Privacy and Cookie Policy
Processing of Personal Data and Cookies at Montra Hotels
Montra Hotels is a hotel chain consisting of the following four hotels
Montra Hotel Sabro Kro
Viborgvej 780
8471 Sabro
VAT: DK-24222101
Montra Odder Parkhotel
Thorvald Køhlsvej 25
8300 Odder
VAT: DK-20606231
Montra Skaga Hotel
Willemoesvej 1
9850 Hirtshals
VAT: DK-24230996
Montra Hotel Hanstholm
Chr. Hansensvej 2
7730 Hanstholm
VAT: DK-26289335
Below you can read how Montra Hotels (“we”, “us”, or “our”) processes your personal data when you are a guest, supplier, partner, relative of our employees, or otherwise use the services we offer.
1. Responsibility for Data
The four hotels within the Montra Hotels chain each act as independent data controllers for the processing of personal data they carry out in connection with their operations. Therefore, the hotel with which you have entered into an agreement, for example for the provision of accommodation, is the data controller responsible for processing your personal data.
In certain cases, there may be joint data responsibility between the four hotels in Montra Hotels and the parent company, Montra Hotel A/S. Similarly, when the hotels use social media, there may be joint data responsibility with the provider of the social media platform. If this is the case, it is described in more detail under the specific processing activity to which the joint data responsibility relates.
We may process personal data about you in a variety of situations. Below, you can read about when we process your personal data, the purposes for which we process them, and how long we retain them. Please note that not all of the stated purposes, categories of data, recipients of data, or types of processing apply to you in every case. Failure to provide personal data may result in our inability to deliver our services or fulfill our obligations to you. If you have any questions about our processing of your personal data, you can contact us at [email protected].
2. Guests
When you book a stay or event with us, for example online through our website or by contacting us, we process certain information about you in order to provide the services you have requested.
Vi tilstræber at sikre, at alle personoplysninger, vi behandler, er korrekte og opdaterede. Vi beder dig derfor om altid at give os besked om eventuelle ændringer til de oplysninger, du har givet os. På den måde kan vi sikre, at dine personoplysninger er korrekte og ajourførte.
Each individual hotel, together with the parent company Montra Hotel A/S, acts as joint data controller for the processing of personal data carried out in the hotel’s booking system, as the overall administration, management, and organization of Montra Hotels’ operations are handled by Montra Hotel A/S. An agreement on joint data responsibility has been made with Montra Hotel A/S, which allocates and defines the responsibilities for compliance with data protection regulations between the individual hotel and Montra Hotel A/S.
The information we process about you as a guest is generally deleted 3 years after the end of your stay. However, the information may be retained for a longer period following a specific assessment when necessary to fulfill the purpose, for example in connection with disputes. The purpose of retention is to be able to document the booking history. Invoice information is retained for the current fiscal year plus 5 years, in accordance with Article 6(1)(c) GDPR and Section 10 of the Danish Bookkeeping Act.
2.1 Booking Information
When you are a guest with us, we process certain information about you in order to fulfill our obligations to you and provide the stay or event you have booked. This includes, among other things, the following information: contact details (name, phone number, email address, and possibly job title), payment information, and details about the stay/event you have purchased from us (booking history).
As a general rule, we base the processing of this information on Article 6(1)(b) of the GDPR, as it involves personal data necessary to fulfill our obligations to you under our agreement. We may also rely on Article 6(1)(f) of the GDPR in cases where the stay or event was not booked by you personally. Additionally, we use Article 6(1)(f) as the legal basis when processing the information for the ongoing administration and management of our business operations, including maintaining our booking records, preparing statistics, sending satisfaction surveys to our guests after their stay, and similar activities.
2.2 Information about Special Needs
When you book a stay or event with us, you have the option to inform us about special dietary requirements or the need for special assistance during your stay. These details, along with any other information you may provide regarding your own or other guests’ health conditions, such as allergies, illnesses, disabilities, or similar, may be considered sensitive data. If we process sensitive data about you in connection with your booking, we will ask for your consent to process this information. In this case, we rely on Article 9(2)(a) GDPR, in conjunction with Article 6(1)(a) GDPR, as the legal basis for processing.
2.3 Guest Inquiries and Complaints
As a guest with us, you always have the option to contact us with questions or to report an issue related to your stay or event. We rely on Article 6(1)(b) GDPR, Article 6(1)(f) GDPR, and Article 9(2)(f) GDPR, in conjunction with Articles 6(1)(b) and 6(1)(f) GDPR, to process the personal data you provide when you contact us with questions or report problems or complaints regarding your stay or event.
We process this information to fulfill our obligations to you regarding the delivery of the stay or event you have booked. Additionally, the information is processed to safeguard our legitimate interest in ensuring efficient and professional administration and operation of our business, for example in connection with disputes, as such information may affect our legal position.
