This policy should be read in conjunction with the website's terms and conditions.
Botanika is a botanical oasis in the heart of Uppsala, with a wide variety of rooms, two bars, a café, social gaming area and coworking. Botanika is a biophilic experience for the modern traveller. As a service provider, we collect and process data so that we can manage your booking, handle your booking requests, improve your experience when using our website and deal with any problems you may have. This makes us a "controller" of your personal data.
We collect and use different personal data about you for different reasons, depending on our relationship with you. Sometimes we receive "special categories of personal information" (which is information relating to your health, racial or ethnic origin, religious or philosophical beliefs) where you provide this to us as part of a special request for your stay. Where you provide us with your special category of personal information, we will use this to advise you and to help you find a service that is tailored to your needs.
Where you provide personal information to us about other individuals (for example, family members or other guests staying at the accommodation), we will also verify their personal information and we are responsible for protecting their personal information and using it appropriately. This policy will therefore apply to those individuals and you should refer them to this policy.
What personal information do we collect?
At the booking stage
-Your full name and title, address, telephone numbers and email addresses, date of birth and gender.-Identity documents such as passport, driving licence and national insurance number.-Employment status and related information, e.g.-Details about your special requests relevant to your booking.-Details of your previous stays or bookings with Botanika.-Fordon registration number.-Number of adults and children staying with you.-Details of the payment card you use to make the booking, including card type, expiry date and last four digits.-Recordings of telephone calls we make when you book by telephone.
On arrival at your accommodation-Identity documents such as passport, driving licence and national insurance number.-Your full name and title.-Your unique booking reference number.-CCTV recordings on the property.
During or after your stay-Any feedback you give us, including any complaints you may have.-What special category information do we collect?-Information about your health if relevant to your booking (for example, if you have a physical disability that would require you to have wheelchair access to an apartment).-We will also collect information that you provide to us through a specific request as part of your booking where you consider it relevant, for example that reveals or is likely to reveal your race or ethnicity, religious or philosophical beliefs, political opinions or information about your sex life or sexual orientation
How do we collect your personal information?
Directly from you:-When you book one of our accommodations via our website or via email-When you book one of our accommodations via telephone; during subsequent communications we have with you, for example via telephone, email or live chat or when you make a general enquiry.
We also collect your personal information from:-Youremployer, if the booking is made by your employer on your behalf.
Who do we share your personal information with?
We do not share or disclose your personal information other than to the following third parties and only in the limited circumstances we have set out above:-Service providers we have contracted with include payment service providers, our subcontractors and agents, accountants, our lawyers, actuaries, IT and database providers, marketing email providers and business suppliers.-Any third parties in the event of a sale, merger, reorganisation, transfer or winding up of our business.-Legal agencies such as the police, HMRC and tax authorities.
What will we use your personal information for?
We use your information for the following legal reasons: we need to use your personal information to enter into the booking contract with you. We will rely on this legal reason for all activities connected to your booking and without using your personal information we would not be able to do, for example, to confirm your booking information after confirmation of payment.
We have a business need to use your personal information. This will include for the purposes of operating and improving our website, ensuring the security of our website and services, maintaining backups of our databases and responding to your requests. When we rely on this legal basis, we are obliged to assess your rights and ensure that we do not use your information unless we can demonstrate a legitimate business need.
When we use your "special category information" (e.g. information about your health), we will ask for your expressed consent. We also have permission to use your special category information if we need to establish or defend our legal rights.
When you subscribe to our emails and/or newsletters, we will send you relevant notifications and/or newsletters - but only if you have agreed. You can unsubscribe from this type of communication at any time by clicking on the link in the footer of the email or emailing us at firstname.lastname@example.org. We also collect additional information about your participation in any competitions we run. We also use marketing services on Facebook to promote our services and accommodation on Facebook and Instagram. We do not sell your information to third parties.
4. Automated decision making
Automated decision-making refers to a situation where a decision is made using personal information that is processed solely by automated means (i.e. using an algorithm or other computer software) rather than a decision made with any form of human involvement. Botany currently does automated decision making.
