Privacy
PRIVACY POLICY
for persons using the website www.hotelpresident.pl
Pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (hereinafter: “GDPR”), we provide information on the principles of personal data processing:
1. Identity and contact details of the Data ControllerThe controller of your personal data is ZPR Sp. z o.o., address: ul. Jubilerska 10, 04-190 Warsaw (hereinafter “ZPR” or the “Data Controller”).
2. Data Protection OfficerThe Company has appointed a Data Protection Officer, whom you may contact by traditional mail at: ul. Jubilerska 10, 04-190 Warsaw, or by email at: iod@zpr.pl
3. Contact with the Data ControllerIn matters concerning personal data, you may contact ZPR by writing to the Company’s postal address (preferably with the note “Personal data”) or by email at: iod@zpr.pl
4. Purposes, legal bases and periods of data processingZPR processes personal data for the following purposes and on the following legal bases:
4.1. Personal data processed in connection with the use of accommodation services at Hotel President
4.1.1. conclusion and performance of an agreement concerning the provision of hotel services, including: accepting a reservation, ensuring a stay consistent with the reservation and reported needs, accepting payment, carrying out settlements, and ordering services of other entities at the guest’s request
4.1.1.1. where the party to the agreement is a natural person
The purpose of processing the data is to conclude and perform the agreement. Legal basis: Article 6(1)(b) GDPR – processing is necessary for the performance of an agreement to which the data subject is a party. The data will be processed until the agreement has been performed, i.e. until the use of ZPR’s hotel services has ended and those services have been settled.
4.1.1.2. Where the party to the agreement is a legal person or another organisational unit
The purpose of processing their data is the legitimate interest of the Data Controller, consisting in performing the agreement with the entity making the reservation. Legal basis for processing: Article 6(1)(f) GDPR, i.e. the legitimate interest of the Data Controller, which is the conclusion and performance of the agreement. The data will be processed until the agreement with the purchasing entity has been performed, i.e. until the use of ZPR’s hotel services has ended and those services have been settled.
4.1.2. Where you are responsible for minors – your data and the data of the minors will also be processed for the purpose of fulfilling obligations under the Act on preventing threats related to sexual crime and protecting minors
i.e. ensuring respect for children’s rights, in particular the right to protection of their dignity and freedom from all forms of harm, and preventing such threats. Legal basis: Article 6(1)(c) GDPR – processing is necessary for compliance with legal obligations incumbent on the data controller arising from the Act on preventing threats related to sexual crime and protecting minors. The data will be processed for the period required by law.
4.2. Personal data processed in connection with organising business events at Hotel President (conferences or other events)
The purpose of processing the data of representatives and contact persons of business customers is the legitimate interest of the Data Controller, consisting in performing the agreement with the entity organising the business event, e.g. a conference. Legal basis for processing: Article 6(1)(f) GDPR, i.e. the legitimate interest of the Data Controller, which is the conclusion and performance of an agreement with a business customer. The data will be processed until the agreement with the entity organising the event has been performed, i.e. until the use of Hotel President’s services has ended and those services have been settled
4.3. Personal data processed in connection with the use of video surveillance at Hotel President
In connection with the use of video surveillance, personal data is processed for the purpose of protecting property and ensuring safety in the area covered by the surveillance. When you use the hotel car park, in the event of losing a parking ticket, surveillance data may also be processed for the purpose of calculating charges. Hotel President has a video surveillance system with recording. The legal basis for processing personal data is Article 6(1)(f) GDPR – the legitimate interest of the Data Controller, i.e. protecting property and ensuring the safety of persons present in the area covered by the surveillance. When you use the hotel car park services, surveillance data may also be processed for the purpose of calculating parking charges if you lose your parking ticket. Surveillance data is stored for a period not exceeding 30 days from the date of recording. Where recordings may constitute evidence under the law, the storage period is extended until the proceedings have been finally concluded.
4.4. Personal data processed in connection with complaints
If a complaint is submitted in connection with a reservation, stay, services or products of Hotel President, personal data is processed for the purpose of examining the complaint, which constitutes the legitimate interest of the Data Controller. Legal basis: Article 6(1)(f) GDPR, i.e. the legitimate interest of ZPR described above. The data will be processed until the complaint has been examined, the matter has been resolved and documented.
