What is Personal Information?
The term "Personal Information" refers to any information that can be used to identify you as an individual. It can include, among other things, your name, address, age, gender, etc.
How is Personal Information Collected?
1. Reviewing Our Website
A. Initially Upon Contact With Our Website
When you visit our web site, you are initially given a "cookie", and your computer is assigned an ID number. A cookie is a commonly used device that tracks an individual user’s preferences, and is capable of enhancing your visit to the site. Cookies allow us to provide a customized experience without the visitor having to remind us of his or her preferences each time she or he visits our site. Our cookies do not contain any personally identifying information. Grecotel cookies also do not follow visitors when travelling on the Internet after leaving the Grecotel website.
Our website also uses Google Analytics Advertising Features (including Remarketing & Demographics and Interest based reporting) which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit, which helps us see which areas are popular with our users and which are not. Among other things, this helps us improve and update the site, based on such data as total number of visitors and pages viewed. For more information on Google Analytics cookies, see the official Google Analytics page.
Finally, we use 3rd party vendor re-marketing tracking cookies in our websites and / or their subdomains, including the Google Adwords Tracking Cookie, the Facebook Remarketing Pixel and the Twitter Website Tag for Remarketing. These services allow Grecotel to serve optimized advertising in the networks operated by these vendors, based on past use of our websites and / or their subdomains by you.
Disabling cookies – Opt-out from 3rd party vendors
Once you have visited our web site and accepted our cookie, your ID number is automatically assigned to your computer whenever you visit our web site. Despite the fact that you remain anonymous until you enter personal information in the web site, the ID number allows us to log your session, so that we may better assist you should you need some individualized service or support. Once you enter personal information on the web site, we associate your ID number with your contact information so we can recognize you on a future visit. We also use it to keep track of information that appears to be of particular interest to you.
B. While Browsing Our Web Site
While in the process of browsing our web site, you also provide us with information that does not reveal your personal identity - what type of destination you are seeking information about, for example. We use this aggregated, anonymous data mainly for editorial purposes, but we do not connect it to any Personal Information, such as your name or address.
While you explore our web site for the information that interests you, you may wish to put in a specific "Information Request" about one of our hotels or resorts, or you may wish to participate in one of our on-line surveys or promotions. To respond to this request or to participate in our various programs, we may ask you for Personal Information, such as your name, zip/postal code, e-mail address, and phone number.
If you wish, you may also submit your e-mail address in order to be placed on a subscription list or to receive other information. You will be placed on these lists only when you indicate your desire to be included. In deciding whether or not to join such lists, please note that they are only used for internal purposes - we do not sell or rent our lists to anyone. In the event you choose to join one of our lists, you may ask to be removed from the list at any time. Visitors will always have the ability to accept or decline any form of communication from Grecotel.
2. When Making a Reservation through our Call Centre or Hotels
Reservations can be made by calling our Call Centre or by contacting a particular hotel or resort directly. When you make a reservation we may ask you for Personal Information such as your name, address, telephone number and method of payment. We may also obtain from you any room preferences or special requests. Personal Information obtained by the Call Centre will be sent in a secured communication to the relevant hotel. Confirmation of your reservation will be provided to you, generally by e-mail, directly from the hotel or resort.
3. During your stay at a Hotel or Resort
During your stay, we record your itemized spending to properly assemble your folio, which sets out your room rate and other expenses billed to your room. We also record this information to comply with financial reporting requirements, including those imposed by our auditors and government regulators. Information particular to your stay may also be stored (i.e. health issues, payment difficulties). This stay specific information is stored at the particular hotel where you stayed and is combined with information from previous visits that you have made to that hotel. We may also collect certain information as required by local laws (e.g. passport number).
In addition, we may retain the content of any document (including comment cards, electronic documents such as e-mails and other similar forms of communication) that you send us before, during or following your stay. This information may be shared with employees of the hotel but will not be shared with any third party.
How do we store this information?
1. At the Hotel or Resort
Each hotel goes to great measures to ensure that all Personal Information is kept in a secure location, be it a database or filing cabinet. Furthermore, we take steps to ensure that only designated individuals have access to this information.
2. In Our Guest Reservation System
In order to serve you better we also store certain guest information in our Guest Reservation System. This is a secure customer database stored on a dedicated server.
