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 and personal financial history. What is the purpose of collecting Personal Information?
1. To Provide Superior Customer Service to our Guests
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 arise from your stay with us. By keeping certain stay related Personal Information on file, such as information regarding guest history and itemized spending, guests of Ashlesh Hotels have the ability to confirm prior transactions and reconcile statements or invoices.
2. To Keep Our Guests Informed
We may use the Personal Information you provide to send you newsletters regarding our properties and to advise you of promotions or to inform you of offers or other information that may be of interest to you. If you do not wish to receive information from Ashlesh Hotels and Resorts you may indicate your wishes on your registration card when you stay with us or you may advise one of our properties or send an e-mail to: firstname.lastname@example.org
3. For Marketing Research
Finally, we may wish to contact Guests to conduct surveys or focus groups to receive your views of our properties and service delivery. Such information may be collected by a third party under contract with us. Occasionally we will combine information from a number of Guests to better understand trends and Guest expectations. When this occurs, all identifiers are removed and the aggregate information cannot be linked to any specific Guest. How we collect Personal Information.
1. On Our Web Site
Once you have visited our web site and accepted our cookie, an ID number is automatically assigned to your computer or mobile device whenever you visit our web site. Despite the fact that you remain anonymous until you enter Personal Information on 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. 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 browsing our web site, you may also wish to put in a specific "Information Request" about one of our hotels, resorts or residential properties, 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, 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 about our products and services. You will be placed on a subscription list unless you indicate your desire not to be included. In deciding whether or not to join such lists, please note that they are only used for internal purposes and we do not sell or rent our subscription lists to anyone. In the event you choose to join one of our subscription lists, you may ask to be removed from the list at any time. You will always have the ability to accept or decline any form of communication from Ashlesh Hotels.
C. Making a Purchase on Our Web Site
When making a purchase, you will be asked to complete a form that includes your contact information. Then you will be redirected to a secure payment gateway provided by JCC Payment Systems Ltd where you will enter your payment details and confirm the payment. Upon payment, you will be automatically redirected back to our website to view your reservation overview. Additionally an email confirmation of your reservation details is also automatically sent to you. We retain a log file of transactions on our web site, excluding your credit card information. We will then use that information to assist in any inquiries about your transaction. We also occasionally combine information from a number of web visitors in a way that does not identify any user, in order to identify user patterns.
2. When Making a Reservation
A. On Our Web Site
You can search for rates and availability at our hotels and resorts without providing any Personal Information.
We also retain a copy of the reservation profile on our web site, excluding your credit card number. We will then use that information to create a log in our web site database.
We also may combine information from a number of web visitors in a way that does not identify any user, in order to identify user patterns.
B. Through our Reservations Office or Hotels
Reservations can also be made by calling our Reservation Office 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 our Reservation Office or hotels will be sent in a secured communication to the relevant hotel. Confirmation of your reservation will be provided directly to you, generally by e-mail.
3. During your stay at Ashlesh Hotels
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 auditors and government regulators. We may also collect certain information as required by local laws (e.g. passport number). Information particular to your stay may also be stored (i.e. health issues, payment difficulties, special requests, service issues). This stay specific information is stored in the property management system at the particular hotel where you stayed and is combined with information from previous visits that you have made to that hotel. Certain information regarding your service preferences is also stored centrally by us and may be made available to other Ashlesh Hotels properties through the Ashlesh Hotels guest history database. You may advise the hotel if you do not want personal preferences shared.
In addition, we may retain the content of any document (including letters, 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.
Storage of personal information
1. At the Hotel or Resort Each Ashlesh Hotel managed property 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 Central Reservation System (“CRS"), a platform located in a data centre in Cyprus.
The stored information includes guest name, address and phone numbers. We may also store certain information regarding your service preferences. When you make a reservation at another Ashlesh Hotels property, this information is sent to that hotel or resort.
We also store other transaction information in our CRS, including the number of stays you have had at properties managed by Ashlesh Hotels and the number of nights of each stay. This information may be available to another Ashlesh Hotels property when you make a reservation at that property, in order to serve you better.
3. In Our Marketing Database
Ashlesh Hotels maintains a database of Guest information which is used for marketing, promotion and research purposes. Any information sent to guests provides a clear notice of how to discontinue receiving promotional materials. Information that 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. Finally, to be prudent, please be sure to always close your browsers when you are done using a form or the reservation site. Although the session will terminate after a short period of inactivity, it is best to close your browsers immediately upon completion.
Guest Profiles and Personal Information
If you are invited and elect to create a Guest Profile, on our web site, you will be asked to furnish specific Personal Information. You will also be asked to provide a password for use each time you log-in. Once you have created a Guest Profile, we may add online session data to your Guest Profile on subsequent visits to our website. When you provide information, including revised information to your Guest Profile, we may use the information you provide to update other databases maintained by us.
Further, if a guest does not pay an outstanding account on time, or acts in an unlawful manner in regards to payment obligations, this information may be shared among accounting personnel at other Ashlesh Hotels managed properties. Provision of Personal Information to third parties
We will only share Personal Information about you outside Ashlesh Hotels 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 (e.g. car rental); (c) if your stay has been paid for by a third party we will provide billing information to the paying party; or (d) if you have failed to pay amounts owed to a property.
If Ashlesh Hotels 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.
Access to 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. You may make a request at the property where you stayed as set out below.
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 licence.
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.
Ashlesh Hotels reserves the right to decline access to your Personal Information under certain circumstances. If your Personal Information will not be disclosed, you will be provided with the reasons for this non-disclosure.
Updating your Personal Information
If at any time you wish to update or access your Personal Information, you can do so by:
For hotel and resort Guests, contacting our Guest Data Administrator:
- via e-mail at email@example.com
- via letter - Attention:
Opp. M.I.T Manipal-Karkala Road
How long is Personal Information retained?
Your Personal Information will be stored for a period of time in the jurisdiction of any hotel holding the information. It may be stored indefinitely by Ashlesh Hotels as long as there is a business purpose for doing so. From time to time we may delete your Personal Information if you have not stayed with us for a certain period of time.
Cyprus law applies to our company. We apply the requirements of this law (and any other applicable laws) to how we handle all Personal Information wherever received.
Questions or concerns regarding this policy
- via e-mail at firstname.lastname@example.org
- via letter - Attention:
Opp. M.I.T Manipal-Karkala Road