In this policy, we describe how and why Riviera4you i Villefranche AB, org. nr 559188-6303 (below “R4Y”, “we”, “us”) processes personal data when you make a booking with us.
R4Y performs all processing of personal data in compliance with the EU’s privacy legislation, the General Data Protection Regulation (GDPR). The data controller for the processing of your personal data is R4Y, unless specified otherwise in this information.
What personal data we collect and why
Personal data means all kinds of information that can be directly or indirectly attributed to a living, natural person. This includes their name, national ID number, address, email address and telephone number. It may also include the likes of booking numbers and IP addresses where these can be linked to individuals.
Data collected in order to manage a booking
When you make a booking with R4Y, we collect personal data from you in order to complete your booking. If your booking includes children, we also collect this data for the children in question, provided that this is necessary in order to fulfil the booking. The following are potential examples of such data, your name, national ID number, address, email address, booking number, how long you will be travelling, the destination, and how you paid and credit or other payment information.
Information collected when using our digital services
When you use our website, booking site or any other digital service from us, we collect data about your use of the service in question. Some of this data may be personal data, for example, your IP address if it can be linked to individuals. We also collect information about how you navigate in the relevant service and what searches you make.
Information collected from someone other than yourself
When booking and when in contact with us in relation to various matters, it may happen that a person provides personal data about one or more other guests in a travelling group. We assume that the person providing this data has the consent of all the individuals involved to disclose this personal data. If you have not made a booking yourself, but someone else has made a booking which includes you, we collect personal data about you from that person. When you provide personal data about other guests, you must make sure that they consent to this and that you have permission to submit the data. If appropriate, you should also make sure that they understand how we may use their personal data.
How we use and store your data
R4Y processes your personal data in accordance with the law. The same personal data may be processed on the basis of multiple legal bases, such as the performance of a contract, based on a balancing of interests or specific consent from you, or on the basis that the data is necessary in order to comply with other legal obligations. This means that, even if you revoke your consent and processing based on consent ceases, it may still be necessary to save your personal data for other purposes where the personal data is still needed. Primarily, we process your data for the performance of a booking.
Administration of your booking
In order to be able to fulfil your booking (i.e. perform our contract), we use your personal data in various ways. The data is used to produce your booking confirmation and to book your accommodation. Administration of your booking also includes the use of your data for the purposes of accounting, settlement and audit, credit or other payment card verification (i.e. satisfying legal obligations).
In order to provide customer service
We use your personal data in order to be able to provide you with service if you contact us with questions, comments or complaints, etc. We use your name and booking number to identify you and your booking. We use your contact information, such as your email address and telephone number, to be able to contact you in connection with questions and issues. We do this in order to be able to fulfil our contract with you and on the basis of our legitimate interest in providing you with good service. We may also use the other personal data we have collected about you to handle your question or your case, as is relevant in the particular case in question.
Sending information
When you have made a reservation with us, we use your personal data to send you a booking confirmation, important information about your upcoming stay (i.e. in order to perform our contract and on the basis of our legitimate interest in marketing our services).
Marketing
We would love to send you relevant offers and news about our services. Data such as information about your previous bookings, browsing habits and search settings may be used by R4Y in order to contact you by post, email or telephone in a marketing context. In this way, we can tailor our communications so that they are more relevant to you. We may also send you information about products and services from our partners that we believe may be of interest to you.
If you do not want to receive marketing material from us, you may decline it at any time by contacting us at the contact info below.
Legal requirements
Finally, your personal data may be processed in order to satisfy obligations under laws and regulations, for example regarding security and reporting.
Retention periods
We never save data longer than we need to and only use your personal data for the purposes set out in this policy. After this time, we will safely remove your personal data. The same personal data may be stored in several different places for different purposes. This means that we may delete data from one system when it is no longer needed there, while the same data may continue to be stored in a different system where its purpose is still valid for that specific system. If data is needed after this period for analytical, historical or other legitimate commercial purposes, we will take appropriate steps to anonymise the data so that it no longer constitutes personal data.
The personal data we collect via a booking is stored in our customer database for five years. If you make a new booking within five years of your return date from the trip in question, information about previous bookings will be saved for another five years. Personal data is stored as a basis for market and customer analyses, for statistical purposes and in order to provide you with a better booking offer and better customer service. In the event of complaints, some data may be saved for ten years in order for us to be able to defend ourselves against legal claims. By law, we are required to record and retain certain information that constitutes accounting information. We therefore have to store this information for roughly seven years.
If you have registered to receive our newsletter, we will retain the data necessary to administer this until or unless you unsubscribe from the newsletter or notify us that you no longer wish to receive it.
Disclosure of personal data
In order to be able to fulfil the booking you have made with us, we may need to share your personal data with our sub-suppliers and partners. We only share personal data with them to the extent necessary for them to be able to provide their services to you and us, and they only have access to the personal data that is necessary.
Service providers
In order to meet the objectives of our processing of your personal data, we share your personal data with companies that provide services to R4Y. These companies may only process your personal data in accordance with our explicit instructions and must not use your data for their own purposes. They are also required by law and contracts to protect your personal data.
Contractual partners and IT suppliers
We use a number of different IT services and IT systems in our business. Personal data is stored and handled in some of these. We care about your privacy and the security of your data during any such handling. Some systems are installed locally with us and it is only our staff who have access to the data. In these cases, there is no transfer to third parties. Some systems, however, are cloud solutions or installed by the provider, which means that we transfer personal data to the provider. In such cases, the provider is our data processor and handles the data on our behalf and under our instructions.
Agents and digital partners
When you make a booking with R4Y via a travel agent or website (digital partner) with which we cooperate in the marketing of our accommodations, it may be that you yourself provide personal data to the travel agency or website. This personal data is the responsibility of and is managed by the operator in question in accordance with its data protection policy.
When you book through an agent, you yourself provide your personal data to the agent and consent to the agent handling that data in its business. The agent can therefore identify you, e.g. with the aid of your booking number. We are not responsible for the agent’s handling of the personal data you have directly provided the travel agency with.
Transfer to a third country
Because our accommodations are primarily located in France, some of our partners are located within the EU/EEA. This means that personal data may be transferred to partners in these countries for the same purposes as described above.
Necessary handling of personal data and handling based on consent
Such processing of personal data as is necessary for us to be able to perform a contract with you or to fulfil a legal obligation is permitted without consent. However, your consent to processing is required in order for us to collect and handle your personal data for any other purpose.
Withdrawal of consent
You can choose to withdraw your consent at any time by contacting us via contact details given below. If you withdraw your consent, we will anonymise the personal data we hold about you, and discontinue any processing on the basis of that consent, e.g. in connection with direct marketing.
It may be that the same personal data is being processed both on the basis of your consent and on the basis that it is necessary or under other regulations. This means that, even if you revoke your consent and such processing as is based on that consent ceases, it may still be necessary for us to retain your personal data for other purposes.
The right to information about the personal data we have stored about you
You have a right to a copy of the personal data that we hold about you.
You have the right to request that data about you be deleted, supplemented or corrected. You also have the right to request that the processing of your personal data is limited to specific purposes and that it not be used, for example, for direct marketing.
You are welcome to contact us at any time in order to obtain a copy of your personal data or have it amended or deleted.
Contact
If you have any questions about the processing of your personal data, please contact us at:
info@riviera4you.com
If you are not satisfied with the response you have received, you have the right to submit a complaint to the Swedish Data Protection Authority. Read more on the Swedish Data Protection Authority’s website.