Privacy Policy
At Hotel Melfarhus ApS (“Hotel Melfarhus”, “we”, “us” or “our”), we prioritize confidentiality and data security.
In this privacy policy, you can read more about our processing of personal data and about the rights you as a data subject are granted under data protection legislation.
We ask you to read the privacy policy before you provide your personal information to Hotel Melfarhus.
Data controller and contact information
The data controller for your personal data is:
Hotel Melfarhus ApS
Address: Østre Hougvej 84M
CVR No.: 44791005
5500 Middelfart
Email: info@hotelelfarhus.dk
Phone: +45 5114 4840
If you are a guest at our hotel
This section describes Hotel Melfarhus' processing of personal data about guests at Hotel Melfarhus.
Types of personal data
When you are a guest at our hotel, we may collect, process and store the following types of personal data about you:
- Contact information such as name, email, phone number, address, company (if profession)
- Financial information, including, for example, payment information and bank account
- Booking information (e.g. future and past stays)
- Communication with the resident, including electronic communication regarding, for example, administration of stay, room preferences, family matters, etc.
- Passport or social security number for identification purposes
- Information about dietary preferences
The purposes of treatment
Your personal data may be processed for the following purposes:
- Administration of the stay, including communication with the guest
- Planning, implementation and follow-up of projects
- Handling of waiting lists, including collecting deposits and payment for stays
- In order for legal claims to be established, asserted or defended
- To prevent and solve crime
- Hotel marketing
Basis of processing
Hotel Melfarhus processes your personal data on one or more of the following grounds:
- Contractual obligations: When creating and managing your stay, the processing of your personal data is necessary to fulfill a contract (Article 6(1)(b) of the General Data Protection Regulation).
- Legal obligation: We process your personal data to comply with our legal obligation (Article 6(1)(c) of the General Data Protection Regulation).
- Legitimate interests: We base the processing of your personal data on our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
- Consent: We base our processing of your CPR number on your consent (Article 6(1)(a) of the General Data Protection Regulation and Section 11(2)(2) of the Danish Data Protection Act).
Especially about television surveillance
We have installed television surveillance for crime prevention and security reasons, cf. Article 6(1)(f) of the General Data Protection Regulation and Section 8(3) of the Danish Data Protection Act. Signage has been installed in the areas that are monitored.
Types of personal data
When you visit our hotel as a guest, Hotel Melfarhus processes your personal data via television surveillance.
Hotel Melfarhus may collect, process and store the following types of personal data about you:
- Number plate
- Date and time of your visit
- Photo and video material if you are moving in areas with television surveillance
The purposes of the processing
Your personal data is processed for the following purposes:
- To ensure the safety of our hotel and other buildings
- To prevent and solve crime in our hotel and other buildings
Basis of processing
Hotel Melfarhus processes your personal data on the basis below:
- Legitimate interests: We base the processing of your personal data on our legitimate interests in protecting our physical locations (Article 6(1)(f) of the General Data Protection Regulation). Information about criminal offences collected via television surveillance is also processed on the basis of Hotel Melfarhus' legitimate interests in solving criminal offences (Section 8(3) of the Danish Data Protection Act).
Disclosure
The recordings may be reviewed in the event of specific suspicion of criminal acts by visitors or other persons, violation of Hotel Melfarhus' policies and guidelines, internal/external audits or for the purpose of resolving disputes.
We may disclose the recordings to the police for crime-solving purposes, including if the disclosure is subject to legal requirements, cf. Section 8(4) of the Data Protection Act. If it is necessary to disclose the recordings for purposes other than those mentioned above, we will request your consent to such disclosure if you are included in the recordings.
If you are looking for a job at Hotel Melfarhus
When you apply for a job at Hotel Melfarhus, we process your personal data in connection with the recruitment process.
We recommend that your application does not contain a CPR number or sensitive personal information, such as personal information that reveals racial or ethnic background, religion, trade union membership, sexuality or health information.
