Legal Information

AKA - the boring stuff

Reservation Terms & Conditions

Flexible Rates:

• You may cancel your flexible rate booking up to 15h00 (GMT) 48 hours prior to your booking start date, a full refund will then be processed.
• You may amend your flexible rate booking up to 15h00 (GMT) 48 hours prior to your booking start date to a future date. In this instance no refunds will be offered. If the new dates are advertised at a higher rate, the difference is payable.
• After 15h00 (GMT) 48 hours prior to your booking start date, full payment will be taken and the booking becomes non-amendable and non-refundable in the event of cancellation, no-show or early departure.

Pre-Paid Rates:

• Fully pre-paid at the time of booking
• Pre-paid bookings can not be amended
• Non-amendable and non-refundable in the event of cancellation, no-show or early departure.

Booking Conditions (for all public rates):

• In case of no-show, the total price of the reservation will be charged. GBP
• No refund or future credit will be applied in the case of a no-show.
• If you will arrive one day late, you must advise us prior so we know to hold your room.
• Smoking is not allowed, anyone who breaks this rule will be asked to leave and a room cleaning charge of £100 will be added to your final bill.
• Please contact our reservations team directly for family bookings, twin or triple room requests.
• Please make sure you bring the card you made your booking with to show our reception team on arrival, without this we will not be able to accept the booking

Check-In & Out:

• Please note that our official check-in time is after 15h00.
• If you arrive before we will of course store your luggage for you, and prepare your room as soon as it comes available.
• If you arrive later than 24h00 could you please inform us prior, so we know to hold your room.
• Our check-out time is before 11h00. You are kindly requested to vacate your room in time.
• If you wish to have the room at your disposal after 11h00 on the day of departure, this can be requested subject to availability.
• Please make sure you bring the card you made your booking with to show our reception team on arrival, without this we will not be able to accept the booking

Please be reminded that Qbic Hotels are non smoking areas.

Privacy Policy

Qbic Hotels understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.qbichotels.com and as described in Parts 5 and 6, below, we do not collect personal data about you unless you contact us. Any personal data we do collect will only be used as permitted by law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of our site. If you do not accept and agree with this Privacy Policy, you must stop using our site immediately.

1. Information About Us

Our Site is owned and operated by Qbic Hotels International Management, a limited company registered in England under company number 10906021

 Registered address: 2 John Dalton Street M3 2NW

Main trading address: Same as Registered address

VAT number: 138241915

Data Protection Officer: Paul Lewis

Email address: paul.lewis@qbichotels.com

Telephone number: 0203 021 1445

Postal Address: Same as registered address.

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
• The right to access the personal data we hold about you. Part 10 will tell you how to do this.
• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
• The right to restrict (i.e. prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to data portability. This means that, if you have provided personal data to us directly, we am using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Part 6 explains more about how we use your personal data.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

5. What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

• Name
• Date of birth
• Gender
• Address
• Email address
• Telephone number
• Business name
• Job title
• Profession
• Payment information
• Information about your preferences and interests

 Your personal data is obtained from the following third parties:

• Online Travel Agents such as Booking.com, trivago etc.

6. How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

• Providing and managing your account and/or bookings
• Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our services for you.
• Communicating with you. This may include informational emails prior to your stay with us, as well as responding to emails or calls from you.
• Supplying you with information by email that you have opted-in to (you may unsubscribe or opt-out at any time by clicking an unsubscribe link within the email or contacting us directly
• Surveying you for your experience once you have left the hotel
• Any relevant information during your stay

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message, and/or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. we will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.

8. How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to one important exception.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

Email address: financelcy@qbichotels.com

Telephone number: 0203 021 1445.

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website.