Winn Hotels Bjertorp Slott AB (“Bjertorp Slott” or “we”) protects your privacy. We would therefore like to inform you about how we process the personal data you provide to us and what rights you have.
This Privacy Policy is aimed at those who stay at our hotel, book a table in our restaurant, use our spa purchase a gift card, communicate with us, and/or subscribe to our newsletter. We also process personal data about you when someone else has booked you on a stay with us.
Below you will find more information about how and why we process your personal data. We also describe your rights, such as that you have the right to complain to the Data Inspectorate and that you can object to marketing and profiling at any time. You can also withdraw your consent at any time.
In addition, we describe what legal basis we have for processing your personal data and how long we store your personal data.
Table of contents
Who is responsible for the processing of your personal data?
Where do we get your personal data from?
Do you have to provide your personal data to us?
Who has access to your personal data and why?
Do we share your personal data outside the EU/EEA?
Detailed description of how we process and store your personal data.
Balance of interests.
Who is responsible for the processing of your personal data?
Winn Hotels Group AB with registration number 556422-3096, is responsible for the processing of your personal data.
If you have any questions regarding our processing of your personal data or if you want to exercise any of your rights, you can contact us at gdpr@winn.se or call us at 026-665421. Our postal address is Norra Slottsgatan 7, Box 1302, 801 37 Gävle.
Where do we get your personal data from?
The personal data we hold about you is obtained from you. If you do not book your stay yourself, we will receive your personal data from the person booking your stay. This could be the case, for example, if your family member books a hotel room for both of you, if your employer books your stay or if an outside company handles your booking. If you use a gift card with us, we will receive your personal data from the person who purchased your gift card online.
Do you have to provide your personal data to us?
We need to process certain personal data in order to enter into and execute agreements about your stay with us or to sell you a gift card online and in order for us to comply with legal or other regulatory requirements. This personal data must therefore be provided to us.
If you do not provide such personal data, you will not be able to book your stay with us or sell a gift card to you online. The personal data you are required to provide can be found in the tables below where the legal basis is stated as “enter into a contract”, “perform a contract” or “legal obligation”.
Who has access to your personal data and why?
Your personal data is primarily processed by us at [Bjertorp Slott/Såstaholm Hotell & Konferens/Högbo Brukshotell]. We never sell your personal data to third parties. We will share your personal data in accordance with the following.
- In order to manage your booking and/or purchase of gift cards online, IT and security in an efficient way, we share your personal data with Winn Hotel Group AB, which is our corporate parent.
- We share your personal data with companies that process it only to help us and only have the data for our purposes (our personal data processors):
We share your personal data with companies within our group as well as with our IT suppliers and IT consultants in order to have functioning IT systems and support and to conduct our business efficiently. If you receive our newsletters, we will also share your personal data with the technical provider we use to send you the newsletters. When we share your personal data with our IT providers, it is done only to enable them to fulfil their obligations to us.
We share your personal data with external partners who help us administer our marketing.
We share your personal data with a service provider who helps us conduct evaluations of how you have perceived your stay with us.
- To administer your payment, we share your personal data with our payment service provider. If you choose to pay by invoice, the payment service provider may share your personal data with credit reporting companies to assess your financial situation.
If you would like more information about how we share your personal information, please contact us at the contact details provided at the beginning of this Privacy Policy.
Do we share your personal data outside the EU/EEA?
Your personal data is not stored outside the EU/EEA, but when any support takes place in our IT systems, those who perform the support may be located outside the EU/EEA. They have access to your personal data only to the extent necessary to assist us with technical support.
What rights do you have?
You have certain rights that you can use to influence how we process your personal data. Below you can read about what these rights are.
If you would like to know more about your rights or if you would like to exercise any of your rights, please contact us at the contact details provided at the beginning of this Privacy Policy.
Right to withdraw your consent and to object to processing
You have the right to revoking all or part of it gave consent to the processing of your personal data. The withdrawal of your consent takes effect after the withdrawal has taken place.
You always have the right to object to the processing of your personal data for marketing purposes and profiling, such as newsletters. You can learn more about automated decision-making including profiling later in this Privacy Policy.
You also have the right to object at any time to the processing of your personal data based on a balance of interests. Finally, in this Privacy Policy, you can read more about what a balance of interests entails. In some cases, however, you do not have the right to object to processing based on a balance of interests (e.g. because we need to save your personal data). This is the case if we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights and freedoms or if it is for the establishment, exercise or defence of legal claims.
Right of access
You have the right to get one corroboration on whether we process your personal data and if we do, you also have the right to get information about how we treat the same and get a copy of your personal data.
Right to rectification
You have the right to rectifying of any inaccurate personal data relating to you and the right to ask us completing incomplete personal data.
Right to erasure (right to be forgotten) and restriction of processing
Under certain conditions, you have the right to request erasure of your personal data. Such conditions exist, for example, if the personal data are no longer necessary for the purposes for which they were collected or processed, or if you withdraw your consent on which the processing is based and there is no other legal basis for the processing.
