Privacy Policy
GENERAL INFORMATION:
When you visit our website, various types of information are collected, including the IP address from which you access the site, the version and type of browser used to access the site, the operating system used, the domains, and the time of the request. This information does not allow us to identify the user, nor is that our objective. We use the collected information solely for statistical purposes, which primarily allow us to improve the content and presentation of our website. Please note that we may collect additional data, such as names, postal and email addresses, and phone numbers, which you voluntarily provide to us while browsing our site. You may also pay for and use our services using a pseudonym or anonymized data, without providing us with the aforementioned personal data.
DATA PROCESSING IN CONNECTION WITH GROUP BOOKING REQUESTS:
The information below outlines the purposes for which we process your data, the legal basis for such processing, and the associated retention periods:
> Why do we use your data?
Management of group reservation requests via (the use of an artificial intelligence tool)
> What data do we collect?
- Identification and contact information: first and last name, company name, company address;
- Data related to language preference;
- Data related to the reservation: date, number of participants, preferences regarding the room/service (meal service times, amenities, etc.);
- Sensitive data related to accessibility requests, food allergies or dietary restrictions, health data, etc.
> What is the legal basis for processing your Data?
Performance of pre-contractual measures and the contract (if the quote is accepted)
> How long do we retain your Data?
Personal data processed by the AI tool is automatically anonymized 7 days after collection.
Retention period applicable to personal data processed through another channel in connection with the management of group booking requests:
-If no final booking is made: 3 years from the last contact;
-If a final booking is made: for the duration of the business relationship, then 3 years from the end of the business relationship.
DATA RECIPIENTS
We may share your data with third parties when necessary to provide you with the requested services or to ensure the proper functioning of our website. These third parties act as data processors for the Hôtel Charlemagne.
- Backyou: a service provider offering an automated analysis solution using artificial intelligence to sort and manage group reservation requests by analyzing reservation request emails sent to our hotel’s inbox;
We only share with these third parties the data they need to perform their services, and we require that they not use your data for any other purposes. These third parties act in accordance with our instructions and are contractually obligated to ensure a level of security and confidentiality for your data equivalent to our own, as well as to comply with applicable regulations regarding the protection of personal data.
PROCESSING OF SENSITIVE DATA
In certain cases, you may choose to provide us with so-called sensitive information, for example:
• Accessibility needs (access for people with reduced mobility);
• Food allergies or dietary restrictions that may reveal religious beliefs or information about your health;
• Or other information regarding your health.
We collect this sensitive data only when it is strictly necessary for the provision of the services you request.
When you wish to provide us with this type of information, we obtain your explicit consent, in accordance with the requirements of Article 9 of the GDPR.
When such data is transmitted, it is the responsibility of the person making the reservation request to ensure that they have first obtained the explicit consent of the data subjects (your colleagues, employees, clients, guests, event participants, or any other person involved in the stay), before transmitting this data to our hotel, in accordance with the requirements of Article 9 of the General Data Protection Regulation (GDPR).
Sensitive data included in your messages is not extracted by our artificial intelligence tool for group reservation management and is processed solely by our staff responsible for managing reservations.
COOKIES:
This website uses cookies to collect data for statistical purposes. Cookies are small files stored on your computer’s hard drive; when you browse our site, they track your activity and provide us with key data that helps us improve your browsing experience. If cookies are stored on your computer, you will not need to enter all the required data to access this site every time you visit it. This data allows us to personalize our website to match your preferences and needs; this is part of our overall efforts to provide you with seamless access to our pages and services. If you do not want cookies to be stored on your computer, you can use your browser settings to block cookies from our site. To learn how to configure your browser regarding cookie management, please visit your browser’s help center. You can delete cookies already stored on your computer at any time. Please note that blocking cookies may limit access to certain features of our site and result in a less streamlined experience.
SHARING DATA WITH THIRD PARTIES:
Unless otherwise stated in this statement, all data you share with us, or that we collect from you when you browse our site, will be kept confidential and will not be disclosed to third parties, unless required by law or if the data must be transmitted for the purpose of fulfilling the contractual relationship to which you have subscribed. Third-party companies and partners, including online payment providers, will only have access to this data when necessary to process your order. In such cases, we will ensure that the scope of data transmission is limited to the agreed minimum necessary. We also enforce a strict data protection policy regarding the personal data you provide to us or that we collect. By following this policy, we comply with the provisions of data protection legislation. Please note that we are not responsible for data you provide to other service providers. We take measures solely to ensure that any data concerning you provided by other service providers is communicated in full compliance with the requirements of data protection and privacy laws, as outlined in our privacy policy.
GOOGLE ANALYTICS:
This website uses Google Analytics, an analytics service operated by Google that helps websites understand how to customize their pages to improve the user experience. This service uses cookies to track your actions, including the time you spend on our site and the pages you visit. Please note that none of your personal data is collected through the use of our Google Analytics account, so we are unable to identify who visits our site. To learn more about Google Analytics, visit the official page.
GOOGLE ADWORDS REMARKETING:
We use Google AdWords Remarketing for online advertising purposes. The AdWords remarketing program allows us to display ads relevant to the pages of the site you visit. This information is collected via a cookie placed on your computer. THIS COOKIE WILL NOT IDENTIFY ANY PERSONAL DATA AND WILL NOT ALLOW ACCESS TO YOUR COMPUTER. Thanks to the Google AdWords Remarketing program, we are able to personalize our marketing efforts to meet your needs and display only ads that are likely to interest you.
FACEBOOK: CUSTOM AUDIENCE PIXEL (CUSTOM AUDIENCE FROM YOUR WEBSITE):
A Facebook Custom Audience Pixel is a piece of JavaScript code installed on every page of your site that collects and transmits user-defined data to Facebook’s marketing program. We use this service to collect data related to user behavior on our site. Among the information collected by the pixel is the user’s browsing session, which is sent to Facebook along with a hashed ID and the URL visited by the user. Every Facebook user has a unique Facebook ID, regardless of the device used, which helps us track visitors when they access our site from different types of devices. We use this data for business purposes, specifically to target ads using the Facebook advertising platform.
NEWSLETTER:
You will only receive promotional information via our newsletter if you authorize us to use your email address for this purpose. Our site or its affiliates will never send you newsletters or promotional emails unless you have subscribed to them. When you subscribe to our newsletter, you can select your areas of interest to receive related emails. We use this information, along with your personal data, to send you information that is of interest to you. If you prefer to unsubscribe from our newsletter or our promotional emails, you can click on the unsubscribe link located at the bottom of our emails.
