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Privacy Policy


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, stays at our Qbic Hotels in Brussels or Manchester or is otherwise in contact with us.

This Privacy Information explains how and for which purposes we process your personal data. It also explains your rights under data protection law relating to your personal data. Please read it carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of our website. If you do not accept and agree with this Privacy Policy, you must stop using our website immediately.

 

  1. Information About Us and our Qbic Partners

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

Registered address: 42 Adler Street, London, E1 1EE

Main trading address: Same as Registered address

VAT number: 138241915

Data Protection Officer: Paul Lewis

Email address: dataprotection@qbichotels.com

Telephone number: 0203 021 1445

Postal Address: Same as registered address.

For all data we process under this Privacy Policy, Qbic International is the responsible “controller” under data protection law. As such, we are responsible for the safety and security of your personal data and are your point of contact for any related questions or queries.

All Qbic Hotels are cool places to stay and will offer you a unique experience. But not all Qbic branded hotels are owned by us and some Qbic Hotels are operated under a franchise or management agreement by a hotel manager.

This is why, if you stay in one of our Qbic Hotels in Brussels or Manchester, your personal data will also be dealt with by our hotel managers. As our hotel managers handle your data separately as required to manage your stay in the hotel, they are also regarded to be controllers under data protection law.

To learn more about how our Qbic partners in Brussels and Manchester and how they process your personal data, please read their respective Privacy Policies which are available here:

Qbic Brussels:

Hotel Manager:

Bert Vandewaetere

Brussels Privacy Policy

Qbic Manchester:

Hotel Manager: Robert Alam

Manchester Privacy Policy

The Qbic hotel in Amsterdam is owned by other Qbic Partners. We do not share your personal data with them or their hotel managers in connection with your stay at these hotels.

  1. What is Personal Data?

Personal data is defined by the UK Data Protection Act 2018 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 someone holds who is able to identify you. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as your IP address, device identification numbers, electronic location data, and other online identifiers.

 

  1. What Personal Data Do You Collect?

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

  • Data relating to you as an individual such as your name, date of birth, gender
  • Contact Data such as your address, billing address, email address, telephone number
  • Professional data such as your business or company name and contact details, job title, profession
  • Nationality, passport, visa or other government-issued identification data
  • Itinerary data (such as your next destination)
  • Payment information such as payments provided from and to you, bank and payment card details
  • Data on our interactions with you such as details of services provided to you during your stay, your purchases or orders made by you, your interests and preferences, any feedback or survey responses provided to us and other communication with you
  • Information about your preferences and interests including your preferences in relation to marketing from us and from any third parties and your preference for method of communication with you
  • Technical data, including your IP address, login information, browser type and version, time zone setting and location, browser plug-ins and other technology on the devices used to access our website and information on how you use our website
  • We may sometimes need to process sensitive personal information (known as special category data) about you, for example in connection with any services or treatments that we offer or to ensure your safety and good health (e.g. information on dietrary requirements). We will collect and process such information only with your consent or where we are required by law to do so.
  • Images from CCTV installations which are installed in our Qbic hotels for your security and safety and to protect our property

 

  1. How And Where Do You Collect my Personal Data?

 

Primarily, we collect your personal data directly from you, in particular when you stay in a Qbic Hotel, use our services or otherwise interact with us (e.g. by making a reservation, purchasing goods and services, communicating with us, signing up for a newsletter or participating in a survey or attending events that we host).

