At Cleopatra Hotel it is our mission to offer excellent services and products. The purpose of this Privacy Policy is to explain to you our practices in regards to the personal information we collect from you through our website or other means (telephone, e-mail, fax, etc), or when you visit our property to use our products and services.
Please read this Policy carefully before you submit any personal information to us. Please note that this policy does not apply to our processing of personal information (if any ) on behalf of and is subject to the instructions of third parties such as car rental companies or any other service providers, companies that organize or offer packaged travel arrangements, marketing partners, or customers.
The process
When you make a reservation request to our hotel (through our website or e-mail etc) certain personal information is required in order to proceed with a reservation request. This information, in addition to any other information you may choose to provide to us, may include:
- Full name
- Date of arrival
- Date of birth
- Date of departure
- Terms of stay
- Passport number
- Nationality
- Permanent address
- Preferred communication method
- Business Name
- Travel History
- Credit card details (perhaps including the 3-digit code on the back of your credit card)
In general, we collect the same or other personal information in your interaction with Cleopatra Hotel on the following different occasions:
- When you make a request for an event (e.g. meetings, weddings, etc) at our hotel (e.g. full name and contact info, date of the event, company name, etc)
- When you make a request for information regarding the Hotel (e.g. full name and contact info, website newsletter with username and password)
- Social Media: If you choose to participate in Cleopatra Hotel’s social media activities or offerings, we may collect certain information from your social media account with your permission, such as location, check-ins, activities, interests, photos, status updates, and friend list
- Surveys
- We use security cameras in public areas
- When you use our facilities such as the Gym, the Beauty Salon, The Restaurant and Bar, the Swimming Pool
- Other Marketing Efforts: e.g. SMS campaigns and postal mail
We may also collect non-personally identifiable information about you. These are information from the use of our website and social media accounts, data relative to your stays, communication preferences, occupancy rates, etc. Information submitted to us may be processed semi-automatically.
Purpose of collection of personal data:
- processing of information for making a room reservation
- for accounting purposes so as to calculate the total cost of overall accommodation
- processing for statistical and historical purposes
- to comply with any police demands or applicable laws, the municipal authorities of the city, any valid legal process, and the Cyprus Tourism Organization, to protect the rights, privacy, safety, or property of Cleopatra Hotel, site visitors, guests, employees, or the public, to permit us to pursue available remedies or limit any damages arising from that (with or without prior notice to you)
- to respond to an emergency (e.g. medical)
- for developing good relations between the hotel and its customers
- for validating and fulfilling any of your requests to the hotel (e.g. weddings, events, meetings, etc)
- for the offering and the operation of the services offered by the hotel
- for sending you information or advertising material or information from the Cleopatra Hotel, provided that you give your consent for receiving any such material (e.g. newsletter, social media, etc)
- for the booking of car rentals
- for the purpose of receipt of debts and identity control of the customer
- to ensure that the website is of interest to you
- if you apply for employment with Cleopatra Hotel, we use your personal information sent by you to process your job application
- use your credit card for preauthorization or billing purposes
You have the full discretion to send any information you deem necessary and choose the type of communication with us. However, please note that by doing so some transactions may not take place. For example, your name is necessary to fulfill a reservation request.
Ways in which we share your Personal Information
In general, we do not sell, rent, or give physical possession of your Personal Information to unaffiliated third parties outside Cleopatra Hotel. But there are certain instances when we do disclose your information to others in the ways explained below:
- By giving us your credit card number we might share it with the credit card provider and if you use a corporate credit card, we might share that with your employer. Also, when making money transfers we will share that information with our Bank
- If you visit our Hotel for any kind of event, we might share your information with the organizer of the event.
- If you are staying at the Hotel your information might be shared with the person or company who booked the Hotel unless otherwise requested (only for telephone, pay TV charges, and internet, not actual stay information)
- Service providers: We collaborate with some service providers for the provision of certain products and services, such as website reservations and requests, credit card billing, communicating news and delivering promotional materials via e-mail or direct mail, processing credit card transactions, and any customer surveys. We will disclose your personal information to these providers as needed.
- to comply with any police demands or applicable laws, the municipal authorities of the city, any valid legal process, and the Cyprus Tourism Organization, to protect the rights, privacy, safety, or property of Cleopatra Hotel, site visitors, guests, employees, or the public, to permit us to pursue available remedies or limit any damages arising from that (with or without prior notice to you)
- In order to use the Stones Health Centre Services, we will need to share your personal information for identification and statistical purposes (full name and hotel room number)
In the above cases, we seek to provide only the minimum amount of necessary information for the performance of a specific action. We do require third parties to protect your Personal Information and abide by applicable laws and regulations.