3. Website
When you visit our website, montrahotels.dk, we collect information about your visit through cookies. Cookies are small text files stored on your phone, tablet, computer, etc., that enable the collection of information about which websites you visit and which features of the website you use. In some cases, this information may be personally identifiable. Information about which cookies we use, their purpose, and how long they remain active can be found in the cookie declaration on our website. The processing of personally identifiable information via cookies is based on your consent, pursuant to Article 6(1)(a) GDPR.
The four hotels within Montra Hotels, together with our parent company Montra Hotel A/S, are joint data controllers for the processing of personal data that takes place when you visit www.montrahotels.dk. An agreement on joint data responsibility has been established, which allocates and defines the responsibilities for compliance with data protection regulations between the four hotels in Montra Hotels and Montra Hotel A/S.
4. Cookie Policy
Effective Date: 30 May 2024
Last Updated: 30 May 2024
What are cookies?
How do we use cookies?
Types of Cookies We Use
Manage Cookie Preferences
You can change your cookie preferences at any time by clicking the button (link) below.
This allows you to review the cookie consent banner and change your preferences or withdraw your consent immediately.
In addition to this, various browsers offer different methods to block and delete cookies used by websites. You can change the settings in your browser to block/delete cookies. Below are links to support documents on how to manage and delete cookies from the major web browsers.
Chrome: https://support.google.com/accounts/answer/32050
Safari: https://support.apple.com/en-in/guide/safari/sfri11471/mac
Internet Explorer: https://support.microsoft.com/en-us/topic/how-to-delete-cookie-files-in-internet-explorer-bca9446f-d873-78de-77ba-d42645fa52fc
If you use a different web browser, please visit your browser’s official support documentation.
5. Social Media
When you visit our profile/page on social media platforms (Facebook, Instagram, and LinkedIn), we are joint data controllers with the social media provider for the processing of personal data that takes place on our profile/page. Therefore, you should be especially aware that the social media provider processes information about you when you visit or interact with our profile/page. Processing may also occur even if you do not have a profile on the respective social media platform. Typically, this involves the following information:
- Information Available on Your Profile
- Information about you “liking” or using other reactions on our profile/page
- Comments or reactions to our posts
- Information that you have visited our profile/page
Our purpose in using social media is to improve our products and services, as well as to communicate with and market to our guests, followers, and other potential new guests. For these purposes, we use, among other things, the statistics and analytics that we continuously receive about visitors to our profile/page from the social media provider.
The social media provider will typically process personal data about you for the purpose of compiling statistics about your behavior, including based on your visit to our profile/page, improving their advertising system, as well as conducting advertising and customizing activities on the profile/page. Please be aware that the social media provider may share information with partners, advertisers, measurement partners, and researchers, and may also transfer data to countries outside the EU/EEA.
You can find more information about how the providers of the respective social media platforms process your data here:
Facebook:
- https://www.facebook.com/legal/terms/page_controller_addendum
- https://www.facebook.com/about/privacy/update
- https://www.facebook.com/policies/cookies
Instagram:
LinkedIn:
The information you choose to publish on our social media profile/page is shared with many people. Therefore, you should not describe situations or share pictures, etc., that you do not want to be publicly accessible. You are encouraged never to write sensitive or confidential personal information about yourself or others when you make posts or comment on our posts on social media. You also have the option to delete your own posts and comments on our profile/page whenever you no longer wish them to be available on the profile/page.
As a legal basis for processing, we rely on Article 6(1)(a) GDPR for those processing activities for which the social media provider has obtained your consent, as well as the balancing of interests rule in Article 6(1)(f) GDPR and our legitimate interest in marketing and communicating with guests, followers, and other potential new guests on social media, as well as in improving our products and services.
6. Video Surveillance
When you visit Montra Hotel Sabro Kro or Montra Odder Parkhotel, we may process information about you in the form of video recordings from our CCTV surveillance. Signage has been installed in all areas under CCTV surveillance. All recordings are stored securely and are only viewed when necessary, for example in connection with a specific suspicion of a criminal offence. Recordings are only viewed by individuals who have a work-related need to access them. Recordings from the CCTV system may, under certain circumstances, be handed over to the police. As a general rule, recordings are deleted after 30 days. However, the recordings may be stored for a longer period if necessary due to the processing of a specific incident, for example in relation to the investigation of a possible criminal offence. We use the balancing of interests rule in Article 6(1)(f) of the GDPR and Section 8(3) of the Danish Data Protection Act as the legal basis for processing, as we have a legitimate interest in implementing the security measures we deem necessary for the operation of our business.
7. Electronic Marketing and Competitions
When you receive electronic marketing materials from us or participate in competitions, we process information about your name, address, phone number, email address, your areas of interest related to marketing or communication from us, as well as any other information you provide to us in this context.
We also process information about your use of the marketing we send to you, including whether you have opened an email from us, whether the email has been read, which links you have clicked on, and which pages on our website you have visited (site tracking). We process your information to be able to market our company and products to you, as well as for the administration of competitions, including the drawing of winners, etc. We use the information about your preferences and your use of the marketing we send to understand how our guests receive our marketing and to continuously plan, target, and improve marketing towards you and our other guests. We only send marketing material to you by email, SMS, or other electronic channels in compliance with the marketing law. We use Article 6(1)(a) GDPR as the legal basis for processing.