 

Your personal data may also be obtained from third parties, in particular the following:

 

  • Online Travel Agents such as Booking.com, trivago etc.
  • Our Qbic Partners mentioned above (hotel owners, franchisees or hotel managers).
  • Your company or other individuals who make a booking on your behalf

 

  1. How Do You Use My Personal Data?

Depending on your relationship with us, your personal data may be used for the following purposes:

  • Processing your enquiries, setting up and managing your account and/or bookings.
  • Supplying our services and products to you, including invoicing and payment and verifying your identity on arrival as required by law.
  • 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 marketing and promotional information by email that, where required by law, you have opted-in to which may include contacting you by email, telephone, text message, or post with information, news, and offers on our services and inviting you to participate in customer experience and other surveys. You may unsubscribe or opt-out from such marketing and promotional communications at any time by clicking an unsubscribe link within the email or contacting us directly.
  • Complying with applicable laws, including requests from national security, law enforcement or other public authorities, for instance in the event of a criminal investigation, a fire or terrorist attack.
  • Our legal and compliance purposes, including enforcing our terms and conditions, protecting the operations, rights, privacy, safety, or property of us and our guests, visitors and other relevant individuals and to establish, exercise or defend legal claims.

 

Under the UK Data Protection Act, we must always have a lawful basis for using personal data. Depending on our relationship with you, we will process your personal data only

 

  • where it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into such a contract;
  • where it is necessary for our or a third party’s legitimate interests, always provided that such interests are not overridden by your interests or fundamental rights and freedoms.  Our “legitimate interests” may include our commercial interests in operating our business in a professional, sustainable manner, in accordance with all relevant legal and regulatory requirements;
  • for our compliance with our legal obligations;
  • where it is necessary to protect your or another person’s vital interests; or
  • where we have obtained your specific or, where necessary, explicit consent to do so.  We will in each case inform you about the processing of your data and your related rights prior to obtaining your consent.

 

  1. Cookies and other Technologies

 

We use cookies, web beacons, tracking pixels, and other analytics and tracking technologies when you visit our website https://qbichotels.com/. We will obtain your consent to the use of cookies when you first visit our website and you have the option to manage your preferences regarding the use of cookies. We will store your cookie preferences and your consent for 12 months.

 

Please refer to our Cookie Policy for specific information on the cookies and analytics technology we use and how you can manage Cookies and Other Technologies.

 

What are cookies and how do we use them?

 

Cookies are simple text files that are stored on your computer or mobile device by our website’s server. Each cookie is unique to your web browser which provides that unique identifier to us when you visit or submit a query to our website. It will contain some anonymous information such as a unique identifier, website’s domain name, and some digits and numbers.

 

We use cookies on our website, among other things, to keep track of services you have used, to record registration information, record your user preferences, keep you logged into the website, facilitate purchase procedures, and track the pages you visit. Cookies help us understand how our website is being used, customize the website to your needs and improve your user experience.

 

We use the following types of cookies on the website:

 

Strictly necessary Cookies

Targeting Cookies

Performance Cookies

Functional Cookies

Social Media Cookies

 

Strictly necessary cookies are required to operate our website and will always be active. In respect of all other cookies, you can manage your cookie preferences here.

 

What other Technology do we use?

 

In addition to cookies, we may use web beacons, pixel tags, and other tracking technologies on our website. A “web beacon” or “pixel tag” is tiny object or image embedded in our website used to track the number of users who have visited particular pages and acquire other statistical data. They collect only a limited set of data, such as a cookie number, time and date of page, and a description of the page or email on which they reside. Web beacons and pixel tags cannot be declined. However, you can limit their use by controlling the cookies that interact with them.

 

We also collect data through Google Analytics and Adobe Analytics, which use cookies and technologies to collect and analyze data about your use of our website and other websites, apps and online resources.

 

We may also use third-party advertising companies to serve advertisements regarding goods and services that may interest you when you access and use other websites or online services. To serve such advertisements, these companies place or recognize a unique cookie on your browser (including through use of pixel tags). For example, if you go to the website to book a hotel room, you may later see an advertisement from us when you visit another website. For further details, please review the Privacy Notice on the respective website on which you see an advertisement from us.

 

 

  1. Newsletter

 

If you subscribe to our newsletter by registering via our website, where you have otherwise given us your permission or if you are a guest or customer and do not opt out of receiving marketing information from us we will collect and process your email address to deliver the newsletter to you.