Types of personal data
Hotel Melfarhus may collect, process and store the following types of personal data about you:
- Contact information such as name, email address and telephone number
- Information that appears from the application, CV and any attachments, including information about education
- Relevant information that is publicly available on the internet and social media, including in particular information about previous employment, activities, skills, performance and general appearance
- References from previous and/or current employers that you have provided in your application or that you have consented to us contacting
- Other information you provide us in connection with the recruitment process
Purpose of the processing
Your personal information will be used to assess whether we want to offer you a position at Hotel Melfarhus.
Basis of processing
Hotel Melfarhus processes your personal data on one or more of the following grounds:
- Legitimate interests: We may process your personal data on the basis of our legitimate interest in assessing whether we wish to offer you employment, including on the basis of the information you provide in your CV, application and any attachments, on the basis of relevant information publicly available on the internet and social media, results of personality and skills tests, references from referees you have provided in your application and other information you provide to us in connection with the recruitment process. The processing may also be necessary for our legitimate interest in defending or asserting legal claims (Article 6(1)(f) of the General Data Protection Regulation).
- Consent: If we wish to obtain references from previous and/or current employers who you have not indicated as references in your application, we will only do so if we have obtained your consent to do so (Article 6(1)(a) of the General Data Protection Regulation).
If you are a supplier, partner, etc.
This section contains the policy for Hotel Melfarhus' processing of personal data about owners of sole proprietorships or contact persons at suppliers and other partners who collaborate with Hotel Melfarhus.
Collection of personal data
Hotel Melfarhus may collect, process and store your personal data in the following cases:
- When your company or the company you work for enters into an agreement with Hotel Melfarhus
- When you have shown interest in Hotel Melfarhus, e.g. by giving Hotel Melfarhus your business card
- When you collaborate and communicate with Hotel Melfarhus
Types of personal data
Hotel Melfarhus may collect, process and store the following types of personal data about you:
- Contact information such as name, email address, telephone number
- Individual information, e.g. preferred language
- Organizational information such as company name and address, job title, area of employment, primary place of work and country
- Contractual information such as orders, invoices, contracts and other agreements between your company (or your employer) and Hotel Melfarhus, which may contain, for example, your contact information.
- Financial information, such as payment terms and banking information
We may receive such information directly from you (primarily through emails and other correspondence with you) or from a third party such as your employer.
The purposes of the processing
Your personal data may be processed for the following purposes:
- General planning, fulfillment and administration of collaborations, including contracts
- Administration such as processing payments, accounting, auditing, as well as to provide support
- Newsletters and other marketing communications
- Fulfilling requests from you
- General communication
- Product and service development
- Statistics and analysis
- Compliance with applicable laws and regulations, e.g. fulfilling our obligations to prevent illegal activities
- Handling conflicts
Basis of processing
Hotel Melfarhus primarily processes your personal data on one or more of the following grounds:
- Contractual obligations: In certain cases, the processing of your personal data is necessary for the performance of a contract (Article 6(1)(b) of the General Data Protection Regulation).
- Legitimate interests: We may process your personal data on the basis of our legitimate interests, for example to manage the day-to-day operations in accordance with lawful and fair business practices, including planning, performing and administering the cooperation or our legitimate interests, for example to perform statistics, analyses, provide support as well as improve and develop our services. The processing may also be necessary for our legitimate interests to prevent fraud or to establish, defend or assert legal claims (Article 6(1)(f) of the GDPR).
If you visit our website or our social media
The following section describes Hotel Melfarhus' processing of personal data about visitors to www.hotelmelfarhus.dk
If you contact us or otherwise communicate with us
Types of personal data
When you use the contact form on our website or otherwise communicate with Hotel Melfarhus, we collect and process your personal data. We process the following types of personal data about you:
- Name, email address, phone number
- What your inquiry concerns, e.g. booking a stay
- Date of your inquiry
- Other information you provide in connection with your inquiry. We encourage you not to provide us with sensitive personal information unless it is strictly necessary for the processing of your inquiry. In this regard, the information should only be sent in a strongly encrypted form if you submit the information via email.
- IP address and browser history
- Information regarding your behavior on our social profiles, such as clicking behavior, or whether you “like” or leave comments.