You also have the right to request that we Limiting our treatment of your personal data. Such conditions exist if, for example, you dispute the accuracy of the data or if the processing is unlawful and you object to the erasure of the personal data and instead request a restriction of the use of the data.
Right to lodge a complaint with a supervisory authority
You always have the right to leave complaint to a competent supervisory authority;.
Such a complaint is preferably submitted to the authority of the EU/EEA Member State in which you are habitually resident, where you work or where a breach of applicable data protection laws and regulations is alleged to have occurred. The competent supervisory authority in Sweden is the Data Inspectorate. This right does not affect any other administrative review procedure or remedy.
Right to data portability
You have the right to ask us to transfer some of your personal data we have about you to another company, when technically possible (data portability).
The right applies to personal data that you have provided to us in a structured, commonly used and machine-readable format if the processing is based on a contract and the processing is automated.
Detailed description of how we process and store your personal data
Here you can read more in detail about why we process your personal data, what categories of personal data we process and what is the legal basis for the processing. You can also read about how long we store your personal data.
In spring cookie policy You can also read about how we use cookies.
Purpose: To communicate with you before a booking or purchase of an online gift card has been completed
Treatments performed
Personal data processed
Legal basis
- Communicate with you if you contact us via email, phone, our website or social media
- Answer your questions
- Name
- E-mail address
- Phone number
- Information you provide to us
Balance of interests
The processing is justified by our legitimate interest in being able to book your stay.
Storage time: We store your personal data for six months from the end of our communication. Some of your personal data is also stored for a longer period of time for other purposes. Please refer to these storage times for the respective purposes.
Purpose: To administer and facilitate your booking and purchase of gift cards online
Treatments performed
Personal data processed
Legal basis
- Receive and administer your hotel reservation, spa reservation, restaurant reservation and/or purchase of gift card online
- Make it easier for you the next time you make a reservation
- Name
- E-mail address
- Address
- Country code
If you book a stay, we also process:
- Phone number
- Any information provided to us before or during your stay, e.g. about personal preferences
- Personal preferences
Conclusion and performance of contracts
The processing is necessary in order for us to be able to conclude and fulfill your booking/purchase.
- Manage your stay that someone else (e.g. your employer) has booked
- Make it easier for your employer the next time a booking is made
- Name
- Information about who booked your stay
- Any information provided to us before or during your stay, e.g. about personal preferences
- Personal preferences
Balance of interests
The processing is justified by our legitimate interest to be able to conclude and fulfil the booking made for you.
Storage time: We store your personal data for one year after your stay or your purchase of gift cards online. Some of your personal data is also stored for a longer period of time for other purposes. Please refer to these storage times for the respective purposes.
Purpose: To keep track of your possible allergies
Treatments performed
Personal data processed
Legal basis
- Receive and store information about your possible allergies prior to your stay
- Information that you have an allergy
Consent
Data about your allergies or other special categories of personal data are processed on the basis of your consent. You can withdraw your consent at any time.
Storage time: The data will only be stored until your stay is over. However, we will cease to store this personal data immediately if you withdraw your consent.
Purpose: Provide customer service and handle customer service cases
Treatments performed
Personal data processed
Legal basis
- Provide you with relevant information and communicate with you, such as sending a booking confirmation, informing about what happens during your stay and contacting you if you forget something at our facility
- Respond to and manage customer service issues, such as handling complaints
- Name
- E-mail address
- Phone number
- Your booking number
- Information you provide to us
Balance of interests
The processing is justified by our legitimate interest to be able to communicate with you and assist you with your case.
Storage time: The data will be stored for six months from the completion of your case.
Purpose: To make your payment
Treatments performed
Personal data processed
Legal basis
- Make the payment of the stay or the gift card
- Sharing personal data with an external payment service provider
- Payment information
Fulfilling contracts
The processing is necessary in order for us to fulfill the payment of the stay or the gift card, i.e. to fulfill your reservation or purchase.
Storage time: We will store the data until the payment is completed.
Your personal data is also processed by our payment service provider to process your payment. The payment service provider is the independent data controller for your processing and informs you separately about how your personal data is processed.
Purpose: To send newsletters to you who are registered that you want to receive our newsletters
Treatments performed
Personal data processed
Legal basis
- To send you newsletters
- To determine if you are still interested in receiving our newsletters, we measure whether you open these
- E-mail address
- Information if you open our newsletters
Consent
If you have signed up for our newsletters on our website, we will send you marketing based on your consent. You can withdraw your consent at any time.
Storage time: We will stop sending you newsletters if you have chosen not to open three newsletters in a row. You will also not receive further newsletters if you unsubscribe from our mailings or otherwise object to the marketing. This you can do at any time.
