Van der Valk Hotel De Bilt-Utrecht processes information about individual persons, on a daily basis. Van der Valk operates in accordance with the law. Van Der Valk respects the privacy of the people about whom it receives information and handles that information in strict confidence. In this privacy statement, we explain which personal data Van der Valk processes, and for what purposes. This privacy statement also applies to all Van der Valk hotels and restaurants subject to the responsibility of Van der Valk Diensten Centrum BV, and all associated businesses. The privacy statement does not apply to the processing of personal data by third parties, such as companies and/or websites offering travel or package travel services.We advise you to read this privacy statement carefully.
Van der Valk Hotel De Bilt-Utrecht established at De Holle Bilt 1, 3732 HM De Bilt, Chamber of Commerce number 30049099, e-mail address: firstname.lastname@example.org, is the data controller for the processing and storage of your personal data.If you have any questions about the content of the privacy statement, please contact email@example.com.
Wherever the name 'Van der Valk' is used hereinafter, this should be taken to mean all entities referred to above.
1. Applicability Privacy Statement
This privacy statement also applies to all Van der Valk hotels and restaurants that fall under the responsibility of Van der Valk Diensten Centrum BV, as well as affiliated companies. The Privacy Statement does not apply to the processing of personal data by third parties, such as companies and/or websites offering travel or travel packages. We recommend that you read the Privacy Statement carefully.
The Privacy Statement does not apply to the processing of personal data by parties from which Van der Valk has received your personal data (such as booking organisations, travel agencies, employers, social media companies), nor to the processing by any other third party. We bear no (processing) responsibility for these organisations and we refer to the privacy statement of these organisations with respect to such processing.
2. Acceptance of processing of personal data
3. Nature, purpose and basis of processing of personal data
Van der Valk processes different types of personal data, for different purposes. What personal data and purposes are explained below.
a. Room and room bookings
To (book or request) a room, meeting room, hall and/or other hotel facility, we need personal data from you (such as your title, name, address, place of residence, date of birth, telephone number, e-mail address, signature, day of departure and arrival and your payment details). If you use a business booking, we will also collect the name and (address) details of your employer and/or client. If necessary, we may collect additional personal data from you that are relevant to our services and that you voluntarily provide to us. We process health data only on the basis of your consent, to better serve you, e.g. providing access for disabled people. In addition, we are required by law to verify your identity. We will do this on site at the hotel on the basis of an identity document shown by you. We will not make a copy of this. This data is only used internally, and is not passed on to other organisations for commercial purposes.
Furthermore, as a hotel, we are obliged to register a number of details (name, place of residence, type of identification document, day of arrival and day of departure) of our guests.
b. Restaurant reservations
If you make a reservation at one of our restaurants, we collect personal data from you (such as title, name, e-mail address, telephone number and language preferences) in order to confirm the reservation and carry out your requirements for your reservation. In addition, we may ask you if we need to take allergies into account.
We process this data in order to implement our restaurant services.
c. Van der Valk account
You can create a Van der Valk account. This makes it easy to make reservations and requests for information when you make a follow-up request, as we do not have to ask you for your details again. To create an account, we ask for your name, place of residence, address, telephone number and e-mail details. These personal data are stored in our database.
Our hotels, restaurants car parks and garages are - as far as necessary - equipped with camera security to promote the safety of our guests, employees and property and to prevent theft and other irregularities.
e. License plate registration
For registration and payment of parking fees, various Van der Valk branches use license plate registration. If you use these parking facilities, your license plate number will be registered in order to be able to execute the parking services.
f. Newsletter and mailings
If you use our services, you will be signed up for our hotel newsletters. It is also possible to sign up for newsletters via the websites of Van der Valk hotels and via Valk Verrast. Through these e-mails we keep you informed about exclusive offers and service messages. You can unsubscribe from the newsletter at any time via the newsletter itself and via your Valk Account.
g. Contact form
You can contact us, by filling in our digital contact form. In order to provide you with the best possible service, we ask for the completion of name, e-mail address, telephone number and your message for us.
Van der Valk regularly organises competitions and (win) actions via its website(s) or via social media. If you respond or enter, we ask for your name and contact details. These are used to notify the prize winners, run the promotion and measure the response to the promotion.
We ask for your consent to process this data.
i. (Direct) Marketing
To make offers in line with our services and that interest you, we collect information about individuals if you visit our website, such as demographic data. We do this by setting cookies. We may collect information about you from third parties, including information from our partners and social media sites in accordance with your settings on such websites. We refer to the information on collection of data through cookies under section 7 in the Privacy Statement.
j. Social media
Van der Valk can be found on various social media, such as Facebook. We may use your personal data when you use features on these websites and/or apps, such as a "Facebook like". If such a feature is used by you, we may obtain your personal data through our social media in question.
k. Black and cash list
Van der Valk maintains a blacklist policy to combat nuisance and crime in its hotels and restaurants. Van der Valk also maintains a cash list against fraud and non-payment. Van der Valk therefore has a legitimate interest in this data processing.