The purposes of the processing
Your personal data is processed for the following purposes:
- Handling your inquiry
- Planning, fulfillment and management of customer relationships
- General communication
- Development of our services
- Marketing
- Statistics and analysis
Basis of processing
Hotel Melfarhus processes your personal data on the basis below. The basis depends on the nature of your inquiry.
- Consent: We may process your information for marketing purposes, for example by sending you marketing material, if we have obtained your consent to do so (Article 6(1)(a) of the General Data Protection Regulation).
- Legitimate interests: We may process your personal data based on our legitimate interests in handling your enquiry, communicating with you and developing our services (Article 6(1)(f) of the General Data Protection Regulation)
- Contractual obligations: If your inquiry concerns a (potential) conclusion of a contract, we process your data in order to take steps prior to the conclusion of the contract (Article 6(1)(b) of the General Data Protection Regulation).
If you visit our social media profiles
This section contains the policy for Hotel Melfarhus' processing of personal data collected via our profiles or pages on social media.
Hotel Melfarhus and the social media providers are joint data controllers for the processing of personal data collected in connection with your visit to Hotel Melfarhus' profile or page on the individual social media.
Hotel Melfarhus has profiles or pages on the following social media:
Facebook (Meta Platforms Ireland Ltd.)
- Facebook's privacy policy is available here
- You can customize your privacy settings on Facebook here
Instagram (Meta Platforms Ireland Ltd.)
- Instagram's privacy policy is available here
- You can customize your privacy settings on Instagram here
Collection of personal data
When you visit or interact with our social media profiles, Hotel Melfarhus and the provider of the social media in question may collect, process and store the following types of personal data about you:
- Information available on your profile, including your name, gender, marital status, workplace, interests, and your city
- Whether you "liked" or used other reactions on our profile
- Comments you leave on our posts
- That you have visited our profile
The purposes of the processing
Hotel Melfarhus processes your personal data for the following purposes:
- Improving our services, including our social media profiles and pages
- Statistics and analysis
- To communicate with you if you comment on a post, make a review, or send us a message
- Marketing in general
The social media providers process your personal data for the following purposes, among others:
- Improving their advertising system
- To provide Hotel Melfarhus with statistics that the social media providers, among other things, prepare based on your visit to our profiles and pages.
- Advertising and customization of activities on the site.
Please refer to the privacy policy of each social media provider for information on how long they retain your personal data.
Basis of processing
The processing of your personal data is based on the following grounds:
- Legitimate interests: Hotel Melfarhus bases the processing of your personal data on our legitimate interests in being able to communicate with and market ourselves to you on our social media profiles, as well as our legitimate interest in improving our services (Article 6(1)(f) of the General Data Protection Regulation).
- The social media providers base the processing of your personal data on their legitimate interests, including their interest in improving their advertising system and providing statistics to Hotel Melfarhus, which the social media provider, for example, compiles based on your visit to Hotel Melfarhus' profile or page on the social media. In addition, the social media providers have a legitimate interest in providing an innovative, individually tailored, secure and profitable service (Article 6(1)(f) of the General Data Protection Regulation).
- Consent: The social media providers process some of your personal data in accordance with your consent, which you can withdraw at any time via your privacy settings on the social media (Article 6(1)(a) of the GDPR).
Who do social media providers share your personal information with?
Social media providers may, among other things, share your personal data with the following categories of recipients:
- Other entities in the group the social media provider is part of
- Externally with partners who provide analysis and research services
- Advertisers
- Other individuals who visit our social media profile or page (to the extent your information is publicly available)
- Researchers and other academics
You can find more information about who the social media providers share your personal data with in the individual providers' privacy policies.
The social media providers may transfer your personal data to recipients outside the EU/EEA in accordance with applicable data protection legislation. You can read more in the individual providers' privacy policies.
You can read more about who Hotel Melfarhus shares your personal data with in the section Disclosure to other data controllers and entrustment to data processors below.
How long do we store your personal data?
Your personal data will be deleted when we no longer need to process it for one or more of the above purposes. However, the information may be processed and stored longer in anonymized form, or if we are required to do so by law.
