Privacy Notice
Thank you for visiting and using our websites, our social media pages, and our mobile applications (“Sites”).
Warwick Hotels & Resorts ("the Warwick group”) respects your right to privacy when you use our Sites and when you stay at our hotels and resorts. This Notice explains how and for what purposes we use the information collected about you via our Sites, at our hotels and resorts, via offline/online programs, and/or at events.
Warwick Hotels & Resorts manages a central booking system that allows branded hotels and resorts to collect the personal data which are necessary to organize your stay with them. We also store your personal data as our clients in our global database when you stay at a branded Warwick Hotels and Resorts and/or when you participate in our Warwick Journeys loyalty program. We may also store your personal data when you become a partner of Warwick Hotels & Resorts and if you subscribe to our MICE Newsletter.
We draw your attention to the fact that Warwick Hotels & Resorts includes a wide range of branded hotels. Some of the hotels are fully owned by the Warwick group, (“owned hotels”), some are operated by the Warwick group under a management agreement with the hotel’s owner (“managed hotels”), and some are commercialized by the Warwick group under a commercial affiliation agreement (”affiliated hotels”) or under a franchise agreement (“franchised hotels”) entered into with the respective owner(s) of the hotel(s). Warwick Hotels & Resorts and the respective managed, affiliated or franchised hotel will be both acting as data controllers or co-controllers.
To ensure that your privacy rights are respected, Warwick Hotels & Resorts requires all Warwick Hotels & Resorts branded hotels and their respective owners to respect the principles set in this Privacy Notice.
OUR PRIVACY PRINCIPLES
Here are our main privacy principles:
• We are committed to protecting your privacy and we want to offer you a tailored service.
• We collect personal data for specific purposes based on your consent, our contractual relationship with you, our legal obligations, and/or the legitimate business interest of our company.
• You have the right to access your personal data and ask for correction or deletion, subject to our legal obligations.
• We do not sell your personal data to anyone. If necessary, we may share your data with group companies, brand licensees, partners, and other service providers whose privacy policy may apply. We may also share your data when compelled by law.
• We will take all reasonable steps to protect your information from misuse and keep it secure.
If you wish to know more, please read our full Privacy Notice below
1. SCOPE OF THIS PRIVACY NOTICE AND YOUR CONSENT
By using our Sites or by giving us your personal data, you accept the practices described in this Privacy Notice. If you do not agree with our practice described herein, please refrain from using or visiting our Sites or providing personal data.
Warwick Hotels & Resorts reserves the right to make changes to this Privacy Notice at any time. The changes will be effective when posted on this Site and we shall endeavor to provide you reasonable notice of any material change, but please review this Site regularly.
2. PERSONAL DATA WE COLLECT ABOUT YOU
We only collect personal data that you provide to us, that result from your actions and/or that we need to offer or improve our services to you, or on the basis of another legitimate interest. . We collect your information directly from you. In the case that you use a third party to book a stay or otherwise benefit from our services, we may also collect your information via third party in order to provide you with the requested services.
When you interact with us, for example, when you use our Sites , by email, by phone, when you visit our physical premises (hotels and resorts), via third party vendors, or at industry tradeshows and events, we may collect your personal data.
When you get in touch with us or when you book a stay with us, we collect your name, email address, telephone number, physical address, and communications metadata such as your IP address, time signature, and potentially geographical location details as contact information. We may also collect information on your preferences to improve your experience with us, or information concerning your satisfaction with our services.
When you create an account on our Sites or log in to an already existing account, we collect identifying information such as username, account ID, as well as authenticating information such as passwords and answers to security questions set by you. If you connect with our Sites using your social media accounts, we may also collect identifying and authenticating information for those accounts. When you create an account on our Sites, you may have the option to provide profile information which we will then process. In addition to contact data, profile information may include profile pictures, gender, age, relationship status, hobbies, preferences, and educational and professional details.
When you subscribe to any of our communication or marketing channels, we collect information concerning your preferences with regard to the nature of your subscription as well as the full range of services that we offer. We may also collect further information concerning your age, gender, location, lifestyle, or consumption preferences.