4.5. Personal data processed in connection with the application of the Act of 26 April 2024 on ensuring that certain products and services meet accessibility requirements by business entities
If you report a problem with digital accessibility on the website or submit a complaint that the website does not meet accessibility requirements, personal data will be processed in order to fulfil obligations arising from the aforementioned Act. Legal basis: Article 6(1)(c) GDPR – processing is necessary for compliance with legal obligations incumbent on the Data Controller arising from the aforementioned Act, i.e. examining and responding to your report or complaint and documenting the actions taken in connection with the report/complaint. If you provide special-category data in your report, e.g. information about a disability, such data will be processed on the basis of Article 9(2)(g) GDPR, i.e. processing is necessary for reasons of substantial public interest, on the basis of Union law, namely Directive 2019/882 on the accessibility requirements for products and services, and Polish law, namely the aforementioned Act, which implemented the Directive into the Polish legal order. The data will be processed for the period resulting from the law
4.6. Personal data processed for marketing purposes
If you give your marketing consent, your personal data will also be processed for the purpose of receiving marketing information by electronic means (email). Legal basis: your consent – pursuant to Article 6(1)(a) GDPR. Giving consent is voluntary. You may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
4.7. Personal data processed in connection with leaving a message in the contact form
Personal data will be processed to enable you to use the contact form and to send a response to your enquiry. Legal basis: Article 6(1)(f) GDPR, i.e. the legitimate interest of ZPR consisting in enabling you to send a message via the contact form and providing a response to your enquiry. The data will be processed until a response to the enquiry has been provided.
4.8. Personal data processed in connection with paid use of a parking space in the hotel car park
If you use a parking space, personal data will be processed for the purpose of concluding and performing an agreement for paid use of the parking space
4.8.1. where the party to the Agreement is a natural person
The purpose of processing the data is to conclude and perform the agreement. Legal basis: Article 6(1)(b) GDPR – processing is necessary for the performance of an agreement to which the data subject is a party. The data will be processed until the agreement has been performed.
4.8.2. Where the party to the agreement is a legal person or another organisational unit
The purpose of processing your personal data is the legitimate interest of the Data Controller, consisting in performing the agreement with the entity concluding the agreement. Legal basis for processing: Article 6(1)(f) GDPR, i.e. the legitimate interest of the Data Controller, which is the conclusion and performance of the agreement. The data will be processed until the agreement has been performed.
4.9. Personal data processed in connection with the purchase and use of a Voucher
4.9.1. where the Voucher is purchased by a customer who is a natural person
The purpose of processing the data is to conclude and perform the agreement (concerning the purchase of the Voucher). Legal basis: Article 6(1)(b) GDPR – processing is necessary for the performance of an agreement to which the data subject is a party. The data will be processed until the agreement has been performed, i.e. until the Voucher has been used.
4.9.2. Where the Voucher is purchased by contact persons of legal persons or other organisational units
The purpose of processing the contact persons’ data is the legitimate interest of ZPR, consisting in performing the agreement with the entity purchasing the Voucher. Legal basis: Article 6(1)(f) GDPR, i.e. the legitimate interest of ZPR, which is the conclusion and performance of the agreement. The data will be processed until the agreement with the purchasing entity has been performed, i.e. until the Voucher has been used.
4.9.3. Where the Voucher is used by a person other than the purchaser
The data of the person using the Voucher is processed on the basis of Article 6(1)(f) GDPR, i.e. the legitimate interest of the Data Controller consisting in enabling the Voucher to be used. The Data Controller will process the following categories of data of these persons: identification data, contact details. The data will be processed until the Voucher has been used Voucher
4.10. Personal data processed in connection with the performance of tax obligations
If tax obligations arise in connection with the use of the services of Hotel President, e.g. hotel services related to the purchased Voucher, personal data will also be processed for the purpose of fulfilling the legal obligations incumbent on ZPR, arising from generally applicable tax and accounting regulations. Legal basis: Article 6(1)(c) of the GDPR – processing is necessary for compliance with legal obligations incumbent on the Data Controller, arising, among other things, from the Tax Ordinance Act, tax laws and accounting regulations. The data will be processed for the period resulting from legal provisions
5. Requirement to provide personal data
5.1. conclusion and performance of an agreement concerning the provision of hotel services or the purchase of a Voucher – providing the data is voluntary, but is a condition for concluding the agreement. Failure to provide the data will make it impossible to conclude the agreement.
5.2. use of the Voucher – providing personal data is a condition for using the Voucher; failure to provide the data will make it impossible to use the Voucher.