Personal data that is necessary to document your relationship with us, e.g. rental agreements, etc. is generally stored for up to 3 years after you vacate the rental property, as the information is necessary to document Hotel Melfarhus' legal position towards you, e.g. in connection with a dispute or collection of arrears. The background to the storage period is the rules of the Statute of Limitations.
Accounting material, including personal data, which we are obliged to retain in accordance with the Danish Accounting Act, is generally retained for 5 years from the end of the financial year to which the information relates.
Television surveillance:
Recordings from television surveillance conducted for crime prevention purposes will be deleted or anonymized no later than 30 days after recording, unless it is necessary for Hotel Melfarhus to store the recordings for the purpose of handling a specific dispute, e.g. in connection with solving a crime.
Job applications:
If you are offered a position at Hotel Melfarhus, your application and additional relevant personal data collected in connection with the employment procedure will be stored in your personnel file with us either physically or digitally.
If you are not offered a position, we will store your application and any additional personal data collected in connection with the recruitment procedure for a period of 6 months after our rejection, unless you have given your consent to a longer storage of such personal data. Hotel Melfarhus | Østre Hougvej 84M, 5500 Middelfart E-mail: info@hotelmelfarhus.dk| www.hotelmelfarhus.dk
You can revoke any consents you may have given as part of our employment procedure at any time. Revocation of your consent will have an effect on the future processing of your personal data, but does not affect the lawfulness of the processing based on the consent prior to the revocation. If you wish to withdraw your consent, you can contact us as indicated below.
Disclosure to other data controllers and entrustment to data processors
In order to fulfill the above purposes, we may provide access to your personal data to third parties who, based on a contractual relationship with Hotel Melfarhus, provide relevant services. These may include, for example, IT suppliers, email providers and suppliers of IT solutions and other services. Such service providers will only process personal data in accordance with our instructions under concluded data processing agreements.
In connection with the development of Hotel Melfarhus, the corporate structure may change, for example in the event of a full or partial sale of the company. In the event of a partial transfer of assets containing personal data, the processing basis for the related disclosure of personal data is, as a rule, Article 6(1)(f) of the General Data Protection Regulation, as Hotel Melfarhus has a legitimate interest in transferring parts of its assets and making commercial changes.
Your personal data will not be disclosed to a third party, other than as described above, without your permission. However, under certain circumstances and in accordance with the law (Article 6(1)(c) of the General Data Protection Regulation), it may be necessary to disclose your personal data to: the police, real estate agents, lawyers, auditors, dispute resolution bodies, such as rent boards and courts, public authorities, potential buyers and/or affiliated companies.
If your personal data is transferred to data processors or data controllers established in countries outside the EU/EEA that do not have an adequate level of protection, such a transfer will only take place when a transfer basis has been secured. The transfer will be based on the EU Commission's standard contractual clauses or another lawful transfer basis in accordance with Chapter V of the General Data Protection Regulation. If you have any questions about this or would like a copy of the transfer basis sent to you, please contact us at info@hotelmelfarhus.dk
Your rights
- You have the right to access the personal data we process about you.
- You have the right to object to our collection and further processing of your personal data.
- You have the right to rectification and deletion of your personal data, subject to certain statutory exceptions, including the Danish Accounting Act.
- You have the right to request that we restrict the processing of your personal data.
- Under certain circumstances, you can also request to receive a copy of your personal data as well as to transmit the personal data you have provided to us to another data controller (data portability).
- You can revoke any consent you may have given at any time. We will then delete your personal data unless we can continue the processing on another basis.
Questions and complaints
If you have any questions about this privacy policy or if you would like to complain about the way we process your personal data, please feel free to contact us:
Hotel Melfarhus ApS
East Hougvej 84M
5500 Middelfart
Email: info@hotelmelfarhus.dk
Phone: +45 2040 0307
If your complaint is not resolved by us and you want to proceed with the matter, you can complain to the Danish Data Protection Authority:
Inspectorate
Carl Jacobsens Vej 35
2500 Valby, Denmark
Email: dt@datatilsynet.dk
Phone: +45 33 19 32 00