Privacy Policy

Introduction

The term Hotel Room Discount or ‘us’ or ‘we’ refers to the owner of the website, whose registered office contacts are as follows:

  • UK: +44-2033183152
  • USA: 1-844-578-7777
  • France: +33 1 84 88 31 83
  • Canada: 1-844-578-7777

We collect and store only the minimum information necessary to provide the services you’ve requested (e.g., to process your order). We may also use this information for auditing, research, and analysis to operate and improve our technologies and services. The term ‘you’ refers to the user or viewer of our website.

Where necessary to fulfill your booking, we may pass selected information to third parties.

We may update this policy periodically by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.

How We Collect and Use Your Personal Data

In this section, we set out:

  • The categories of personal data that we may process;
  • The reasons for processing personal data;
  • The legal basis for processing this data;
  • When we may provide your personal data to others;
  • The steps we take to protect your personal data.

We may collect and process data about your use of our website (analytics data). This data includes your IP address, approximate location, internet browser type and version, operating system, referral source, visit duration, website navigation paths, and information about the frequency and pattern of your visits. We gather this data through Google Analytics. The legal basis for processing this data is our legitimate interests in improving our website and service.

We collect and process data relating to Customer Profiles (Customer Data). This data includes your full name, email address, phone number, and billing address, which you provide when booking a service. The legal basis for processing this data is the performance of a contract, enabling us to communicate with you reliably regarding your bookings and to organize and provide the requested service. Some of this data may be passed to a third-party service as part of Transaction Information (see section 2.5 for more details).

We may collect and process personal data relating to Bookings (Booking Data). This data includes head passenger name, passenger contact number, the booking details, service dates, and times. The legal basis for processing this data is the performance of the contract. When necessary to fulfill your booking, some booking data may be shared with third parties, with identifiable information restricted whenever possible.

We may collect and process data related to Payments (Transaction Data). Transaction data includes card number, expiration date, security code, billing address, and cardholder’s name. Additional data such as email and telephone number may be processed to help prevent fraud. Transaction data is handled but not stored by us and is passed to a third-party payment service, SagePay. The legal basis for processing transaction data is to fulfill the contract between you and us and to maintain transaction records.

We may process information contained in or related to communications you send to us (Correspondence Data). Correspondence data may include email content, chat transcripts, call recordings, and metadata. Correspondence data is processed for communication purposes. Where possible, we avoid collecting transaction data in correspondence data; any accidental collection is deleted and purged. The legal basis for this processing is contract performance to supply the requested services.

We may process your personal data for use in defending legal claims. The legal basis for this processing is to protect and assert our legal rights, customer rights, or the rights of others.

We may process your personal data to comply with legal obligations, or to protect your interests or the interests of another person.

Retaining and Deleting Personal Data

This section outlines our data retention policies, ensuring compliance with legal obligations and minimizing risks to our customers.

Personal data is retained only as necessary to fulfill services and comply with legal obligations. We will retain and delete your personal data as follows:

  • Analytics Data: Google Analytics retains anonymized data indefinitely. Identifiable analytics data is stored for at most 1 month and then deleted.
  • Customer Data: Retained for 6 years after the tax period following service completion. The retention period restarts with additional services purchased.
  • Booking Data: Retained for at most 1 year following service completion, as required by legal obligations.
  • Transaction Data: Retained for 6 years from the end of the last financial year they relate to and then deleted.
  • Correspondence Data: Retained for at most 18 months. Transactional correspondence records are retained for 6 years to comply with legal obligations.

We may retain personal data as necessary for legal claims or compliance with legal obligations.

Your Rights

You have the right to access, rectify, or request removal of personal information we hold. We are legally bound to provide or remove this information free of charge within 30 days, subject to certain limitations:

  • There may be legal reasons preventing us from removing data.
  • Certain data may be integral to the service provided; deleting it may result in service cancellation, subject to our usual cancellation policy.

To request this, you must provide proof of identity, usually two forms of ID such as a passport, driving license, or utility bill. Submit requests via email or post, with confirmation from us within 5 days. Complex requests may extend the response timeframe up to two months.

You have the right to lodge a complaint with a supervisory authority and to withdraw consent for data use.