 

We will not share your newsletter registration data and your email address with any third parties. If you would like to receive newsletters and information also from our Qbic Partners at other Qbic Hotels, for example on exciting special offers at our hotels in Brussels or Amsterdam, please use the links to access their local website and sign up there.

 

We will use your email address solely for the purpose of sending you our newsletter, which contains information about our products and services, special offers and other news and information on us. You may unsubscribe at any time by clicking the relevant link in any newsletter you receive from us. Further, we will collect and store the time of your registration and your IP address in accordance with our legal obligations to document your consent.

 

Our newsletters will contain a web beacon which will be read by us when you open the newsletter. This enables us to collect information on if and how you read our newsletter, including when you opened it and for how long and which links you clicked. We will use such analytics information to improve our newsletters and to tailor and customize newsletter content to your needs. We will store such information in your newsletter user profile.

We may use a third party service provider to deliver the newsletter to you on our behalf and to run the newsletter analytics. Such service providers will only act as instructed by us and are processors under data protection law. We will remain solely responsible for your newsletter related data as controller.

Currently, we are using “Campaign Monitor” – 9 Lea Ave, Nashville, TN 37210, USA as our mailing service provider. To learn more about how Mailchimp handle your data, please read their Privacy Policy at https://mailchimp.com/legal/privacy/. Further information on the specific data security measures and safeguards applied to protect your data is available at https://www.campaignmonitor.com/policies/

 

Your personal newsletter related data will be retained for as long as you continue to receive our newsletter and for an appropriate time after you’ve unsubscribed so that we are able to prove your initial consent.

 

 

  1. 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 or as we are legally required to do so. We apply strict review and retention policies in place to meet these obligations.

 

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

We will collect and process your personal data within the United Kingdom and the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. Where we transfer your personal data to recipients in countries outside of the UK or the EEA (“third countries”), we will comply with any applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of your personal data.  You may contact us anytime using the contact details below if you would like further information on such safeguards.

 

  1. Do You Share My Personal Data?

We may share your personal data with

  • our Qbic Partners (Qbic Hotel owners, franchisees and hotel managers) as set out above;
  • our service providers (so called data processors) who we instruct to process personal data for the Permitted Purposes on our behalf and in accordance with our instructions only. We will retain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers;
  • courts, regulators, law enforcement or other competent authorities or legal advisors if legally permitted and necessary to comply with a legal obligation or for the establishment, exercise or defense of legal claims;
  • our new business partners or owners if our business enters into a joint venture or is merged with or sold to another entity.

Otherwise, we will only disclose your personal data when you direct or give us permission, when we are required by applicable law or regulations or judicial or official request to do so, or when we suspect fraudulent or criminal activities.

 

 

  1. What Are My Rights?

Under the UK Data Protection Act 2018, 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.
  • The right to access and receive a copy of the personal data we hold about you (a data subject access request).
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  • 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.
  • The right to request the restriction (i.e. suspension) of the processing of your personal data, e.g. while we verify the accuracy of your data.
  • The right to object to us using your personal data where we are relying on legitimate interests, in particular if you do not want to receive any further marketing material from us.
  • The right to data portability. This means that, if you have provided personal data to us directly, we are 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.

If you would like more information about our use of your personal data or wish to exercise any of your above rights, 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.

 

  1. Queries And Requests

If you have any questions or concerns in relation to how we use your personal data, wish to submit a data subject access request or to exercise any other data protection rights, please use the following details:

Email address: dataprotection@qbichotels.com

Telephone number: 0203 021 1445.

You may also write to us at Qbic Hotels International Management, 42 Adler Street, London, E1 1EE.

 

  1. Concerns or Complaints

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). Details of how to make a complaint are available on the website of the ICO: https://ico.org.uk/.

 

  1. 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.

 

 

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