Personal Information We Collect
The Company and its agents and representatives collect personal information in a number of circumstances in the course of operating and managing a hotel and hospitality business. Personal information we collect includes:
At Annex Hotels we stress the importance of privacy and are committed to earning the trust of our guests by adopting high standards for the protection of personal information.
Our policy outlines the type of personal information we collect and receive, the circumstances in which we collect or receive personal information, the policies and procedures we have established outlining its use and storage, and for sharing certain types of personal information in certain limited circumstances, the procedures you should follow if you have any questions or requests in respect of your personal information or our policies and procedures and the person to whom such questions or requests should be directed, and the means by which to communicate with that person.
HOW YOU MAY PROVIDE US YOUR PERSONAL INFORMATION
Below we will outline the type of information normally collected in each of these circumstances, the reasons for doing so, how we will use it and store it.
MAKING A RESERVATION
When making a reservation or using Annex Hotels services it is necessary to have information in order to identify you, contact you and to process your purchase and requests.This information usually includes your name, address, phone number, email address, credit card number and expiration date, and language preference. It may also include, if you choose to share that information with us, your preferences regarding the delivery of your service such as type of room, type of bed, and the like. You may wish to have your purchase of Annex Hotels' services recognized in a third party's loyalty program with which Annex Hotels has a relationship. To do so will require you providing us certain verification information such as your membership number in the third party program. We also offer special discounts from time to time that may have qualifying criteria. To assess your eligibility and process your reservation correctly, we may need to collect additional information at the time of booking such as your date of birth.
Annex Hotels is a management company that manages hotels for third party owners. Your personal information is shared with the third party owner of the hotel where you intend to stay and those of its employees involved in delivering the service to you to the extent necessary for them to do so and to process the transaction. All hotels that are managed by Annex Hotels are required to agree to abide by the terms of this Privacy Protection Policy.
From time to time, we offer packages or other services that involve third parties. If you are partaking of such a package or service, your personal information will be shared with that third party to the extent necessary to provide that service and process the purchase or request.
Annex Hotels may use the information you provide to send you offers and information about Annex Hotels services and those of select third parties. Your information will not be given to these third parties but rather the offer of the third party will be provided to Annex Hotels which will manage the distribution.
If you do not wish to receive such offers and information you may unsubscribe or opt-out by sending an email to email@example.com, using the subject line "Unsubscribe", so indicating your request with sufficient personal identifiers so we can appropriately act on your request. All our marketing communication of this type will also contain instructions for unsubscribing.
INFORMATION PROVIDED TO US IN COMMUNICATIONS REGARDING SERVICE DELIVERY SUCH AS COMMENT CARDS
Information provided to us in such a fashion will be used solely for the purpose of recording your comments, communicating with you in respect of them, reviewing them with the subject hotel and hotel personnel, for the purposes of recognizing employees for excellence of service delivery and for developing improvements in service delivery.
Annex Hotels OFFERS YOU THE ABILITY TO RECEIVE TARGETED, TIMELY NOTIFICATION OF TIME SENSITIVE OFFERS
To sign up for this service we require you to provide us with your email address, first name, last name, language preference, and country of residence. You may unsubscribe at any time using the link provided on every email message and you will no longer receive email offers and promotions for the specified subscription or website, as the case may be.You may at any time in the future opt-in to receive email offers.
BY VISITING ONE OF OUR WEBSITES
We may also evaluate our content and services and tailor our websites, for visitors, based on other information we collect, such as IP addresses, which are numbers assigned to your computer whenever you use the Internet, pixel tags (or clear gifs), and the type of Internet browser or operating system you are using. This information is collected in the aggregate, but we may tie it to your personal information through cookie use as described above.
If you do not wish to have data relating to your visits to our websites collected through Google Analytics, you may opt-out by installing the Google Analytics opt-out browser add-on. You may opt-out of Facebook Custom Audiences by visiting Facebook’s opt-out page.
WHY WE COLLECT PERSONAL INFORMATION
- To establish and maintain a responsible commercial relationship with you and to provide ongoing service.
- To understand your needs and preferences.We maintain a record of the products and services you receive from us and we may ask for additional information so that we can serve you better. For example, we may record your preference for type of room.
- To develop, enhance, market or provide products and services. For example, we look at our guests' use of our services so that we can better understand how to improve our services.
- To manage and develop our business and operations.For example we analyze guest patterns of usage of our hotels and services to help us manage them efficiently and plan for future growth.
- To meet legal and regulatory requirements.
WHEN DO WE DISCLOSE PERSONAL INFORMATION
We disclose personal information in these circumstances:
- We may disclose a guest's personal information to a person who, in the reasonable judgment of Annex Hotels, is seeking the information as an agent of the guest - for example, a travel agent who is booking a reservation on behalf of the guest.
- Personal information will be shared with the Annex hotel for which your reservation has been made so that they may provide the services you have reserved.
- Personal information may be shared with other Annex hotels so that they may better provide services to you in the event you wish to travel to that Annex hotel in the future.
- Personal information will be shared with a third party involved in supplying the guest with the services they have purchased to the extent necessary to effect the supply and the processing of the transaction.
- Personal information may be shared with a third party retained by Annex Hotels to perform functions on its behalf such as reservations handling, data processing or storage, guest surveys or research.
- Personal information may be shared with an agent retained by Annex Hotels to evaluate a customer's credit worthiness or in order to collect a customer's account.
- Personal information may be shared with a public authority or an agent of public authority if in the reasonable judgment of Annex Hotels it appears that there is an imminent danger to life or property which could be avoided or minimized by disclosure of the information, or which disclosure is compelled by legal authority.
Any such disclosure of a guest's personal information by Annex Hotels to a third party will be made only on a confidential basis conditioned upon the information being used only for the purpose for which it has been disclosed.
- Annex Hotels will not collect, use or disclose your personal information for any other purpose than those identified above, except with your consent.
- Annex Hotels will protect your personal information with appropriate security safeguards.
- Annex Hotels will take appropriate steps to protect the confidentiality of your personal information when dealing with third parties.
- Annex Hotels will strive to keep your personal information as accurate and up to date as is necessary for the purposes identified above.
- Annex Hotels will honour your request to access your personal information in as timely fashion as is reasonably possible.
You are always free to refuse to provide personal information to us.
You may also withdraw your consent with respect to the use of your personal information for marketing purposes at any time, subject to legal or contractual restrictions and reasonable notice, by emailing us at firstname.lastname@example.org, using 'Unsubscribe' as the subject line, and providing us sufficient personal identifiers so we can act effectively on your request.
However, in either case, this may limit our ability to serve you.
If you have questions or concerns about our privacy practices or wish to make a request in respect of your personal information please contact our Privacy Officer at email@example.com.