Hearthwood Inn Privacy Policy
Introduction
At Hearthwood Inn, the privacy and security of our guests and users of our online platform are paramount. This Privacy Policy outlines how Hearthwood Inn collects, uses, discloses, and protects personal information gathered through our website, during your stay, or through interactions with our services, including our full-service boutique accommodation, fine dining restaurant, event hosting, catering services, guest experience management, concierge services, and local tourism partnerships. We are committed to transparency and adherence to applicable privacy laws and regulations in Canada, including the Personal Information Protection and Electronic Documents Act (PIPEDA).
Information We Collect
We collect various types of information to provide and improve our services, including:
- Personal Identification Information: Name, address, email address, phone number, date of birth, passport or other government-issued ID details (for check-in purposes), payment card information (for bookings and transactions).
- Reservation and Stay Information: Dates of arrival and departure, room preferences, special requests, dietary restrictions, accommodation history.
- Event and Catering Information: Details regarding events hosted, guest lists, specific catering needs.
- Concierge and Partnership Information: Details related to local tourism activities, transportation arrangements, or other services requested through our concierge.
- Website Usage Data: IP addresses, browser type, operating system, referring URLs, pages viewed, and access times, collected automatically as you navigate our online platform.
- Communication Data: Records of communications with us, including inquiries, feedback, and customer service interactions.
How We Use Your Information
We use the collected information for the following purposes:
- To Provide and Manage Services: Processing reservations, managing your stay, providing concierge services, facilitating event hosting, and delivering catering services.
- To Personalize Your Experience: Tailoring our services and communications to your preferences, ensuring a comfortable and customized stay.
- For Communication: Sending reservation confirmations, updates, essential service announcements, and responding to your inquiries and requests.
- For Marketing and Promotional Purposes: With your consent, sending you information about promotions, new services, or special offers that may be of interest to you. You can opt out of these communications at any time.
- For Internal Operations: Improving our services, staff training, quality assurance, data analysis, and ensuring the security of our premises and online platform.
- For Legal and Security Compliance: Adhering to legal obligations, responding to lawful requests from public authorities, and protecting the rights, privacy, safety, or property of Hearthwood Inn, our guests, employees, or the public.
Sharing and Disclosure of Information
Hearthwood Inn does not sell or rent your personal information to third parties. We may share your information in limited circumstances:
- Service Providers: We may share information with trusted third-party service providers who assist us in operating our hotel and restaurant, such as payment processors, IT support, reservation systems, marketing agencies, and professional advisors. These providers are obligated to protect your information and use it only for the purposes for which we disclose it to them.
- Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction.
- Legal Requirements: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with legal processes, protect and defend the rights or property of Hearthwood Inn, or act in urgent circumstances to protect the personal safety of guests or the public.
- With Your Consent: We may share your information with other third parties when we have your explicit consent to do so.
Data Security
Hearthwood Inn implements robust technical, administrative, and physical safeguards to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. We regularly review our security procedures to consider new technologies and methods. Despite our efforts, no security system is completely impenetrable, and we cannot guarantee the absolute security of your information.
Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. When it is no longer needed, we will securely dispose of your information in accordance with our data retention policies and applicable laws.
Your Rights
Subject to certain limitations, you have the following rights regarding your personal information:
- Right to Access: You have the right to request access to the personal information we hold about you.
- Right to Rectification: You have the right to request the correction of inaccurate or incomplete personal information.
- Right to Withdraw Consent: Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
- Right to Lodge a Complaint: You have the right to lodge a complaint with the applicable privacy commissioner or regulatory authority if you believe your privacy rights have been violated.
To exercise any of these rights, please contact us using the contact details provided below.
Third-Party Links
Our online platform may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to This Privacy Policy
Hearthwood Inn may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will post any revised Privacy Policy on this page. We encourage you to review this Privacy Policy periodically for any changes.
Contact Us
If you have any questions about this Privacy Policy or our privacy practices, please contact us:
Hearthwood Inn
2847 Waterlily Way, Suite 300
Victoria, British Columbia, V8W 0B6
Canada