PERSONAL DATA PRIVACY NOTICE FOR ESTERINA SUITES
- INTRODUCTION
This is the Privacy Notice to Guests (hereinafter the “Notice”) by “ESTERINA SUITES.” We are dedicated to protecting your privacy and safeguarding your personally identifiable information (hereinafter “Personal Data”) whether you are making a reservation or you come as a client from your tour operator or a booking engine. We strive to create an experience that is responsive to our Guests’ needs by using the Personal Data you entrust us with responsibly. Our company is committed to respecting your privacy and adhering to the principles of applicable data protection and privacy laws.
- WHAT PERSONAL DATA WE COLLECT IN RELATION TO YOU
We collect and use your Personal Data when you make a reservation or if you stay at our suites we manage. We generally collect your Personal Data directly from you, but in some cases we may collect your Personal Data from other sources. We do not generally collect Special Categories of personal data, unless it is volunteered by you or unless we are required to do so pursuant to applicable laws or regulations..
Types of Personal Data which we collect include among others the following:
If you make a reservation:
- Name
- Country of origin
- Address
- Email address
- Telephone/mobile number
- Visa card details
- Period of stay. Check in and out dates
During your stay at our suite
- Passport or ID photos
- Email address
- Mobile/telephone number
- Names of persons staying in the suite
- Number of children staying
- Check in /out date and time
Other sources of Personal Data
In some cases we will receive your Personal Data from other sources such as:
- A travel agent, an online marketing agent, atour operator when you make a reservation
through them.
- PURPOSES FOR COLLECTION AND PROCESSING
We collect and process your Personal Data for the following purposes:
- Processing the transaction such as making a reservation and the associated stay For record purposes and future communication with the guests,
- To comply with obligations imposed by law or regulations for tax or security reasons.
- Handling your remarks, complaints, during your stay or after your departure;
- For marketing reasons/communications with you in relation to the products and services offered
- To make contact or interact with you, to conduct financial data
- Internal evaluation/statistical analysis based on demographics, reservation, your stay or other data/market research and for your registration to our loyal membership program.
- LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA
We are committed to collecting and processing your Personal Data in accordance
with applicable data protection laws. We will only process your Personal Data if at
least one of the following conditions applies:
- You have given your consent to the processing of your Personal Data for one or more specific purposes e.g. for marketing purposes and subscribing to receive newsletters;
- Processing is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into a contract e.g. to make a reservation and provide the products and services you request;
- Processing is necessary for compliance with a legal obligation to which Esterina Suits is subject e.g. sharing your Personal Data with regulatory authorities;
- Processing is necessary in order to protect your vital interests or those of another natural person e.g. in an emergency, an incident, illness or accident;
- Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority;
- Processing is necessary for the purposes of the legitimate interests pursued by ESTERINA SUITES by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of Personal Data, e.g. when it is necessary to protect our property or establish, exercise or defend legal claims
- As part of our commitment to keep you informed, we may mail, e-mail, contact you
by other means to inform you about news and services or other relevant
information that may be of interest to you. You will not ever receive mailings or
other communications from third parties. We always offer you the option to decline
any or all of these communications by following the directions included in our e-
mails or by contacting us directly.
ESTERINA SUITES includes, in any case, provisions for:
- Determining what disclosures are made in order to obtain valid consent.
- Ensuring the request for consent is presented in a manner which is clearly distinguishable from any other matters, is made in an intelligible and easily accessible form, and uses clear and plain language.
- Ensuring the consent is freely given (i.e. is not based on a contract that is conditional on the processing of Personal Data that is unnecessary for the performance of that contract).
- Documenting the date, method and content of the disclosures made, as well as the validity, scope, and volition of the consents given.
- Providing a simple method for a data subject to withdraw their consent at any time.
- WHO MIGHT WE SHARE YOUR PERSONAL DATA WITH?
We apply strict security rules regarding the processing of Personal Data and third parties’ access to our records and files. We do not share your Personal Data except when It is necessary to fulfill an obligation imposed by law.
- SECURITY SAFEGUARDS
ESTERINA SUITES recognizes the importance of information security and is constantly reviewing and enhancing our technical, physical, and logical security rules and procedures. Our website and servers have security measures in place to help protect your personally identifiable information against loss, misuse, and alteration while under our control.
Although “guaranteed security” does not exist either on or off the Internet, we safeguard your information using both procedural and technical safeguards, including password controls.
- DATA RETENTION PERIOD
ESTERINA SUITES is committed not to retain Personal Data for a period longer than necessary for the reasons that the Personal Data was obtained and/or to meet legal and regulatory requirements. After this period, we will erase Personal Data. However, if Personal Data is needed after this period for statistical/analytical/historical/legitimate business purposes, we will take appropriate measures to anonymise this data.
- GUESTS RIGHTS
ESTERINA SUITES assumes that Personal Data collected directly from you will be accurate and complete. You have the right to ask for a copy of your Personal Data we hold about you. If you want to exercise your right of access or rectification, you may use the Data Subject Request Form – Registration Form.
You may request that any Personal Data held about you be deleted or removed, and, in such case, any third parties who process or use that data must also comply with such request. An erasure request can only be refused if an exemption applies.
We are obligated to erase Personal Data where one of the following applies:
- Personal Data is no longer necessary in relation to the purposes for which they were collected or otherwise processed;
- You withdraw consent and no other legal basis for processing exists;
- You object to the processing carried out on the grounds our legitimate interests and there are no other overriding legitimate grounds for the processing;
- the Personal Data has been unlawfully processed. If we cannot actually delete Personal Data, we ensure that it: is not able, or will not attempt, to use the Personal Data to inform any decision in respect of any individual or in a manner that affects the individual in any way; does not give any other organization access to the Personal Data; protects the Personal Data with appropriate technical and organizational security; and commits to permanent deletion of the information if, or when, this becomes possible.
- You have the right to restrict us from processing Personal Data.
- You have the right to object at any time to processing of your Personal Data.
- Please note that we may ask you to verify your identify before we can act on your
request or complaint. We may ask you for more information to ensure that you are
authorized to make such a request or complaint when you contact us on behalf of another data subject.
- CONTACT US
If you would like to update your information, modify your communication preferences and submit any request or objection or if you do not want to receive marketing communications from ESTERINA SUITES in the future, you can contact us:
- By e-mail: info@esterinasuites.com
- by telephone: +254718156891
- by writing to us at: ESTERINA SUITES; Langata Rd opposite Uhuru Gardens , P.O. Box 60434-
00200 Nairobi Kenya
Updates to the Privacy Notice
ESTERINA SUITES may amend this Privacy Notice from time to time as the need arises. And such
changes will be posted to our website and date stamped so that you are always aware of when the Privacy Notice was last Updated.
Last update: November 2022