5.3. Providing personal data to the extent to which the Act on Counteracting Threats Related to Sexual Crime and the Protection of Minors applies is a statutory requirement – resulting from that Act. Failure to provide such data will result in the inability to use accommodation services and may result in the authorised authorities being called to conduct appropriate verification.
5.4. Consent – giving consent to receive marketing information is voluntary. Failure to give consent will result in not receiving marketing information electronically.
5.5. Sending an enquiry via the contact form – providing data marked as mandatory in the contact form is necessary to send an enquiry. Failure to provide such data will make it impossible to send a message via the contact form.
6. Method of obtaining data, categories of data processed
6.1. Personal data of individual Customers (natural persons making reservations and using the services of Hotel President, including using parking spaces in the hotel car park):
6.1.1. Identification data (e.g. first name and surname)
6.1.2. Contact details (e.g. email address)
6.1.3. Reservation and stay data (e.g. length of stay, expectations regarding the stay, room standard)
6.1.4. Financial data – related to payment for the stay
6.1.5. Special categories of personal data (e.g. allergy information) – only if voluntarily provided by you or if you have consented to their processing.
6.1.6. If you use the hotel car park, ZPR will also process vehicle data – the registration number – in order to enable use of the car park. Personal data is obtained directly from you.
6.2. Business Customers – personal data of representatives and contact persons, as well as persons for whom a reservation is made:
6.2.1. Identification data (e.g. first name and surname, name of the company on behalf of which the reservation is made)
6.2.2. Contact details (e.g. email address)
6.2.3. Reservation and stay data (e.g. length of stay, expectations regarding the stay, apartment standard)
6.2.4. If you use the hotel car park, ZPR will also process vehicle data – the registration number – in order to enable use of the car park. Personal data is obtained from the entity you represent or which made the reservation on your behalf.
6.3. Data of minors related to the use of the services of Hotel President – we may process the following categories of data of these persons:
6.3.1. Identification data (e.g. first name and surname, date of birth)
6.3.2. Contact details (e.g. residential address)
6.3.3. Data concerning the degree of kinship or the basis for the minor staying under the care of an adult
6.3.4. Purpose of stay
6.3.5. Other data, e.g. contact telephone number for the child’s legal guardians, data from a certificate issued by the child’s legal guardians confirming that the child is under the care of another adult. Personal data is obtained from persons making reservations and from guardians of minors.
6.4. Data of persons who send an enquiry via the contact form – we may process the following categories of data of these persons:
6.4.1. Identification data: first name and surname
6.4.2. Contact details: email address, telephone number
6.4.3. Data contained in the content of the message left in the contact form, e.g. information about interest in particular services, a reported problem, etc. Personal data is obtained directly from you (the person submitting the form).
6.5. Data of persons in connection with the sending of marketing communications: email address
Personal data is obtained directly from you.
6.6. Data may also be collected in connection with the use of the website, e.g.:
6.6.1. Information in server logs – the server automatically records data such as the page request sent by you, the date and time of the request and the sending of the response
6.6.2. IP address – on its basis, it is possible, for example, to identify the country from which you connect to the network
6.6.3. Server logs – the collection of web server logs by the hosting operator operating at the website address.
6.6.4. This data may be collected automatically.
7. Sharing of data – to whom ZPR makes your personal data available
7.1. ZPR makes personal data available to entities that provide services on its behalf (including for the purpose of providing services to you), such as IT service providers, service subcontractors, law firms, entities providing payment services and banks. These entities ensure a high standard of personal data protection under agreements concluded with ZPR.
7.2. Your personal data will also be made available at the request of public authorities or other entities authorised to access it under legal provisions, e.g. the Office of Electronic Communications, or entities that effectively demonstrate a legal interest, e.g. insurance companies.
7.3. ZPR cooperates with Third Parties that provide so-called Third Party Cookies tools – details concerning the tools used and the entities to which data is made available in connection with the use of these tools are described in the section of the Policy entitled ,,Third Party Cookies”
8. Your rights under the GDPR
8.1. Under the terms set out in the GDPR, you have the following rights concerning personal data: the right of access to data, the right to rectify data, the right to erase data, the right to withdraw consent, the right to restrict processing, the right to data portability and the right to object to data processing, as well as the right to lodge a complaint with the supervisory authority responsible for personal data protection. Details concerning these rights are provided below:
8.1.1. Right of access to data and obtaining a copy – you may obtain information about the processing of data, including, in particular, the purposes and legal bases for processing, the scope of data held by ZPR, the entities to which the data is made available and the planned period of data storage, or, where this is not possible, the criteria for determining that period, as well as information about your rights. You may obtain a copy of the processed data concerning you. The right to obtain a copy may not adversely affect the rights and freedoms of other persons.
