At Runic Valthoros Hotel, we are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our hotel, use our services, or interact with our website. By using our services, you consent to the practices described in this policy.
Last Updated: January 2024
Personal Information
- Name, address, phone number, and email address
- Payment information and billing details
- Government-issued identification as required by law
- Preferences and special requests
- Communication history with our hotel
Usage Information
- Website browsing behavior and preferences
- Device information and IP addresses
- Cookie data and tracking information
- Service usage patterns within our facilities
Security Information
- CCTV recordings in public areas for security purposes
- Access card usage within the hotel premises
- Emergency contact information
Service Provision
- Process reservations and check-ins
- Provide hotel services and amenities
- Customize your experience
- Handle special requests and preferences
Communication
- Send booking confirmations
- Provide customer support
- Share promotional offers (with consent)
- Conduct satisfaction surveys
Legal Compliance
- Comply with hospitality regulations
- Maintain required guest records
- Respond to legal requests
- Ensure tax compliance
Business Operations
- Improve our services
- Conduct market research
- Prevent fraud and security issues
- Maintain business records
We do not sell your personal information to third parties.
We may share your information with:
- Service Providers: Third-party vendors who assist in hotel operations (payment processing, cleaning services, technology providers)
- Legal Authorities: When required by law or to protect our legal rights
- Emergency Services: In case of medical emergencies or safety concerns
- Business Partners: With your explicit consent for specific services (spa treatments, tours, transportation)
- Corporate Affiliates: Other properties in our hotel group for operational purposes
Technical Safeguards
- SSL encryption for online transactions
- Secure data storage systems
- Regular security audits and updates
- Firewall protection and monitoring
Administrative Safeguards
- Employee privacy training programs
- Limited access to personal data
- Background checks for staff
- Incident response procedures
While we implement strong security measures, no system is 100% secure. Please notify us immediately if you suspect any unauthorized access to your information.
Access Rights
- Request copies of your personal data
- Inquire about data processing purposes
- Know who has access to your information
Control Rights
- Correct inaccurate information
- Update your contact preferences
- Request data deletion (where legally permissible)
Consent Management
- Withdraw consent for marketing communications
- Opt-out of non-essential data processing
- Control cookie preferences
Portability Rights
- Receive your data in a portable format
- Transfer data to other service providers
- Request data transmission assistance
We retain your personal information for different periods based on the purpose:
| Information Type |
Retention Period |
Purpose |
| Guest Registration Data |
7 years |
Legal compliance and tax requirements |
| Payment Information |
3-7 years |
Financial records and dispute resolution |
| Marketing Preferences |
Until withdrawn |
Ongoing communication consent |
| Website Usage Data |
2 years |
Analytics and service improvement |
| Security Footage |
30-90 days |
Safety and security purposes |
We use cookies and similar technologies to enhance your experience:
Essential Cookies
Required for basic website functionality, booking processes, and security.
Analytics Cookies
Help us understand how visitors use our website to improve user experience.
Marketing Cookies
Enable personalized content and targeted advertising (with your consent).
You can manage your cookie preferences through your browser settings or our cookie consent tool.
Our website and services may contain links to or integrate with third-party services:
- Payment Processors: Secure transaction handling (Stripe, PayPal)
- Booking Platforms: Third-party reservation systems
- Social Media: Integration with Facebook, Instagram, Twitter
- Analytics: Google Analytics for website performance
- Communication: Email marketing and customer support tools
These third parties have their own privacy policies. We encourage you to review them when using these services.
As we operate in Canada and may use international service providers, your information might be transferred to and processed in other countries. We ensure that:
- All transfers comply with Canadian privacy laws (PIPEDA)
- Adequate protection measures are in place
- Contractual safeguards protect your data
- You are informed of any significant international processing
We take special care with information about children:
- We do not knowingly collect personal information from children under 13 without parental consent
- Family bookings require adult supervision and consent
- Children's information is only used for hotel services and safety
- Parents can request access to or deletion of their child's information
We may update this Privacy Policy periodically to reflect:
- Changes in our services or operations
- New legal requirements or regulations
- Enhanced security measures
- Feedback from guests and stakeholders
We will notify you of significant changes through:
- Email notifications (if you've provided consent)
- Website announcements
- Notice at the front desk for current guests