Privacy Policy

This Privacy Policy is applicable to all Contracts of any kind made by São Lourenço do Barrocal - Investimentos Turísticos e Imobiliários S.A. (the Company) and its Clients and apply to all reservations, bookings and agreements for accommodation, dining, function room hire and use of all services at São Lourenço do Barrocal, Hotel & Monte Alentejano (the Hotel).

What is personal information

The Company treats with great respect and seriousness the safeguarding of its Clients privacy. The collection of the Client’s personal information aims to meet his needs and assist the Hotel in enabling reservations requests. Personal information is deemed to be any information collected about the Client as an individual, such as name, address, age, gender, image, e-mail, telephone number, credit card information, preferences and specific requests stated before, during or after the stay, including digital correspondence exchange. This data will be collected only with the Client’s prior consent and processed in compliance with the European Union legislation on the General Data Protection Regulation.

Why is collected

To present the Client a superior customer service - Personal information is collected to assist the Hotel in making a reservation for a Client and in providing the services requested by him. By keeping this data, the Hotel improves the service delivered to the Client every time there is a repetition of stay. Holding certain stay related personal information on file, such as information regarding guest history and itemized spending, allows the Client and the Hotel to confirm prior transactions and reconcile statements or invoices. And also to keep the Client informed - The provided personal information may be used to send newsletters with novelties to the Client and also to inform him of promotions, offers or other information that may be of his interest. In order to do this, personal information may be shared with a third party, including a customer relationship management company and/or a marketing and communications company. These companies are under contract with the Hotel and are contractually required to protect all personal information to which they have access. If the Client wishes not to receive information from the Hotel, that request can be made on his registration card upon stay or through an e-mail to info@barrocal.pt.

How is collected

On the Hotel’s website - When a Client visits the Hotel website, it is initially given to him a “cookie" (see Cookies Policy), and to his computer is assigned an ID number. Despite the fact that the Client remains anonymous until he enters his personal information on the website (when making a reservation), the ID number allows the Hotel to log the session, in order to help the Hotel in assisting the Client with an individualized service. It is also used to keep track of information that appears to be of particular interest to the Client.

While browsing the website, the Client also provides information, such as the topics that most engage him, that does not reveal his personal identity. If the Client wishes to put in an "Enquiry" about a specific subject, such as horse riding, he may be asked for personal information, such as name, e-mail address, and phone number. This data will only be used for the specified purpose. By transmitting his personal information, the Client acknowledges and agrees to the terms and conditions contained in this Privacy Policy. If the Client wishes, he may submit his e-mail address to the Hotel in order to be placed on a subscription list or to receive other pieces of information. The Client may also subscribe to the newsletter from the Hotel's website. These lists are only used for internal purposes - the Company does not sell or rent the mentioned subscription lists to anyone - and the decision of whether or not to join such lists is entirely up to the Client.

When making a reservation

At the time of making a reservation on the Hotel website, it will be required to the Client to complete a reservation profile, which will contain his personal information, such as name, address, contacts, information about his children (for example, name, date of birth, age), as well as certain guarantee and deposit information to secure the reservation, such as a credit card number. By transmitting his personal information, the Client acknowledges and agrees to the terms and conditions contained in this Privacy Policy. Due to the personal nature of the information provided, the reservation system is secure, protecting the Client's credit card number with Secure Socket Layer (SSL) encryption technology, transmitting it on a private network. The Client may also make a reservation by contacting the Hotel directly. Personal information might be requested at this moment, such as name, address, contacts, a method of payment and preferences about rooms or special requests.

During the stay

During the stay, the Hotel records the Client’s itemized spending to properly assemble a folio, which sets out room rate and other expenses billed to that room. This information is also recorded in order for the Company to comply with financial reporting requirements, including those imposed by auditors and government regulators. Certain information might be collected as required by local laws (e.g. passport number). Information particular to the Client’s stay may also be stored (i.e. health issues, special requests, service issues). This data is kept in the Hotel’s property management system and is combined with information from previous visits. In addition, the content of any document that the Client sends the Hotel before, during or following his stay (including letters, comment cards, electronic documents such as e-mails and other similar forms of communication) may be retained. This information may be shared with employees of the Hotel. In preparing the stay, the Hotel may collect the Client’s photograph from publically available sources in order to recognize the Client, with the ultimate goal of providing a superior customer service.

How do we store it

The Hotel stores personal information in a secure location, be it a database or filing cabinet. Furthermore, measures are taken to ensure that only designated individuals have access to this information. In order for the Hotel to serve the Client better and with a more individualized service, the Client’s profile is stored in the Hotel Management System, the central reservations management platform. Other transaction information is kept, such as the number of stays and the number of nights of each stay.

What may be provided to third parties

Agents, contractors or third party service providers of the Hotel may receive the Client’s personal information in the course of providing services to the Hotel itself, so the Hotel can respond more adequately to the Client's needs. Using contractual or other arrangements, the Hotel ensures these parties protect any personal information in a manner consistent with the principles articulated in this Privacy Policy. Client’s personal information will only be shared without his consent, outside the Hotel, where: (a) it is required or authorized by law (for example, in response to a legal subpoena); (b) it is required to provide the Client with services requested by him, in which case it will be considered to have implied consent (e.g. car rental); (c) if the stay has been paid for by a third party (billing information will be provided to the paying party). If the Hotel suspects any unlawful activity is taking place, it may investigate and/or report its findings or suspicions to the police or other relevant law enforcement agency.

Retention time

Personal information will be stored for the minimum period of time required by law in the jurisdiction of the Hotel (5 years). It may be stored indefinitely by the Hotel as long as there is a business purpose for doing so. Periodically, and if the Client has not stayed in the Hotel for a certain period of time, personal information may be deleted.

Access, change and delete personal information

The Client may access, correct, add, update or delete his personal data by contacting the Hotel using the e-mail: info@barrocal.pt. The Hotel may request a copy of a valid identification document to protect the Client's privacy and confirm identity before making any changes.

Enquiries

If the Client wishes to contact the Hotel with any enquiry related to this Privacy Policy, an e-mail should be addressed to info@barrocal.pt.

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