We comply with EU GDPR (General Data Protection Regulation) which states that we are only able to process personal data if we have valid reasons to do so, and only store for as long as it’s needed.
INFORMATION WE REQUEST AND WHY
♦ When you make an enquiry we request some personal data in order to communicate with you, and to provide you with suitable offers of accommodation. When you make a booking with us we will request additional personal details which are necessary to process the booking and to comply with our legal, billing and accountancy obligations.
HOW LONG WE KEEP YOUR DATA
♦ We will strictly only keep your data for as long as it’s needed. Details of enquiries that don’t convert into a booking will be deleted after 12 months. And the details of the clients that have made a booking will be kept no longer than necessary to comply with our legal and accountancy obligations. After that the data will be deleted.
♦ We are committed to ensuring that your information is secure and take reasonable technical, administrative, and physical measures to maintain the safety of all data
♦ For the purpose of completing your booking, we will disclose only the essential details to the providers of the accommodation, and any essential additional details to third parties which are necessary for the provision of services on your behalf. We will not give or sell your personal data to third parties for marketing or advertising purposes.
♦ Our Site uses strictly necessary functional cookies and analytical cookies.
♦ Users under the age of 18 are not eligible to book any accommodation or enter any personal details on our site.
♦ This policy may change due to developments in the law. Any changes to this Policy will be posted on our website.
♦ You may exercise your rights of access, amendment, cancellation and opposition.
1. WHAT PERSONAL DATA WE COLLECT AND WHY WE NEED IT
- During the enquiry stage:
You can use browse our site anonymously, but if you want to make an enquiry you will have to contact us by phone, email or via our online enquiry form, then we will require some information from you:
We will request your name, email address, your telephone number, the provisional dates of your holiday, the number of people traveling with you, as well as your approximate budget.
You can choose to give us any additional information that you think it’s important (like any special requirements such as those relating to any disability, or if you travel with pets, or any condition you think will help us provide a better service to you). This information is processed based on your consent.
We collect this information in order to provide you with suitable offers according to your preferences and to communicate with you generally.
- During the booking stage:
If you decide to book an accommodation with us we will request identification data from you: your full name and surname/s, your address and your passport/ID details, as well as any additional contact details. This information is required to process the booking, performance of a contract , to comply with our legal, billing and accountancy obligations, and to communicate with you.
For most bookings you will be entering your details online (we will give you a user name and a password ) and you will be able to access a secure private area of our website. All the data that we process via the website are solely and exclusively the data of the users who access it, register and rent one of the properties we offer, and which are duly stored in automated files.
- During the payment process:
You may choose to pay by transfer, in which case we will provide you with bank account details where you will have to make the payment, but you will not have to give us your account details.
If you pay online by credit card through our online booking system our website will redirect you to Banco Sabadell Atlantico, and your transaction and card details will be processed by the bank’s secure payment gateway. We will receive a confirmation of payments from such processing. We do not and cannot access customer’s payment details at any time during the transaction.
Some clients prefer that we process their card manually. In this case we will ask you to fill in an authorization form, sign it and send back to us, so we can process your card manually. This information is processed based on your consent.
- Prior to your stay:
It is a legal requirement to provide passport/ID numbers and personal information of every customer staying in accommodation in Spain.
For some villas it is required that we collect the details of a Credit card for the security deposit. In this case we will ask you to fill in and sign a credit card pre-authorization form that you will have to scan and send back to us. Please do not type your credit card details directly on an email.
If you request us to help you plan additional services, such as booking a private cook or a table at a restaurant, you may provide us with additional information relating to you or other members of your party: such as dietary restrictions (which may disclose medical conditions or your religious beliefs) or other information.
We will only collect this information to cater to your needs or act in your interest. You understand that you can book additional services directly with the providers and if you request our help we are only prepared to accept sensitive personal data from you on the condition that we have your positive consent.
- After your stay:
If you wish to submit a review on our site we will collect this information and any personal data you may include in the review and this will be publicly available on the site (once published). We will publish your initials and where you are from, but will avoid publishing your full legal name.
- Please note:
If you provide us with personal data about a third party (for example when booking a villa on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.
2. HOW LONG WE KEEP THE INFORMATION
- If you enquire but don’t book with us:
We will delete all your personal data from our email account after the appropriate time. As enquiries and bookings often span over a 12-month period this is the time that we deem an ‘appropriate time’ before deleting.
- If you book with us:
We will keep your personal data for the duration of the period you are a customer of Charming Villas Catalonia. We shall retain your data only for as long as necessary in accordance with applicable laws. On the closure of your account, we may keep your data for up to 6 years after you have stayed in one of our accommodations. We may not be able to delete your data before this time due to our legal and/or accountancy obligations. We assure you that your personal data shall only be used for these purposes stated herein.
Any debit/credit card details provided for the payment of the accommodation or for the security deposit will be deleted after your stay or when they are no longer needed.
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we use a variety of security measures to maintain the safety of your personal information and procedures to safeguard and secure the information we collect online.
All information you provide to us via our website is stored on our secure servers. Any sensitive data (payment details for example) which are processed online via our payment gateway are encrypted and protected, and any debit/credit card details that you have provided directly to us by email or phone (as opposed to via our online gateway) for manual processing of payments or security deposits are kept securely in our office.
Please note that the transmission of information via email is never completely secure. We exclude our liability for personal data lost in transmission.
4. THIRD PARTIES
For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.
For the purpose of completing your booking, we will have to disclose your ID details to the providers of the accommodation.
We may also have to pass your personal data to third parties for the provision of services on your behalf (for example a private chef or a guide). However, we will only ever share information about you that is necessary to provide the service and we will ensure that your personal data is secure and will not be used for any marketing purposes.
6. EXTERNAL LINKS
Please note that our website contains certain literature and hyperlinks to websites owned by third parties. This privacy statement covers websites owned and controlled by us only. Links to other websites and any information collected by these sites are not covered by this privacy statement.
Users under the age of 16 are not allowed to book any accommodation through us and/or submit any Personal Information through our website.
8. UPDATES AND CHANGES
As our privacy statement may change due to developments in the law we encourage you to re read this from time to time so you are aware of any changes in how we gather and use your personal information. Any changes to this Policy will be either posted on our website and/or made available on request.
9. EXERCISE OF RIGHTS
You may exercise your rights of access, amendment, cancellation and opposition.
In preventing the use or processing of your personal data, we shall be unable to provide our services or arranging a booking of accommodation for you. There are also legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly. You can do so in writing using any of the following methods:
Post: Sant Agusti 3 , 17850 Besalu, Girona, Spain
Charming Villas Catalonia is the trading name of Sara Marti Bover. C/Sant Agusti. 17850 Besalú. Spain. VAT. ES46737812H