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Privacy policy

1. Introduction

West City Hotel S.R.L respects the right to privacy of all individuals who use the website www.westcityhotel.ro and is committed to protecting personal data processed in accordance with the provisions of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data (“GDPR”), as well as with applicable legislation.

This Privacy Policy explains how we collect, use, store, protect, and disclose personal data obtained thru the website, reservations, contact forms, or any other interaction with West City Hotel.

We recommend that you read this Policy carefully to understand how your data is processed, the rights you have, and how these rights can be exercised.

By using the website and providing your personal data, you confirm that you have read and understood the content of this Privacy Policy.

2. The personal data controller

The personal data controller is:
West City Hotel S.R.L.

  • Registered office: Str. Avram Iancu, no. 442-446, Floresti, Cluj County, Romania
  • VAT number: RO25643265
  • Trade Register number: J2009001210122
  • Certificat de clasificare: nr. 12570 / 6224 din 02.10.2012
  • Website: www.westcityhotel.ro

For questions regarding the processing of personal data or to exercise the rights provided by GDPR, you can contact us by:

  • Email: dpo@westcityhotel.ro
  • Phone: +40 264 501 820
  • Postal address: Str. Avram Iancu, nr. 442-446, Floresti, Cluj County, Romania

We will make every effort to reply to your requests within the time limits established by the applicable legislation.

3. What personal data we collect

Based on the services you use and how you interact with West City Hotel, we may collect the following categories of personal data:
a) Identification and contact data:

  • First and last name;
  • Email address;
  • Phone number;
  • Postal address (when necessary).

b) Data required for booking reservations:

  • Stay period
  • Type of the reserved room;
  • Number of people;
  • Accommodation preferences;
  • Special requests made by you.

c) Data necessary for invoicing:

In case you request the issuance of an invoice, we may process:

  • The name of the person or company;
  • The billing address;
  • The VAT number, if applicable;
  • Other information necessary for issuing fiscal documents.

d) Data collected thru available forms on the website:

We may process the voluntary information you provide, including messages and documents sent, when you fill out contact forms, request for quotation forms, or other available forms on the website.

e) Automatically Collected Data

During the use of the website, certain technical information may be automatically collected, such as:

  • IP address;
  • Browser type;
  • Operating system;
  • Type of device used;
  • Information regarding website navigation;
  • Data collected thru cookies and similar technologies, in accordance with the Cookie Policy.

West City Hotel does not intentionally collect special categories of personal data (sensitive data), except in cases where this is necessary for the provision of requested services or is required by the applicable law.

4. How we collect personal data

West City Hotel collects personal data thru the following methods:

a) Directly from you

We collect the data you voluntarily provide to us when you:

  • Make a reservation;
  • Fill out the contact form;
  • Request a quote for an event or conference;
  • Contact us via email, phone, or other means of communication;
  • You subscribe to receive commercial communications when you give your consent.

b) Automatically, through the use of the website

When you visit our website, certain technical information is automatically collected thru cookies and similar technologies, in accordance with the Cookie Policy.

c) From other sources

In certain situations, we may receive information about you from contractual partners, online booking platforms, or other authorized sources when this is necessary for managing the reservation, providing the requested services, or fulfilling legal obligations.

We ensure that all personal data is collected and processed legally, transparently, and only for the purposes outlined in this Privacy Policy.

5. Purposes & Legal grounds for processing

West City Hotel processes your personal data only to the extent necessary and based on one or more legal grounds provided by Regulation (EU) 2016/679 (GDPR).

The data may be processed for the following purposes:

a) Managing reservations and providing hotel services

  • We process the necessary data for making, confirming, modifying, or cancelling reservations, as well as for providing the requested services during the stay.
  • Legal basis: carrying out a contract or taking action before signing one (Article 6(1)(b) GDPR).

b) Compliance with legal requirements

  • In order to fulfil the requirements outlined by tax, accounting, tourist, or other relevant authorities, we process specific data.
  • Legal basis: compliance with a legal obligation (Article 6(1)(c)GDPR).

c) Communication with you

  • We use contact data to respond to requests, inquiries, complaints or demands sent thru the website, by email or by phone.
  • Legal basis: performance of a contract, taking pre-contractual steps, or the legitimate interest of the operator (art.6 para (1) lit.(b) and (f) GDPR).

d) Sending marketing communications

  • With your consent, we can send you information about offers, promotions, events, or other services provided by West City Hotel. You cand withdraw consent at any time, without affecting the legality of the processing carried out prior to the withdrawal.
  • Legal basis: the consent of the data subject (Article 6(1)(a) GDPR).

e) Improving services and the website

  • In order to enhance the services provided, strengthen the security of the IT systems, and analyse the website’s usage, we may employ specific data.
  • Legal basis: legitimate interest of the operator (Article 6 para (1) lit. f) GDPR).

West City Hotel processes personal data only for the purposes for which it was collected or for other purposes compatible with these, in accordance with the applicable legislation.

6. To whom do we disclose personal data

West City Hotel tratează cu confidențialitate toate datele cu caracter personal și nu le vinde, nu le închiriază și nu le divulgă către terți în scopuri comerciale.

West City Hotel maintains the confidentiality of all personal data and refrains from selling, renting, or disclosing it to third parties for commercial purposes. Your data may only be disclosed when necessary for the provision of the requested services, for the fulfilment of legal obligations, or for the protection of the legitimate interests of the hotel.

Depending on the situation, personal data may be disclosed to:

  • IT service providers, web hosting, and IT system maintenance;
  • Providers of payment processing services;
  • Email and communication service providers;
  • Online booking platforms and commercial partners involved in processing reservations;
  • Legal consultants, accountants, auditors, or other providers of professional services;
  • Public authorities, state institutions, or other competent bodies, when disclosure is required by the law.