8.1.2. Right to rectify data – you have the right to remove errors in your personal data and supplement it if it is incomplete
8.1.3. Right to erase data – you may request the deletion of data whose processing is no longer necessary for any of the purposes for which it was collected.
8.1.4. Right to withdraw consent – where personal data is processed on the basis of your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing of personal data carried out before consent was withdrawn.
8.1.5. Right to restrict data processing – upon receiving such a request, ZPR ceases to perform operations on Personal Data – except for operations to which you have consented – and to store it, in accordance with the adopted retention rules or until the reasons for restricting data processing cease to exist (e.g. a decision is issued by the supervisory authority permitting further processing of the data)
8.1.6. Right to data portability – to the extent that data is processed by automated means in connection with a concluded agreement or given consent, ZPR, at your request, provides you with the personal data supplied by you in a format that allows the data to be read by a computer. It is also possible to request that this data be sent to another entity, provided that the necessary technical capabilities exist on the part of both ZPR and the indicated entity
8.1.7. Right to object to data processing – you may object at any time to the processing of personal data carried out on the basis of ZPR’s legitimate interest
8.1.8. Right to lodge a complaint with the President of the UODO – if you consider that the processing of personal data violates the provisions of the GDPR or other provisions concerning personal data protection, you may lodge a complaint with the authority supervising data processing Personal data – in Poland, the supervisory authority is the President of the Personal Data Protection Office (UODO).
9. Social media
9.1. If you visit ZPR profiles on the Facebook and/or Instagram social media platforms, personal data are used in connection with maintaining the Hotel President profiles, including to inform you about ZPR's activities and to promote various events, services and products.
9.2. If you use the Facebook and Instagram social media platforms, the co-controller of the data is also Meta Platforms Ireland Limited (formerly Facebook Ireland Limited). You can read more about the privacy protection principles on Meta's social media platforms here https://www.facebook.com/privacy/center/ :
9.2.1. Fecebook: https://www.facebook.com/privacy/policy/
9.2.2. Instagram: https://privacycenter.instagram.com/policy/
9.3. ZPR processes only the data that you make publicly available on your social media profile. ZPR will process the following categories of your data: identification data, image and other content made publicly available on your profile, and data concerning your activity on a given social media platform.
9.4. Your personal data will be processed for the purpose of maintaining social media profiles for marketing and statistical purposes and for building brand image. In connection with maintaining profiles (fan pages) and groups, for the purpose of informing you about ZPR's activities, promoting various events it organises and its products and services, building relationships with the community associated with ZPR, communicating with you through available functionalities (comments, chat, messages), as well as for statistical purposes. Legal basis: Article 6(1)(f) of the GDPR – the legitimate interest of the controller, consisting in its own marketing and promotion of ZPR's activities. Data will be processed for this purpose until you delete your profile. With regard to comments left by you, the data will be processed until the comment is deleted or the specific content on the profile is deleted by the Data Controller.
9.5. The recipients of your personal data will be: the owner of the social media platform – to the extent necessary to ensure the functioning of the Company's profiles; other users of the social media platform – with regard to your activity on ZPR profiles; entities providing services to ZPR (e.g. legal and IT services) – to the extent necessary to provide those services.
9.6. To contact the owner of the social media platform, visit the relevant Contact Centre page:
9.6.1. Facebook Help Centre https://www.facebook.com/help
9.6.2. Instagram Help Centre https://help.instagram.com/196883487377501
10. Transfer of data outside the EEA
Data may be transferred to entities outside the EEA due to ZPR's use of tools necessary for IT support belonging to entities whose registered offices are located outside the EEA. ZPR uses only reputable and trusted service providers. In such a case, the requirements of Chapter V of the GDPR are met (i.e. the recipient's registered office is located in a country in respect of which the EC has issued an adequacy decision, standard contractual clauses adopted by the EC have been applied in the agreement with that recipient, or other data protection measures have been applied). Data may also be transferred outside the EEA due to ZPR's cooperation with Third Parties that provide so-called Third Party Cookies tools and have their registered offices outside the EEA – details concerning the tools used are described in the privacy policies of the Third Parties listed in the table in section 12 below. If necessary, for information on how to obtain a copy of the data or where the data are made available, please contact the Company at the Company's postal address (preferably marked “Personal data”) or by email at: rodo@zpr.pl.