When you receive electronic marketing from us, we store your information until the time you unsubscribe from our electronic marketing. If you have participated in a competition but have not signed up for our electronic marketing, we keep the information as long as necessary to carry out and subsequently evaluate the competition you participated in.
The four hotels that are part of Montra Hotels and our parent company, Montra Hotel A/S, are jointly responsible controllers for the processing of personal data that takes place when you receive electronic marketing or participate in competitions. An agreement on joint responsibility has been made, which allocates and defines the responsibility for complying with data protection regulations between the four hotels in Montra Hotels and Montra Hotel A/S.
8. Suppliers and partners
When we work with suppliers and partners, we process personal data about them in order to manage and carry out our collaboration. This may include contact information, billing data, and information necessary to fulfil our agreements.
We only process this data to the extent necessary to meet our contractual obligations and comply with applicable legislation. The processing is typically based on Article 6(1)(b) GDPR (performance of a contract) or Article 6(1)(f) GDPR (legitimate interest).
The personal data we receive or collect is only disclosed to third parties if it is necessary for the execution of the collaboration or if we are legally required to do so.
Information about suppliers and partners is stored for as long as necessary to fulfil the purposes of the processing, including accounting and legal requirements.
When you are a direct party to the agreement we have entered into with the supplier or partner, we use Article 6(1)(b) GDPR as the legal basis for processing your personal data. If you are not a direct party to the agreement, we instead rely on Article 6(1)(f) GDPR and our legitimate interest in being able to fulfil the agreement with the relevant supplier or partner. This includes, among other things, the ability to communicate with our suppliers and partners as part of normal business operations.
As a general rule, the information is deleted 3 years after the supplier or partnership relationship has ended. However, the information may be stored for a longer period based on a specific assessment when necessary to fulfil the purpose, for example in connection with disputes. The purpose of this retention is to document the history of the supplier or partnership relationship until the limitation period expires for any claims arising in connection with that relationship. Invoice information is stored for the financial year plus 5 years in accordance with Article 6(1)(c) GDPR and Section 10 of the Danish Bookkeeping Act.
9. Relatives of our employees
When you are the next of kin of one of our employees, we process your contact information. We do this so that we can contact you if necessary, for example if your relative becomes acutely ill or in a similar situation. We use the balancing of interests rule in Article 6(1)(f) GDPR as the legal basis for the processing. We have a legitimate interest in being able to contact the next of kin of our employees if the need arises.
10. Transfer to countries outside the EU/EEA
Data protection legislation in countries outside the EU/EEA may be less stringent than it is in Denmark and the rest of the EU/EEA. However, in certain countries, the European Commission has determined that the level of data protection is equivalent to that within the EU/EEA. If we transfer your personal data to countries where this is not the case, such transfers will take place in accordance with the rules in Chapter 5 of the GDPR.
If you have any questions about our transfer of data to third countries, you can contact us at [email protected].
11. Recipients of personal data
Your personal data may be processed by parties other than us. We may disclose and/or entrust your personal data to suppliers and/or service providers in connection with the day-to-day operation of our business, for example in relation to external administration, operation and support of our IT systems, analytical tasks, marketing activities, use of social media, distribution of newsletters, auditing, financial management, legal assistance, etc.
12. Your rights
You may exercise your rights under the data protection legislation at any time.
12.1 Right of access
You have the right to access the personal data we process about you, as well as to receive additional information about our processing of your personal data.
12.2 Right to rectification
You have the right to have incorrect personal data about you corrected and to have incomplete personal data completed. This may include providing additional information yourself.
12.3 Right to erasure
In certain cases, you have the right to have your personal data erased. This applies, for example, when the data is no longer necessary for the purposes for which it was collected or processed, or if the processing is unlawful.
12.4 Right to restriction of processing
In certain cases, you have the right to restrict the processing of your personal data. If you are entitled to restriction, it means that, apart from storage, we may only process the data with your consent, for the establishment, exercise or defence of legal claims, or to protect a person or important public interests.
12.5 Right to object
You have the right at any time – for reasons relating to your particular situation – to object to our otherwise lawful processing of your personal data.
12.6 Right to data portability
In certain cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, and to have this data transmitted to another data controller without hindrance.
12.7 Right to withdraw consent
You have the right at any time to withdraw your consent to the processing of your personal data. However, you should be aware that this only applies from the time of the withdrawal. It therefore does not affect the legality of the processing carried out before you withdrew your consent.
You can read more about your rights on the Danish Data Protection Agency’s website: www.datatilsynet.dk.
If you wish to exercise one or more of your rights, you can contact us at [email protected].
13. Complaint
A complaint about our processing of your personal data can be submitted to:
Datatilsynet
Carl Jacobsens Vej 35
2500 Valby
E-mail: [email protected]
14. Updates
From time to time, it will be necessary for us to update this information about our processing of your personal data. It is therefore a good idea to stay regularly informed. We publish new versions on our website www.montrahotels.dk.