Based on this policy, Van der Valk may, in very exceptional cases, decide to refuse a guest access to its hotels or other services, or impose conditions on payment methods. This may be the case, for example, in the event of committing fraud, causing a nuisance, violating house rules, causing damage to property of other guests or employees of Van der Valk, causing injury to other guests and/or employees of Van der Valk or other improper behaviour.
Van der Valk maintains a strict and careful policy around data processing and data security of the blacklist and cashlist. The normal privacy rights of a data subject apply in full.
l. Application procedure
Van der Valk collects and processes data from job applicants through personal contacts, by post, by e-mail and/or by telephone calls. Among other things, we collect the applicant's name, gender, contact details, motivation letters, information on educational level and employment history. This data is relevant for going through the application procedure and will be deleted no later than 4 weeks after the end of the procedure. If you give your consent, Van der Valk may store your personal data longer in its records so that you can be contacted again in the future if necessary.
Van der Valk also processes personal data of employees, within the framework of the employment agreement and on the basis of legal grounds. For information on the processing of personal data of employees, please refer to the personnel manual of the entity of which you are employed.
n. Processing of data of minors
Van der Valk processes personal data of minors (under 16 years of age) if they stay at one of our hotels under the supervision or with the consent of a parent/guardian, such as the name of the minors. Van der Valk does not process any other data of minors unless the personal data on the minors is necessary for the execution of an agreement and the data is provided by a parent or guardian.
5. Transfer and sharing of your data with third parties
5.1 Transfer of your personal data
In principle, we do not share your personal data with companies, organisations and individuals outside our own organisation.
However, in order to be able to provide certain services and meet the expected level of hospitality and service, we may, in specific circumstances, share your personal data within Van der Valk, with our service providers and other third parties. We ensure that sharing of data only takes place if the third party processes the data on the basis of our instructions, takes sufficient appropriate (security) measures and guarantees us to comply with applicable privacy laws and regulations. Below is an overview of (the categories of) recipients.
- Van der Valk: Companies belonging to or affiliated with Van der Valk, all active in the hotel sector, which need your data to correctly provide the selected services. The sole purpose of this transfer is the ability to correctly provide services to you.
- Event organisers/companies: if you visit Van der Valk as part of a group event or meeting, information collected for planning the event or meeting may be shared with the organisers and, where applicable, with the guests organising or participating in the meeting or event.
- Service providers: we rely on third parties such as IT service providers, software maintenance parties to provide services and products on our behalf and may share your personal information with them as appropriate. We may also use service providers to communicate news and provide promotional and transactional materials to you on our behalf, including personalised online advertising in compliance with your preferences and applicable laws.
In addition, Van der Valk may share personal data with organisations outside Van der Valk in the following circumstances:
- Performance of an agreement - Provision of your personal data to third-party organisations is permissible Where it is necessary to perform our contractual obligations to you, we may provide your personal data to third-party organisations.
- With your consent - With your consent, we may disclose your personal data to other parties. The consent only applies if it is clear what you are giving your consent to and what the consequences are.
- For legal reasons - We share your personal data if we believe that disclosure of the data is necessary to comply with applicable laws and regulations, legal procedures or requests from governmental authorities.
- Legal obligation - If a legal obligation requires us to do so, we will provide your personal data. Van der Valk will make arrangements with the recipients of your personal data to ensure that the personal data is kept confidential and secured.
5.2 Transfer of personal data outside the EU
Van der Valk may transfer your personal data from the Netherlands to other countries. Countries within the European Economic Area (EEA) have an equivalent level of personal data protection as the Netherlands. Subject to the general requirements of privacy laws and regulations, we may transfer your personal data to countries within the EEA. Our hotels in the Caribbean also fall within the European Economic Area. We may do this, for example, within our group for the purpose of proper business operations.
Outside the EEA, we will only transfer your personal data if there is an adequate level of protection. Van der Valk uses model contracts approved by the European Commission for this purpose.
5.3 Retention period
We will not retain your personal data for longer than necessary, unless we have a legal duty to retain your personal data for longer. Our basic principle is that we keep personal data only as long as necessary to provide you with our products and/or services. After this, we will delete your personal data to the extent possible. For example, you can create a Van der Valk account, as explained above in section 3. We will delete inactive accounts after a period of 2 years. If you have provided your e-mail address (possibly via your account) so that we can keep you informed of our services, we will still retain your data for this purpose.
6. Security and measures
We maintain a high level of guest data security. Guest data are stored encrypted. Access to data by employees of Van der Valk takes place on the basis of necessity given the position of the employees concerned (need to know principle). Van der Valk periodically tests the security of its data processing and underlying IT systems. In case of outsourcing data-processing processes to third parties, we make agreements with these parties on adequate security of personal data. The measures taken are in line with applicable privacy laws and regulations. If, despite the security measures taken, a security incident occurs, we will take measures to limit the consequences for your privacy as much as possible.