11. Automated decision-making, including profiling
ZPR will not make decisions concerning you based solely on automated processing, including profiling, which produce legal effects concerning you or similarly significantly affect you.
12. Cookies
12.1. As part of its website and subpages, ZPR uses mechanisms for the automatic storage of data, so-called Cookies. They are used to better adapt the website to your needs. The website does not automatically collect any information, except for information contained in Cookies.
12.2. The following Cookies are used on the website:
12.2.1. Necessary cookies – cookies necessary for the operation of services available on the website, enabling you to browse offers or make reservations and supporting security mechanisms, including fraud detection. These files are required for the website to function properly.
12.2.2. Analytical cookies – cookies enabling the collection of information about how you use the website in order to optimise its operation and adapt it to your expectations. By consenting to these cookies, you agree to the processing of data concerning your activity on the website for analytical purposes.
12.2.3. Marketing cookies – cookies enabling the display of marketing content tailored to your preferences and the delivery of notifications about marketing offers corresponding to your interests, including information concerning your activity and the products and services of the website controller and third parties. Consent to these cookies means that your data may be used to personalise advertisements and analyse the effectiveness of our advertising campaigns.
12.3. The website uses Cookies in accordance with the individual settings you have made in the browser installed on the terminal device you use. Using the website without changing the Cookie settings in your browser means that you confirm that you have read the above information and accept the Cookies.
12.4. If you do not accept Cookies, you may change the settings in your browser or disable Cookie support at any time. However, this may result in the website content being displayed incorrectly.
12.5. The method of deleting Cookies differs depending on the browser used. More information about Cookies can be found on the website https://wszystkoociasteczkach.pl/polityka-cookies/ and in the “Help” section of the web browser menu or on the following pages of the most popular web browsers:
12.5.1. Cookies in the Chrome browser
12.5.2. Cookies in the Firefox browser
12.5.3. Cookies in the Opera browser
12.5.4. Cookies in the Safari browser
12.5.5. Cookies in the Microsoft Edge browser
13. Third Party Cookies
13.1. ZPR cooperates with Third Parties that provide so-called Third Party Cookies tools. For the purposes of this cooperation, the browser or other software installed on your device stores, with your consent, Cookies or similar technologies originating from these entities.
13.2. These tools are used for the purpose of:
13.2.1. optimising advertising activities on the website – including displaying advertisements tailored to you
13.2.2. creating statistics that help understand how you use the website, enabling improvements to its structure and content
13.2.3. ensuring the security of website use, including preventing fraud
13.3. The information ZPR obtains using these tools is anonymous, i.e. it does not enable ZPR to identify you. Based on these tools, ZPR receives only aggregated statistical data concerning the activities of anonymous users. Anonymous information originating from these tools serves ZPR for the purposes described in section 12.2. The controllers of the personal data collected through these tools are their owners listed in the table below. The activities of these entities are independent of ZPR.
13.4. Detailed principles for data processing by the Third Parties that own these tools are set out in their privacy policies (links to these policies are included in the last column of the table below).
13.5. You may specify and change your preferences regarding the tools used by Third Parties by clicking the privacy settings button and withdrawing your consent to Cookies. To change the settings concerning Third Parties, open the PARTNERS tab in the Cookie preference tool and modify the settings previously selected. Withdrawal of consent does not affect the processing of data carried out before consent was withdrawn.
13.6. As part of its marketing activities, ZPR uses the services of the following Third Parties:
| Third party | Tool | purpose | legal basis | link to the third party's privacy policy |
|---|---|---|---|---|
| Google Ireland | Display & Video 360 | Determined by the tool owner | Determined by the tool owner | https://policies.google.com/privacy?gl=pl |
| Google Ireland | Google tools | Determined by the tool owner | Determined by the tool owner | https://policies.google.com/privacy?gl=pl |
| Meta | Meta tools | Specifies the tool owner | Specifies the tool owner | https://www.facebook.com/about/privacy/update |
| Adform | Adform A/S | Specifies the tool owner | Specifies the tool owner | https://site.adform.com/privacy-center/platform-privacy/product-and-services-privacy-policy/ |
| Accorp Sp. z o.o. | Tracking pixel | Specifies the tool owner | Specifies the tool owner | https://pollster.pl/privacy-policy |
14. Contact
You may contact ZPR by traditional mail at the following address: ul. Jubilerska 10, 04-190 Warsaw, or by email at: recepcja@hotelpresident.pl. In matters concerning personal data, you may contact us at: iod@zpr.pl