Further profile and preferences information may be collected from partners of Warwick Hotels & Resorts when they subscribe to our MICE Newsletter, so we can tailor our message to be relevant to the right audience. These information include company, role, and fields of interest (e.g. wedding planning, travel agents, hotels or destinations of specific interest).
When you book a stay with us or make travel reservations, we collect transactional information such as payment details (e.g. credit card or bank account numbers), billing address.
When you use our Sites, we collect various data including your IP address, location, browser type, operating system, source, duration of visit, pages viewed, etc. as usage information. Please also consult our Cookie Notice for further information on this.
When you enter our premises (hotels and resorts), we may collect identifying information such as passport, national ID, driver’s license information, your car license plates, or photographic images or video recordings of you.
When you send an unsolicited job enquiry or respond to an employment offer, we may collect professional information such as employment history, schools attended, references, or certifications.
3. RATIONALE AND LEGAL GROUNDS FOR PERSONAL DATA COLLECTION
We may collect and process your personal data for a number of purposes, including:
• to provide you with the services that you request (i.e. book a stay with us, be it a hotel room, a conference room and/or restaurant or bar reservations, or benefit from loyalty program)
• to carry out commercial transactions with you
• to provide our customers with relevant marketing and communications
• to improve our services
• to provide our partners with relevant marketing and operational information
• to optimize user experience on our Sites
• to guarantee the security of our staff and visitors
• to respond to job enquiries, unsolicited or otherwise
• to keep records of our activities to comply with financial obligations or to aid in dispute resolutions
Processing necessary for the performance of a contract or prior to entering into a contract
When you start a client relationship with us, say by making an enquiry, getting in contact, booking a stay with us, etc. or when you send us an RFP to us as a partner, we process your contact information on a precontractual or contractual basis. Further, should you decide to open an account on our Sites, we then collect and process identifying and authenticating information on the same grounds. Also, transactional information will be processed in the course of our business relationship. Finally, if you respond to a job offer or send us an employment application, your professional information will also be processed.
Processing on the basis of your consent
When you book a stay with us or via third party vendors, be it a hotel room, a conference room and/or restaurant or bar reservations, or benefit from loyalty program, you may want to share information on your preferences, or afterwards information on your satisfaction with our services. This information is not necessary and you can provide it to us based on your consent, if you so wish. If you choose to subscribe to our communications and marketing materials, such as our newsletter (including our MICE Newsletter for B2B partners) or mailing list, you may have the option to specify your preferences or create a user profile. In this case, we will explicitly ask for your consent to process your personal data. Please note that you may exercise the option to unsubscribe or otherwise withdraw your content at any time by contacting us at privacy@warwickhotels.com. For consent matters related to cookies, please see our Cookie Notice.
Processing necessary for the purposes of our legitimate interests or of a third party
Although as our client you might be in a contractual relationship for a specific service, we may want to let you know about different but related offerings that may be of benefit to you. In this case, it is in the legitimate interest of both our business and you that we process your contact information, your preference and interest information, your profile information, your usage data, as well as transactional information such as purchase history. Please note that in this case you have the right to object to the processing by contacting us at privacy@warwickhotels.com.
We also process identifying information to guarantee the security of our premises, of our IT systems, as well as our staff and clients.
Processing necessary for compliance with a legal obligation
We as a business have legal obligations under both national and international law. In order to fulfil our obligations, we process your personal data for compliance purposes, record keeping, or fiscal, employment or security reasons.
4. PARTIES WITH WHOM WE SHARE PERSONAL DATA AND INTERNATIONAL TRANSFERS
We do not sell your personal data to anyone.
We may share and disclose your personal data to the following categories of recipients:
a) The Warwick Hotels & Resorts
• a number of authorised people and departments in Warwick Hotels & Resorts (owned, managed, affiliated or franchised) and in each individual hotel and resort such as hotel staff, reservation staff using reservation tools, IT departments, commercial marketing teams, internal medical services if applicable, legal services if applicable, and generally, any appropriate person within Warwick Hotels & Resorts entities and/or individual hotel entity for certain specific categories of personal data;
• our partner hotels and resorts (managed, affiliated or franchised entities with whom we have an agreement) around the world providing you accommodation services and other leisure and travel related activities and services.
b) Partners, providers and suppliers
• advertising and media agencies, messenger platforms, or web analytics tools providers in order to deliver and analyse our marketing campaigns;
• payment processors, banks, and other financial institutions to process your payment, protect you against potential fraud, or to manage financial transactions;
• commercial partners, such as entities participating in a joint promotion or a loyalty program;
• travel agents and agencies;
• our service providers, such as hosting and security providers, IT providers, logistics companies or data processing contractors, international call centres, outside event contractors and suppliers, recruitment agencies, etc.;
• police units, authorities, or governmental bodies, if so requested by law.
