visitor of one of our websites, you can request access, correction, deletion, objection, restriction, or transfer of personal data. Additionally, you have the right to withdraw any consent given. The withdrawal of your consent does not affect previous processing based on that consent. Upon your request, we will inform you in writing whether we process personal data about you. You must identify yourself by providing a copy of your driver's license or identity document with your request. In our response, we will explain which personal data we have processed or are still processing about you, and provide you with a copy. We will also explain for which purposes the data is or will be processed, with whom the data is shared, how long it is expected to be stored, and what other rights you can exercise.
1. Right to access
You have the right to ask Van der Valk whether we process personal data about you. If we process data about you, you have the right to access the relevant personal data, the purposes of the processing, any sources or recipients of this personal data, and the retention period.
2. Right to rectification
If you have received access to the processing of your personal data, you can request us to correct any inaccuracies or complete any incomplete information. We will provide a justification for our response. If we proceed with the correction, you will receive an additional statement from us. This statement will also be received by any recipients of your inaccurate or incomplete data.
3. Right to erasure
You can request us to delete personal data collected from you in the following cases:
The personal data are no longer necessary for the purposes for which we collected or otherwise processed them;
if the consent on which the processing is based has been withdrawn by you;
You object motivatedly, and there are no compelling reasons not to uphold your objection;
The personal data is being processed unlawfully by us;
We are required to delete your personal data based on a legal obligation;
We have collected your data through mobile telephony or internet services.
4. Right to restriction
If you have reported an inaccuracy or incompleteness in your personal data to us, you can request us to restrict the processing while we are handling your request. You may also ask us to restrict the processing of your data if you believe that we are processing your data unlawfully or no longer need it, or if you have objected to the processing. Upon receiving your request for restriction, we will only process the data with your consent or for compelling reasons (such as a legal proceeding).
5. Right to data portability
If you have provided us with personal data in a structured, commonly used, and machine-readable format, and we have processed your data with your consent or in the performance of a contract with you, you have the right to request a copy of this data from us. In those cases, you can also ask us to transmit your data directly to another service provider.
6. Right to object
You may object at any time to the processing of personal data concerning you. This applies in particular to profiles that we have created based on your personal data. We will cease processing your data upon receipt of your objection, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms.
If we process your personal data for direct marketing purposes, you may object at any time, and we will immediately stop the processing.
9. Exercise rights
If you wish to exercise one or more of your aforementioned rights, please contact us via the email address [x]. Van der Valk will decide on your request within 4 weeks, unless we inform you within that period that we need more time.
Are your personal data processed based on your consent? Then you have the right to withdraw your consent. Any withdrawal of your consent does not affect previous processing based on it.
10. Complaints
If you have a complaint about the use of your personal data, we would like to inform you about the complaints procedure at the Dutch Data Protection Authority. This authority is authorized to handle your complaint.
11. Contact and changes
For questions, comments, or complaints about the processing of personal data, please contact the relevant hotel. You can find this contact information at the beginning of the Privacy Policy. Clearly indicate in the subject that it concerns privacy and specify the request so that we can respond within the applicable deadlines.
This privacy policy is in accordance with the General Data Protection Regulation. We reserve the right to update this privacy policy periodically. The latest version will be published on this page.
Version May 2023