Privacy policy

This Privacy Policy applies to the www.cityhotel.si website. In it, we explain the principles of processing and storing personal data provided by users concerning their use of services offered by Elephant group, d.o.o.

Personal data controller

We, Elephant Group, d.o.o., Dalmatinova 15, 1000 Ljubljana, registration number: 5308313, VAT ID: SI14568004, are the controller of personal data obtained on this website. We are committed to respecting your privacy and processing your personal data safely and in compliance with the legislation governing personal data protection (Regulation (EU) 2016/679 (GDPR) and Personal Data Protection Act - ZVOP-1). The data obtained is used solely for the purposes related to our business.

Personal data processor

We work with outsourced service providers who operate as our personal data processors. They process data on our behalf with the purpose of obtaining reservations, providing analytical and marketing services, improving the service and user experience etc.

• We use Worldline SIX Payment Services by Worldline Schweiz AG to process credit card information and payments. Worldline Schweiz AG stores our data in a data centre within EU. More about SIX Payment Services Privacy policy here.
• We use ZOHO CRM and ZOHO Campaigns email marketing software by Zoho Corporation to process email subscriptions and send out promotional newsletters. Zoho Corporation stores our data within EU and participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework. More about ZOHO Privacy policy here.
• We use Proposales software by Proposales AB, Swedish reg. no. 559150-6075, as a tool for sending modern business proposals to clients in response to their email inquiry. Proposales AB stores and processes personal data in accordance with Swedish and EU legislation. More about Proposales AB Privacy policy here.

How do we collect your personal data?

We handle your data with the highest possible level of care. All personal data obtained by website users, is kept private and confidential.  

We collect your data on our website when you disclose your personal information by filling out the Reservation form in the website booking engine.

Additionally, we collect personal data when you disclose personal information by filling in our Newsletter sign-up form.

If a client sends us an email inquiry for accommodation or other hotel services, we sometimes send them an offer for our services in the form of a proposal composed in tool Proposales.

In person, we collect the guest’s personal data during Check-in at the reception desk.

Beside the personal data you provide through the above listed methods, this website uses technology that collects certain technical data, such as your IP address. User's IP address is collected when they complete a reservation and when they submit an email address in the Newsletter sign-up form.

In all other instances of browsing the website, we do not connect IPs to persons, and each user of the website is anonymous. We collect anonymous data about your use of our website with the help of cookies and similar technologies. More information about how we use these technologies for collecting information about you can be found in the Cookie Policy.

What kind of personal data is collected?

In the Reservation form of the website’s booking engine, the user provides all the personal data which is relevant to the reservation and our completion of the requested service. Following personal data is collected when placing a reservation on our website:  

• User's first name, surname, phone number, email address, and country;
• User’s company details (if the reservation is made for a company);
• Credit card details (credit card type, card holder name, credit card number, expiration date);
• Data about the guest's stay, including arrival and departure date, service type, special offer selection, special requests and preferences);
• We present a non-obligatory option of signing up for our promotional newsletters by ticking an empty checkbox.

In the Newsletter sign-up form, we collect user's first name, surname, email address, language preference, date and time of sign-up and IP address.

During hotel Check-in at the reception desk, we collect the guest’s first name, surname, country, date of birth, type of identity document and ID number.

For what purpose is the personal data used?

Personal data obtained in the Reservation form is used for processing your reservation and for communication regarding the provision of our services; this includes transactional emails to facilitate an agreed-upon transaction between us and the and the recipient of our services (guest).

An email address obtained via Newsletter Sign-up form or by ticking the Newsletter sign-up checkbox in the booking engine is used for sending promotional emails about our offer. Language preference obtained along with the email address is used to customize the newsletter receiving experience.

Personal data we obtain during Hotel check-in at the reception desk has to be collected for ensuring the fulfilment of our legal obligations.

Basis for processing personal data

Personal Data Retention Period

We can retain personal data for as long as necessary to fulfil the purposes for which it was collected, or until the individual's consent has been withdrawn. Based on the user's written consent withdrawal, the data is erased.

Video surveillance

In the company Elephant group d.o.o. we carry out video surveillance. With the help of video surveillance, we monitor entrances to and exits from premises at the locations Dalmatinova ulica 15 and Dalmatinova ulica 8, Ljubljana.

Video surveillance is carried out with the aim of ensuring the safety of people (employees and customers), property protection, ensuring the safety of work premises and controlling access to facilities and investigating criminal offenses (on the basis of legitimate interest, as determined by point (f) of the first paragraph of Article 6 of the General Data Protection Regulation, in connection with the 76th and following articles of ZVOP-2).

Video surveillance is carried out inside some work spaces (e.g. corridors) where this is absolutely necessary for the safety of people or property or the protection of classified information or trade secrets. Video surveillance will help us in detecting, dealing with or solving incidents or extraordinary events, criminal acts, compensation or other claims.

Recordings are kept for a minimum of 20 days and a maximum of one year.

We do not implement video surveillance in a way that would have a particular impact on the processing. Also, video surveillance does not allow for unusual further processing, such as transfers to entities in third countries. Video surveillance enables live monitoring of events.

All information regarding the implementation of video surveillance can be obtained by emailing reservations@cityhotel.si. The rights of individuals are described in this Privacy Policy. You can also address additional questions to the authorized person for data protection at reservations@cityhotel.si.

Your rights

You are entitled to withdraw the given consent at any time, to request access, rectification, restriction of personal data processing, erasure of personal data or complaint concerning the processing of your data by informing us about this in writing by mail to Elephant Group, d.o.o., Dalmatinova 15, 1000 Ljubljana or by sending us an email to reservations@cityhotel.si.

You are entitled to file any claim or complaint before the competent supervisory authority, i.e. the Information Commissioner of the Republic of Slovenia, if the answer provided by us does not meet your expectations.

Our contact

Controller of your personal data is Elephant Group, d.o.o., Dalmatinova 15, 1000 Ljubljana, registration number: 5308313, VAT ID: SI14568004.

If you have questions about how we process your personal data, or if you would like to exercise any of the rights guaranteed by this Privacy Policy, please contact us on reservations@cityhotel.si.

Validity

The effective date of this Privacy Policy is October 2021 and this document is subject to change without prior notice.