All partners and suppliers processing data on behalf of West City Hotel are required to comply with applicable personal data protection requirements and to ensure and adequate level of security and confidentiality.

In the event that data is transferred to authorized persons or partners outside the European Economic Area, West City Hotel will implement the protection measures provides by the GDPR to ensure an adequate level o data protection.

7. Retention period of Personal Data

West City Hotel retains personal data only for the period necessary to fulfill the purposes for which it was collected or for the duration provided by the applicable legislation.

The storage period may vary depending on the nature of the data and the purpose of processing. Thus:

  • Data related to reservations and hotel services are kept for the duration necessary to fulfill the contract and subsequently, in accordance with the applicable legal obligations;
  • Data used for billing and accounting records is retained for the period stipulated by tax and accounting legislation;
  • The data processed for marketing purposes are retained until consent is withdrawn or until they are no longer necessary for the purpose for which they were collected;
  • The data collected thru cookies is retained for the periods indicated in the Cookie Policy.

Upon the expiration of the storage period, personal data will be deleted or anonymized, except in cases where legislation requires their retention for a longer period.

8. Personal data security

West City Hotel places great importance on the protection of personal data and implements appropriate technical and organizational measures to ensure their confidentiality, integrity, and availability.

Among the implemented measure are:

  • Control of access to personal data;
  • Use of secure connections and information protection technologies;
  • Regularly monitoring and updating information technology systems;
  • Training of staff on data protection;
  • Collaboration with suppliers who comply with applicable information security and data protection requirements.

Although we make every effort to protect personal data, no computer system and no method of transmitting information over the internet can guarantee absolute security.

City Hotel will comply with the obligations established by Regulation (EU) 2016/679 (GDPR) and relevant legislation in the event that a security incident is detected that could potentially impact the rights and freedoms of data subjects.

9. Cookies & similar technologies

West City Hotel’s website uses cookies and similar technologies to ensure the proper functioning of the website, to improve use experience, to analyze traffic, and, where applicable, to personalize content and marketing communications.

The cookies used can be classified into the following categories:

  • Strictly necessary cookies, essential for the functioning of the website;
  • Analysis and performance cookies, used to understand how the website is used and to improve the services offered;
  • Functionality cookies, which allow the storage of certain user preferences;
  • Marketing cookies, used only with your consent, for displaying relevant communications and offers.

In accordance with the applicable legislation, all the categories of cookies are utilised only after your consent has been obtained, with the exception of cookies that are strictly essential.

Please refer to the Cookie Policy, which is accessible on the website, for comprehensive information on the categories of cookies employed, the duration of storage, and the methods for managing your preferences.

10. Rights of data subjects

In accordance with Regulation (EU) 2016/679 (GDPR), you have the following rights regarding your personal data:

a) Right of access

  • You have the right to request confirmation that we are processing your personal data and to receive information on how it is being used.

b) Right of rectification

  • You have the right to request the correction or completion of personal data that is inaccurate or incomplete.

c) Right to erasure (“the right to be forgotten”)

  • In certain circumstance, you have the right to request the deletion of your personal data, as stated by law.

d) Right to restriction of processing

  • You have the right to request the restriction of data processing in the cases provided by GDPR.

e) Right to data portability

  • Upon the fulfilment of the legal requirements, you are entitled to receive the personal data you have submitted in a structured, commonly used, and a machine-readable format. Additionally, you have the right to request that this data be transferred to another controller.

f) Right to object

  • You have the right to object to the processing of your personal data in situations provided by applicable legislation, including when processing is based on the legitimate interest of the operator or is carried out for direct marketing purposes.

g) Right to withdraw your consent

  • In situations where processing is based on your consent, you cand withdraw it any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

h) Right to lodge a complaint

  • If you believe that your rights have been violated, you have the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing (ANSPDCP) or to address the competent courts.

The exercise of these rights is free of charge, except in cases where the requests are manifestly unfounded or excessive, under the conditions provided by the applicable legislation.

11. Exercising rights

To exercise any of the rights provided by this Privacy Policy or by Regulation (EU) 2016/679 (GDPR), you can send a request using the contact details below:

  • Email: dpo@westcityhotel.ro
  • Phone: +40 264 501 820
  • Postal address: Str. Avram Iancu, nr. 442-446, Floresti, Cluj County, Romania

To protect the confidentiality of personal data, we may request additional information necessary to verify your identity before processing the request.

West City Hotel will respond to requests without unjustified delays and, as a rule, within a maximum of one month from their receipt, with the possibility of extending the deadline in situations provided by applicable legislation.

In the events that the request cannot be resolved or is denied, we will communicate the reasons for the decisions, as well as the rights you are entitled to under the applicable legislation.

12. Modification of the Privacy Policy

West City Hotel reserved the right to modify or update this Privacy Policy whenever necessary to reflect legislative changes, changes in the services offered, or the way personal data is processed.

The updated version will be published on the website and will take effect from the date of publication, unless otherwise specified.

We encourage you to review this page periodically to stay informed about any updates.

13. Contact information

If you have any questions regarding this Privacy Policy or how West City Hotel processes your personal data, you can contact us using one of the following methods:

West City Hotel S.R.L.

  • Address: Str. Avram Iancu, no. 442-446, Floresti, Cluj County, Romania
  • Phone: +40 264 501 820
  • Email: dpo@westcityhotel.ro
  • Website: www.westcityhotel.ro

We are committed to responding to your enquiries in a timely manner and within the timeframes specified by the applicable legislation.