We would like to point out that your personal data may include sensitive data. Sensitive data concerning your health and specifically data as provided by Act 38(i)/2001 are and will, for the purposes of this document, be taken to have the same meaning as the relevant article of the Processing of Personal Data (Protection of the Individual) Act and in accordance with current legislation at all times. This data may be processed only with your express consent.
Personal Information from children:
It is our policy to not knowingly and/or directly collect any personal information from individuals under the age of 18. If you are the parent or the legal guardian, please do not allow your children to submit personal information without your consent. However since we cannot always determine the age of persons who access and use our websites, we encourage the parent or guardian to contact us if a minor provides us with his/her data, to have that information removed from our website database, and to unsubscribe the minor from any marketing communication with us.
Operation of Cameras in Hotel Public Areas
Cameras are in operation in the public areas of the Hotel for safety reasons. In order to achieve this purpose, it is possible that images taken by the Camera may be saved in video cassettes.
Consent
In order to keep you informed about new products and services, special offers, events, or other relevant information that may be of interest to you we may mail, e-mail, or contact you by other means to notify you. You do have the option to decline any or all of these communications by following the directions in our communications or by contacting the Personal Data Compliance Officer at Cleopatra Hotel. Please give us a reasonable time to remove you from our mailing list.
In the case you want to stop receiving any marketing material from us you may request so in writing in the following ways:
- By sending us an e-mail
- By sending us a letter
- By using the unsubscribe function in the e-mail you receive from us.
Please give us some reasonable time to remove you from our mailing list.
There are cases in which your permission will be implied from the nature of the service requested or transaction undertaken. For example, we may collect and use personal information that you give to us at check-in. Also, your permission is given for any communication from us necessary to fulfill transactions and requests that you request.
Access to and change of personally identifiable information
In order to keep your Personal Information up to date and accurate we ask you to regularly review and update the personal information you have supplied us with, Please note that we will ask you for proof of identity for your safety. If you have supplied us with your information through our website you can log in to your profile and make the necessary changes there. Otherwise, you might send a letter or e-mail to the Personal Data Compliance Officer asking for the necessary changes. We do not accept changes in credit card information through e-mail. Please note that we might need to contact you for verification purposes. In general, according to the law, you may be able to request that we inform you about any personal information we maintain about you. We only accept written requests.
If you would like us to completely erase your personal information from our systems, we will try and do so in a timely manner. It might be that some of the information you wish to be removed will be kept in files for a certain period of time to resolve any issues. Also, some information will be kept indefinitely on backup systems due to technical constraints, and any other legal requirements. Therefore it is possible that we may not be able to remove all of your information completely from our systems and databases. Please note that any requests you make regarding your personal information may change the quality and variety of services that we offer you. Please note that all above requests must be made directly to the Personal Data Compliance Officer
Links to Third Party Websites and Social Media
Our website contains some links to third parties websites (such as the landing page of the high-speed internet service provider at our Hotel) and our Social Media accounts. Please note that is not responsible for any information that you provide to these third parties. The protection of the information you submit to these websites is applicable to the privacy policy and terms of those websites and Social Media. We recommend that you review the privacy policies of these websites so as to understand how those websites collect, use, and store information.
Policy
Cleopatra Hotel will take appropriate measures to protect your personal information according to the Data Protection Law against any unauthorized access, or disclosure and we will try and keep your personal information up-to-date and accurate on our database either electronically or another way. We also seek our service providers to exercise reasonable efforts to keep your personal information confidential. For the submission of personal information through our website, we use appropriate technology for protecting your information. However, no security system or system transmitting data for the Internet can be guaranteed to be completely secured or fully reliable.
Please do not submit any sensitive personal information in any e-mails that you send us. It is preferable to use our fax number. Also, do not send credit card numbers via e-mail.
Period of Retention
We must retain your personal information for a certain period of time necessary for the purposes described in this Policy unless an extension of this period is required or given by applicable law.
Inquiries
If you have any questions regarding our Privacy Policy please contact the Compliance Officer in writing. Contact information is as follows:
Compliance Officer: Ms. Haris Iacovidou
Cleopatra Hotel
8, Florinis Street
1065 Nicosia
Tel. No. + 357 22 844000
E-mail: [email protected]
Changes in this Policy
This Policy will be revised according to relevant law. Any material changes to this policy will be posted on our website and this document will be updated and will be effective upon the posting of any such revisions. The date of the most updated version of this policy is included in this document. When you use the website or make requests at the Hotel or use the Hotel services after a revised policy this ensures your acceptance of the updated policy in effect.
Revised: May 2012