Van der Valk is not responsible or liable for unauthorized, unauthorized or unwanted processing and/or access to personal data that cannot be attributed to Van der Valk. We are also not responsible for the acts or omissions of third party(ies) with whom we cooperate or to whom we refer on our website(s) or otherwise. These third parties are not covered by this Privacy Statement and we recommend that you read the privacy statements of these third parties on their websites carefully. In all the aforementioned cases, Van der Valk does not accept any liability and there is no right to compensation, performance or any other claim against Van der Valk.
Despite the care and attention devoted to the management of this website, it is possible that it may contain incorrect information. Van der Valk cannot be held liable for technical or editorial errors contained in this website, nor for any consequential damage resulting from the use or temporary unavailability of this website or the links to third party websites.
9. Your rights
As a guest of Van der Valk or a visitor to one of our websites, you may request access, correction, deletion, objection, restriction or transfer of personal data. In addition, you have the right to withdraw any consent granted. Any withdrawal of your consent shall not affect any previous processing on the basis thereof. Upon your request, we will inform you in writing whether we process personal data relating to you. When making your request, you must identify yourself by means of a copy of your driving licence or identity document. In our response, we will explain which personal data of yours we have processed or will process, and provide you with a copy thereof. We will also explain for which purposes the data have been or are being processed, with whom the data are shared, how long they are expected to be stored, and what other rights you can assert.
1. Right of access
You have the right to ask Van der Valk whether we process personal data about you. If we process personal data of you, you have the right to access the personal data concerned, the purposes of the processing, any sources or recipients of such personal data and the retention period.
2. Right to rectification
If you have received inspection of the processing of your personal data, you may ask us to correct inaccuracies or complete incompleteness. We will give reasons for our response. If we proceed with correction, you will receive a supplementary statement from us. Any recipients of your incorrect or incomplete data will also receive this statement.
3. Right of deletion
You can request us to delete personal data collected by us from you in the following cases:
- the personal data are no longer necessary for the purposes for which we collected or otherwise processed them;
- if the consent on the basis of which the processing is carried out has been withdrawn by you;
- you make a reasoned objection, and there are no compelling reasons not to honour your objection;
- the personal data are unlawfully processed by us;
- we have to delete your personal data on the basis of a legal obligation;
- we have collected your data by means of mobile telephony or internet services.
4. Right to limitation
If you have reported an inaccuracy or incompleteness in your personal data to us, you may ask us to restrict processing while we are processing your request. You may also ask us to restrict the processing of your data if you believe that we are processing your data unlawfully or no longer need it, or if you have objected to its (further) processing. After receiving your restriction request, we will only process the data after obtaining your consent or for compelling reasons (such as legal proceedings).
5. Right to portability
If you have provided personal data to us in a structured, common digital file format, and we have processed your data with your consent or in the performance of a contract with you, you have the right to ask us for a copy of this data. In such cases, you may also ask us to forward your data directly to another service provider.
6. Right of objection
You may object to the processing of personal data relating to you at any time. This applies in particular to profiles we have created on the basis of your personal data. We will stop processing your data upon receipt of your objection, unless we can provide compelling legitimate grounds which outweigh your interests, rights and freedoms.
If we process your personal data for direct marketing purposes, you may object to this at any time and we will cease processing immediately.
10. Exercising rights
If you wish to exercise one or more of your rights listed above, please contact us at the e-mail address [x]. Van der Valk will decide on your request within 4 weeks, unless we inform you within that period that we need a little more time.
Is your personal data being processed on the basis of your consent? If so, you have the right to withdraw your consent. Any withdrawal of your consent shall not affect any previous processing based on it.
Do you have a complaint about the use of your personal data? If so, please refer to the complaints procedure at the Personal Data Authority. This body is authorised to take cognisance of your complaint.
12. Contact and changes
For questions, comments or complaints about the processing of personal data, please contact the relevant hotel. You will find this contact information at the start of the Privacy Statement. Please indicate clearly in the subject that it concerns privacy and what request it concerns so that we can respond within the applicable time limits.
This Privacy Statement is in accordance with the General Data Protection Regulation. We reserve the right to update this privacy statement periodically. The latest version will be published on this page.
Version May 2023
Asserting your rights
If you wish to exercise one or more of the rights summarised above, you can contact us via the following e-mail address firstname.lastname@example.org. Van der Valk will reach a decision on your request, within 4 weeks, unless we inform you within that time limit that we need a little more time.
Are your personal data being processed based on your consent? You are entitled to revoke that consent. The revocation of your consent will not affect previous processing done based on that consent.
Although we manage this website with considerable care and attention, it is possible that the site contains incorrect information.Van der Valk Internet BV cannot be held liable for technical or editorial errors occurring in this website, or for any consequential losses suffered as a result of the use or temporary non-availability of this website or links to third-party websites.
Do you have a complaint about the use of your personal data? We suggest you consult the complaints procedure of the Autoriteit Persoonsgegevens. This body is authorised to examine your complaint.
Do you have any questions? If so, please e-mail them to: email@example.com.
This privacy statement accords with the General Data Protection Regulation. We reserve the right to update this privacy statement periodically. The most recent version will be published on this page.
Version February 2018