Some of these recipients may be located outside the country of the hotel you stayed in or outside the country from which you have accessed the Sites.
Most of these transfers are necessary for the performance of a contract, e.g. the booking of your stay in one of our hotels in a location outside the EU, Switzerland, or the UK. Other transfers within the Warwick group, which are made for operational or other purposes, are protected by our Intra-Group Transfer Agreement. For all other transfers we will privilege countries which benefit from adequacy decisions. If it is not possible, for example for our system and software providers which are located in the USA or have entities in this territory, we will ensure that appropiate safeguards are in place, among which Data Protection Agreements (DPAs) including the European Commission Standard Contractual Clauses (SCC). If you would like to have more information on the specific safeguards applied by our providers when transfering data in territories which do not benefit from adequacy decisions, you can contact us at privacy@warwickhotels.com.
Except rare cases, transfers of personal data are mostly limited to the locations and territories of hotels and resorts (managed, affiliated or franchised), as well as offices of Warwick Hotels & Resorts, including the USA.
c) Other sources
We collect personal data about you from third party data aggregators (e.g. Google), public sources and third party social networking sites. Such information may include personal data as part of your profile on a third party social network and that you allow that third party to share with us, pursuant to their rules.
We also use third parties such as network advertisers and ad exchanges to serve you ads on third party websites after you leave our Warwick Hotels & Resorts Sites, and we may use third party analytics and other service providers to evaluate and provide us and/or third parties with information about the use of the Warwick Hotels & Resorts Sites. You can find more information in our Cookie Notice about the tracking technologies we use when you interact with our Sites or open our emails and banners.
5. HOW WE STORE, SECURE, AND RETAIN DATA
We take all reasonable technical, organizational, and legal measures to protect the personal data we hold against loss, unauthorised access, or disclosure and against other misuse.
When the personal data that we collect are no longer required for the given purpose, or for legal requirements, we destroy or delete them in a secure manner.
Note that your personal data may still be available in the databases and systems of our franchised, affiliated, and/or managed hotels, or in those of our partners, if you have previously shared information with them directly, prior to us receiving your request of deletion or correction.
6. YOUR RIGHTS
6.1.HOW YOU MAY ACCESS YOUR PERSONAL DATA AND SEEK THEIR CORRECTION
You can request access to the personal data we hold about you by contacting us at privacy@warwickhotels.com. You have the right to tell us if you would like to withdraw your consent, correct, update, or delete your personal data in our records or object to any processing. To assist us in dealing with your request, please provide your full name and contact details. For this purpose, we may require a copy of an identification document.
You may opt-out at any time from marketing communications from us by following the ‘opt-out’ options provided or by contacting us by e-mail at privacy@warwickhotels.com. You may also limit the use of tracking technologies such as cookies, for which you can set your browser to warn you before accepting them, or you can simply set it to refuse them.
6.2. HOW TO CONTACT US
Warwick Hotels & Resorts, 75 avenue des Champs-Elysées, 75008 Paris, France., as well as each individual (managed, affiliated or franchised) hotel act as “data controller” for the personal data it processes in the framework of this Privacy Notice and for the purposes of collection.
You also have the right to file a complaint to your data protection supervisory authority at any time.
Should you be concerned about a possible interference with your privacy rights or misuse of your personal data by us, or if you have any questions or comments, you can contact our Data Protection Office, by e-mail at privacy@warwickhotels.com; or by regular mail at Warwick Hotels & Resorts, attn. Data Protection Office, 75 avenue des Champs-Elysées, 75008 Paris, France.
You may also contact the individual (managed, affiliated or franchised) hotel for any query in relation to your personal data shared with or processed by that hotel. We offer a list of all the hotels on https://www.warwickhotels.com/warwick-destinations.