The stored information includes guest name, address, phone numbers and credit card number. When you make a reservation at another Grecotel property, this information is sent to that hotel or resort.
We also store other transaction information in our Guest Reservation System, including the number of stays you have had at properties managed by Grecotel and the number of nights of each stay.
What information is not secure?
It is important to note that any e-mail communication is not secure. This is a risk inherent in the use of e-mail. Please be aware of this when requesting information or sending forms to us by e-mail (for example, from the Contact Us section of our web site). We recommend that you do not include any confidential information (i.e. credit card information) when using e-mail. For your protection, our e-mail responses to you will not include any confidential information.
Why is Personal Information collected?
1. To Provide Superior Customer Service
Personal Information is collected to assist us in making your reservation and providing the services you request at any of our properties, to ensure we meet your needs while you are staying with us and/or to allow us to contact you in relation to matters that arose from your stay with us.
Furthermore, by keeping certain Personal Information on file, such as information regarding guest history and itemized spending, former guests of Grecotel have the ability to confirm prior transactions and make special accommodation requests based on this history.
2. To Keep Our Guests Informed
We may also use this Personal Information to advise you of promotions or to inform you of offers or other information that may be of interest to you. In order to do this, your 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 Grecotel and must agree that guest information will never be sold, rented, exchanged or in any way transferred.
If you do not wish to receive information from Grecotel Hotels and Resorts you send an e-mail to email@example.com.
3. For Marketing Research
Finally, we occasionally combine information from a number of guests to better understand trends and expectations of our guests. Where this occurs, all identifiers are removed so that the aggregate information cannot be linked to specific guests.
What information may be exchanged between hotels?
Information is shared between certified data privacy personnel at individual Grecotel hotels, where this will ameliorate the services to the guest.
Further, if a guest does not pay the outstanding account on time, or acts in an unlawful manner in regards to payment obligations, this information may be shared among accounting personnel at Grecotel properties.
What Personal Information may be provided to third parties?
We will only share Personal Information about you outside Grecotel Hotels and Resorts without your consent, where: (a) it is required or authorized by law (for example, in response to a legal subpoena); (b) it is required to provide you with services you have requested in which case you will be considered to have implied your consent (i.e. car rental); (c) if your stay has been paid for by a third party we will provide billing information to the paying party; (d) if you have failed to pay amounts owed to a property.
If Grecotel Hotels and Resorts 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.
How do I access my Personal Information?
We understand that you may like to know what Personal Information we hold about you. We are happy to assist you with your request. To protect your Personal Information, however, we require that you prove your identity to us at the time your request is made.
When you make a request in person, we will require you to produce some form of photo identification such as a passport or a driver’s license and you will be asked to sign a request form.
Where you make a request by other means, we require the request be made in writing via fax or letter including a copy of a government issued identification and signature. We also require home and business addresses and phone numbers so we can check them with our files and satisfy ourselves as to your identity.
The above information is required to create an audit trail of how the request has been handled. Where a request is made, any correspondence or application may be kept and added to your Personal Information.
Grecotel reserves the right to decline access to your Personal information under certain circumstances. Where your Personal Information will not be disclosed, you will be provided with the reasons for this non-disclosure.
How do I revise my Personal Information?
If at any time you wish to update your Personal Information, you can do so by contacting our Corporate Offices:
- via e-mail at: firstname.lastname@example.org
- via fax at +30 210 72 50 817
- via letter :
64B Kifisias Ave.,
Or you may visit our web site at www.grecotel.com.
For How long is my Personal Information retained?
Your Personal Information will be stored for the period of time required by law in the jurisdiction of any hotel holding the information. It may be stored indefinitely by Grecotel as long as there is a business purpose for doing so. From time to time we may delete your Personal Information.
How will I know if there are changes to this Policy?
How Is Personal Information affected by business transfers?
Grecotel manages properties on behalf of third party owners. Guest information required for the business transaction between the guest and the property is shared with the property owner, but all other Personal Information is considered to be proprietary to Grecotel, and is not shared with property owners. If we cease to manage a particular property, all Personal Information remains with Grecotel. Guest information that is historically shared with the property owner, is retained by the property owner.
What laws apply to this policy?
Grecotel SA does business in Greece. As such, we apply the requirements of Greek law to how we handle all Personal Information wherever received, and each property managed by Grecotel complies with the local privacy laws of the jurisdiction where it is located.