PRIVACY POLICY
Policy governing the protection of personal and confidential data
Purpose, commitment, limitations and acceptance
As part of its operations, Hotel Clarendon (“the Hotel”) needs to collect certain information that identifies its guests. This policy on the protection of personal and confidential data (“Policy”) describes how personal information provided through our website www.hotelclarendon.com (“our website” or “our site”), in person at the Hotel, by email, by fax or by telephone is collected, used and protected by our team.
Hotel Clarendon is committed to making every reasonable effort to protect your personal and confidential information. We will also ensure that this information is disclosed only to authorized individuals, as detailed in the Disclosure of information section. We undertake not to disclose your information to unauthorized third parties, to maintain rigorous internal protocols, to keep our technological protection tools up to date and to adopt appropriate security measures to prevent the loss or unauthorized use of personal and confidential information.
The Hotel collects and processes personal data for the following purposes:
- Managing reservations and guest relationships,
- Handling billing and payments,
- Conducting business activities and satisfaction surveys,
- Statistical analysis and marketing (promotions, advertising, targeting, etc.)
The data is intended for use by the Hotel and its service providers. You have the right to access, correct and delete your personal data. Details are provided in the Correction/Removal of your information section.
It is important to understand that this Policy does not apply to businesses we do not own or control, including, but not limited to, third-party room booking websites (Expedia, Booking.com, etc.). Please note that we are not responsible for and have no control over the privacy policies and practices of other websites you may access through a hyperlink on our site or our platforms (Facebook, Instagram, etc.).
By accessing and using our site and services, you acknowledge that you have read, understood and agreed to be bound by the terms of this Policy. Hotel Clarendon reserves the right to modify its Policy at any time without notice.
Information collected
The personal information collected includes, among other things:
Hotel website
- First and last name
- Mailing address
- Email address
- Telephone number
- Age (to determine whether the guest is of legal age and for pricing purposes)
- Credit card number, including the expiry date
- Special requests
By telephone or in person at the front desk
- The same information as collected online
- Company (for reservations at a corporate or group rate)
- Fax number (if required to send a confirmation by fax)
- Signature of the room occupant
At the sales office
- The same information as collected online, as well as the following in particular
- Company (for reservations at a corporate or group rate)
- Fax number (if required to send a confirmation by fax)
- Name and telephone number of an authorized representative for an event
- Name and signature of an authorized representative signing the contract
At the concierge desk
- First and last name
- Room number (during the stay)
- Information about your vehicle when valet parking is used (for identification purposes)
- Make
- Model
- Colour
- Licence plate number
Minors
Hotel Clarendon does not need to collect personal information about a minor accompanied by an adult.
The only information that may be useful to us is the child’s age or age group, for the purpose of determining rates for additional room occupants and meals included in packages.
Use of information
Hotel Clarendon does not sell your personal information. It is used primarily for the following purposes:
- Identification
- Communication with guests
- Reservation management
- Business activities related to your stay, within the company and with the relevant suppliers and partners.
- Billing and payments
- Monitoring guest satisfaction during and after the stay
- Marketing (promotions, advertising, targeting, social media interactions)
Hotel Clarendon may also have access, through external services, to non-personal information such as IP addresses, connection dates and times, time spent on the site, operating systems and browsers, as well as other demographic data. This information may be collected through cookies and the use of external services such as Facebook Ads, Google AdWords and Google Analytics. This information allows Hotel Clarendon to compile statistical data for statistical, publication, promotional and/or advertising purposes, without identifying you personally and with the aim of better serving its guests. Anyone can disable cookies in their web browser settings. It is also possible to disable targeted advertising through the Ads Preferences Manager, available in your web browser settings.
Information retention period
Hotel Clarendon will retain paper records until the end of the guests’ stay. Once the stay and billing are complete, the paper records will be digitized and stored on a secure server, and the paper copies will be destroyed. The information will be retained and anonymized within the time frames and retention periods prescribed by applicable laws.
Disclosure of information
All information collected directly by Hotel Clarendon remains confidential and is for the company’s exclusive use.
Only members of our organization will have access to this information, and only to the data they reasonably need to carry out the purposes set out in this Policy.
Duly authorized suppliers and partners (such as our credit card and Interac payment provider, the establishment’s restaurant and other tourism businesses whose services have been booked or requested by and for the guest) will not have direct access to your data. However, certain information may be shared with them, limited to what is strictly necessary to carry out the purposes set out in this Policy.
We undertake not to sell or share your data with other third parties, except in the following circumstances:
- When required by law or for legal proceedings;
- To establish or protect our legal rights;
- When used as part of a business transaction, as provided for in section 18.4 of the Act respecting the protection of personal information in the private sector (“LPRPSP”).
Data breaches
In the event of a breach involving the protection of personal information, including, but not limited to, theft, fraud, a cyberattack or a transmission error, Hotel Clarendon will take the necessary and reasonable measures to resolve and understand the problem, such as reporting, investigating, engaging external services and cooperating with law enforcement authorities. Within a reasonable time frame and through reasonable measures, the Hotel will inform the individuals concerned if required by law and/or if there is a reasonable risk of harm to the person whose data has been disclosed.
Correction/Removal of your information
You may request access to your personal information and ask for it to be corrected or removed at any time. Simply contact our Privacy Officer, Alexandre Beaulieu-Tremblay, by email at abeaulieut@hotelclarendon.com or in writing at the following mailing address
Hotel Clarendon
Personal Information Management
57 rue Sainte-Anne,
Québec, QC, Canada
G1R 3X4
Suggestions or comments
For any questions or comments, you may write to Alexandre Beaulieu-Tremblay by email at abeaulieut@hotelclarendon.com or at the following mailing address:
Hotel Clarendon
Personal Information Management
57 rue Sainte-Anne,
Québec, QC, Canada
G1R 3X4