Purpose: To send newsletters, offers and invitations to you who have been a customer of ours
Treatments performed
Personal data processed
Legal basis
- To send you newsletters
- To determine if you are still interested in receiving our newsletters, we measure whether you open these
- Name
- E-mail address
- Information if you open our newsletters
Balance of interests
The processing is justified by our legitimate interest to be able to send marketing that is relevant to you based on the fact that you have been a customer of ours.
- Send event invitations to those who are on our VIP list
- Send offers to those who are on our VIP list
Your personal data will only be processed for this purpose after you have been informed that we want to include you on our VIP list and you have not objected to it.
- Name
- E-mail address
- Information needed to determine whether you would fit on our VIP list, such as information about your previous stays with us, how often you have stayed with us and the like
Balance of interests
The processing is justified by our legitimate interest in being able to send you special invitations and offers that we deem to have an interest in it based on the information we have about you (“profiling”) . *
Storage time: You will receive newsletters, offers and invitations from us for two years after your last stay with us. You will then receive an email giving you the opportunity to consent to continue receiving emails from us. You can opt out of receiving the newsletters, offers and invitations at any time. We will also stop sending you emails if you have chosen not to open three emails in a row.
* Profiling: We use automated decision-making, known as profiling, to determine if you would be interested in receiving invitations to events from us. Profiling is done because we would not otherwise have been able to determine who is interested in receiving our invitations and the assessment is made based on information we have received about you through your previous stays. Profiling means that you are either given the opportunity to be on our VIP list or that you are not given such an opportunity and that you receive information about invitations that are relevant to you. You have the right to object to profiling which you can read more about above where your rights are explained.
Purpose: To organize events and publish photos from our events
Treatments performed
Personal data processed
Legal basis
- To communicate with you before and during the event
- Name
- E-mail address
- Any company name
Fulfilling contracts
The processing is necessary in order for us to be able to fulfill the agreement entered into regarding your participation at our event.
- Publish photos from our events on our website and on social media
The publication is part of the purpose of holding our events, which you will also be informed about when registering for the event.
Your personal data will only be processed for this purpose after you have received information about the publication and you have not objected to it.
- Photos from our events where you can be seen
Balance of interests
The processing is justified by our legitimate interest in being able to publish overview images from our events.
Consent
In cases where we want to publish close-ups of you, we ask for your consent to publish the image.
Storage time: We will only communicate with you before and during the event. We may also send you evaluations after the event. See the storage time of it under separate purpose.
If we have posted a picture of you from our event, it will remain there for a year, unless you ask us to take it down before. In this case, we immediately cease to use the image.
Purpose: To carry out evaluations
Treatments performed
Personal data processed
Legal basis
- Send requests to participate in evaluations either after a stay with us or after you have met us at a trade show or other event
- Manage the answers you leave in the evaluation
- Compiling statistics on the results of our evaluations
- Name
- E-mail address
- Information you provide in the evaluation
You can choose whether you want to remain anonymous or not when conducting our evaluations.
Balance of interests
The processing is justified by our legitimate interest to be able to contact you with a request to evaluate your stay or our appointment in order to improve our services.
Storage time: If you have not chosen to remain anonymous, we will store the results of the surveys for six months after you have responded to the evaluation. We will stop sending you evaluations if you object to receiving these.
Purpose: To handle any claims
Treatments performed
Personal data processed
Legal basis
- Manage any regret of purchase
- Handle any complaints or other claims
- Name
- E-mail address
- Phone number
- Information from our communication with you in connection with your claim (e.g. information about the current booking and details of the stay)
Legal obligation and balance of interests
Processing is necessary for us to act in accordance with consumer law and thus comply with a legal obligation. We also have a legitimate interest in being able to defend ourselves against a possible legal claim.
Storage time: The data will be stored from the time you submit your claim and as long as the claim process is ongoing.
Purpose: To comply with the rules of the Accounting Act
Treatments performed
Personal data processed
Legal basis
- Comply with accounting legislation
- Payment history, transactions and other accounting material
Legal obligation
The processing is necessary to comply with mandatory law, i.e. the Accounting Act.
Storage time: The data is stored for seven to eight years in accordance with the Accounting Act.
Balance of interests
As we have indicated above, we process some of your personal data on the basis of a balance of interests as a legal basis for the processing. The balancing of interests means that we carry out a balancing test by which we have determined that our legitimate interest in carrying out the processing outweighs your interest in not processing your personal data. What is our legitimate interest is set out in the tables above.
If you would like to know more about how we have made this assessment, please feel free to contact us.
This privacy policy was established by Bjertorp Slott on 10/5 2020.
Cookies for Web Statistics
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The information generated by Google Analytics cookies is stored on Google's servers, your IP address is anonymized. Google's functions for storing data for and setting cookies for remarketing, and Google's Advertising Reporting Features are enabled. We use these cookies to better understand how the website is used so that we can improve it, as well as for marketing and targeted marketing. Google may transfer all of this information to a third party if required by law or in cases where a third party processes the information on Google's behalf.
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