We do this in several ways:-Automatically send pre- and post-stay emails based on the dates of your stay.-Assign accommodation types based on any special requirements received (for example, a wheelchair accessible room).-Automatically assign specific rooms based on arrival dates and availability.-We may also send email communications based on your chosen language; this will be done automatically.-If you stay with us on more than one occasion our systems will mark you as a returning customer. This allows us to offer a more personalised service based on previous stays.
We will only retain your personal information for as long as is reasonably necessary to fulfil the purposes set out in section 3 above and to comply with our legal and regulatory obligations. If you would like more information about how long we will retain your personal information for, please contact us using the information in section 9.
We have the right under European data protection laws to transfer your personal information outside the EEA in the following circumstances: It is necessary for the performance of the contract we have with you.It is necessary to protect your vital interests, i.e. it is a life or death situation.There may also be certain instances where your personal information is transferred to countries outside the EEA, for example when we transfer information to third party providers based outside the EEA or when third parties acting on our behalf transfer your personal information to countries outside the EEA.If such a transfer takes place, we will take appropriate safeguards to ensure that your personal information is adequately protected.
We will do this in several ways including:Entering into data transfer contracts and using specific contractual clauses that have been approved by European data protection authorities otherwise known as "standard contractual clauses".Transferring personal data to companies in the United States that are certified under the "Privacy Shield". Privacy Shield is a system whereby companies certify that they provide an adequate level of data protection;We will only transfer personal data to companies in countries outside the EEA that are considered by European data protection authorities to have adequate levels of data protection to safeguard personal information.
If you would like more information about our data transfers and the steps we take to protect your personal information, please contact us using the information in section 9.
Botanika ensures that all our systems are protected with secure passwords and multi-factor authentication mechanisms. All customer information is stored in secure data centres with industry standard protection and is encrypted where applicable. All data access is segmented by role and user rights.
You have several data protection rights that give you the right to request information about your personal information, to dictate what we do with it or to stop us using it in certain ways. If you wish to exercise the rights set out below, please contact us at any time using the information in section 9. There will not normally be a charge for this. We respect your rights in relation to personal information we hold about you, but we cannot always comply with your wishes, for example: we may not be able to delete your information if we are required by law to keep it for a longer period of time; or if we delete your information we would not have the necessary information we need to complete your booking or manage your Botanika account.
Right of access to your personal information ►You can request a copy of the personal information we hold about you and certain details about how we use it. Your personal information will normally be provided in writing unless you request otherwise or if you have made a request by electronic means such as email, we will provide such information in electronic form where possible.
Right to withdraw your consent ►If we rely on consent as the legal basis for using your personal information, you have the right to withdraw the original consent.
Right to rectification ►We make reasonable efforts to keep your personal information updated, complete and accurate where necessary. We encourage you to ensure that your personal information is accurate so please let us know regularly if you think the information we hold about you may be inaccurate or incomplete. We will correct and amend any such personal information and notify third party recipients of any necessary changes.
Right to restriction of processing ►Subject to the circumstances in which you exercise this right, you may request that we stop using your personal information, for example where you believe that we no longer need to use your personal information.
Right to data portability ►Subject to the circumstances in which you exercise this right, you may request that we transfer personal information that you have provided to us to a third party in a commonly used and machine-readable format.
Right to erase ►You can request that we delete your personal information. For example, where we no longer need your personal information for the original purpose we collected it for or where you have exercised your right to withdraw consent. Although we will evaluate each request, these requests are subject to legal and regulatory requirements that we must comply with.
Right to object to direct marketing ►You may request that we stop sending you marketing communications at any time by clicking on the "unsubscribe" button in any email we send you or by contacting us using the information in section 9. Please note that even if you exercise this right because you do not wish to receive marketing communications, we may still send you service-related communications where necessary.
Right to complain to the ICO ►If you believe that we have breached data protection laws in using your personal information, you can complain to the reception by contacting email@example.com. Please note that exercising this right and filing a complaint will not affect any other legal rights or remedies you may have.
If you would like more information about how we use your personal information, further clarification about how we use your personal information or anything referred to in this policy, please contact us at firstname.lastname@example.org.
We are continually improving our methods of communication and along with changes in the law and the changing nature of technology, our data practices and how we use your data will change from time to time. If and when our data practices change, we will notify you and we will provide you with the most up-to-date policy. You can see it by checking our website www.botanika.se
This policy was last updated on 22 January 2020.