Privacy Policy

Our Privacy Policy and Consenting to Data Use

We are pleased that you have decided to visit our homepage and would like to thank you for your interest in our enterprise. We consider the relationships that we have with our customers and with other interested parties to be a matter of trust and confidence. We take the trust you place in us is very seriously. Correspondingly, we recognize that it is our obligation to handle your information with the utmost care and to protect it from misuse.

We’re take great care to protect your personal data and treat it confidentially. We’re serious about making sure you feel safe and comfortable when visiting our website. That’s why we strictly adhere to all of the applicable statutory provisions regulating the protection of personal data and data security. The aim of this Privacy Policy is to inform you about what data we collect when you use our website, explain how it is used, and demonstrate our strict compliance with applicable data protection legislation.

The Werkhof Hannover Hotel and Restaurant Privacy Policy leans heavily on the EU’s General Data Protection Regulation for guidance. The following text describes what kind of information we gather when you visit one of our websites and how it is used.

Overview

Data Protection Manager Name and Contact Information
Processing Personal Information—General Overview
Website Deployment and Log File Creation
Contact Form / E-mail Contact
Booking Through our Website
Booking Through Third-Party Websites
Consultation, Marketing, and Market Research
Online Guest Reviews
Cookie Policy
Protection of Minors
Your Rights as a Data Subject
Your Right to Submit Complaints to Supervisory Authorities
Security
How we use Web Analytics Tools
How we use Plugins
Giving Your Express Consent

1) Data Protection Manager Name and Contact Information

Pursuant to Art. 4(7) EU General Data Protection Regulation (GDPR), applicable Member State data protection laws, and any other relevant data protection provisions, the entity responsible for processing data on this website (Controller) is:

Hotel im Werkhof GmbH & Co. KG, Kniestr. 33, 30167 Hannover, Germany Phone: +49 (0)511- 35 35 6 - 0, Fax: +49 (0)511- 35 35 6 - 36, E-mail: hotel@werkhof-hannover.de

Gewerbehof Nordstadt GmbH & Co. Verwaltungs-KG, Schaufelder Str. 11, 30167 Hannover, GermanyPhone: +49 (0)511- 35 35 6 - 500, E-mail: info@werkhof-hannover.de

Werkhof Restaurant, Schaufelder Str. 11, 30167 Hannover, Germany Phone: +49 (0)511- 35 35 6 - 380, Fax: +49 (0)511- 35 35 6 - 36, E-mail: restaurant@werkhof-hannover.de

2) Processing Personal Information—General Overview

1. Types of Personal Information We May Process

As a rule, our purpose for collecting and processing personal user data is to ensure both the proper functioning of our website and ready access to our content and services. In regular practice, we do not collect or process personal user data until after receiving explicit consent. This excludes cases in which circumstances make obtaining prior consent impossible but where processing of data is nevertheless legally permitted.

2) Legal Basis for Processing Personal Data

Article 6 (1) (a) of the General Data Protection Regulation (GDPR) establishes that we may use a data subject’s personal information upon receiving their express permission. Article 6 (1) (b) GDPR also serves as the legal basis in cases where processing personal information is necessary to fulfil contractual obligations and the other party is also the data subject. This applies to data-processing operations required to carry out pre-contractual duties as well.Should the processing of personal data be necessary to fulfil legal obligations to which this company is subject (e.g. Federal Act on Registration), Art. 6 (1) (c) GDPR shall serve as the legal basis. Where processing data to safeguard the legitimate interests of our company or of a third party is required—and these interests are not overridden by the interests or fundamental rights and freedoms of the data subject—Art. 6 (1) (f) GDPR shall serve as the legal basis for processing.

3. Data Erasure and Data Retention Period

Personal information is either erased or made inaccessible as soon as the purpose of its storage is served. Data may however be stored beyond this period if any of the European or national regulations, laws, or other provisions to which the Controller is subject require it. Once the legally-mandated retention period lapses, information is either erased or made unavailable automatically. In some cases, storage of personal data beyond the retention period may be necessary in order to perform or conclude particular contractual obligations.

3. Website Deployment and Log File Creation

1) Types of Data We May Process

When you use our website, an automated data system collects technical details transmitted from your computer. It acquires the following data:

User web browser details including type and version
User operating system
User IP address
Date and time of user access
Names and URLs of any websites that users visit or that may have referred users to our website.
Names and URLs of other websites that users access via our own website.

This information is stored in our system’s log files as well. It is not stored together with any other of the user’s personal data, however. The data cannot be used to form personal user profiles.The information we collect is evaluated exclusively for statistical purposes.

2. Legal Basis for Processing Data

The legal basis for temporarily storing both this information and website log files is our (i.e. Werkhof Hotel / Werkhof Restaurant / Werkhof Hannover) legitimate interest in processing the data.

3. How We Use the Data We Process

It is necessary for the system to store IP addresses temporarily in order to be able to deliver the website to our users’ computers. User IP addresses must therefore remain stored for the duration of each browsing session.

The information we store is recorded in session log files, which are vital to the operation of the website. Furthermore, gathering this information helps us to both optimize the website and to safeguard the security of our information technology systems. We do not analyze IP information for marketing purposes in this context.

We have a clear, legitimate business interest in seeing these data processed.

4. Data Storage Period

We delete the information as soon as it is no longer required to achieve the purpose for which it was collected. If information was collected in order to ensure proper website deployment, it is deleted as soon as the user sessions ends.

Should the information have been stored in log files, it will be deleted within a period not exceeding seven days. In some cases, information may be stored beyond this period. In cases where data storage exceeds the seven-day period, we delete or anonymize user IP addresses to make assigning them to individual users impossible.

5. Objecting Against Processing and Requesting Erasure

Collecting this information and storing it in log files is absolutely necessary for the deployment and operation of our website. Consequently, users do not have the option of objecting.

4) Contact Form / E-mail Contact

1. Types of Data We May Process

Insofar as one of our websites includes a contact form, it can be used to contact us electronically. When users contact us using this feature, all of the information they enter into the input mask is transmitted to us and subsequently stored. The input mask compiles the following information: Title, first and last name, address, e-mail address, telephone, and reason for writing.

If users prefer to contact us via e-mail instead, they are welcome to do so using the address provided. Please note that in this case personal information associated with user e-mail is transmitted to us and stored.

None of this information is shared with third parties. We use the data wholly for the purpose of conducting the e-mail exchange.

2. Legal Basis for Processing Data

The legal basis for handling this personal data is our legitimate business interest in processing it in order to reply to inquiries we’ve received. If the purpose of the e-mail contact is to conclude a contract, then our rights related to initial business contacts and potential contractual obligations serve as additional legal basis for processing.

3. How We Use the Data We Process

We process personal information collected from the input mask solely for the purpose of handling the contact. Being allowed to respond to e-mail contacts similarly constitutes a legitimate business interest for processing any of the related data.

Any other personal information transmitted through the contact form is used to help prevent misuse and safeguard the security of our information technology systems in the future.

4. Data Storage Period

We delete the information as soon as it is no longer required to achieve the purpose for which it was collected. In the case of data transmitted via e-mail, this occurs as soon as the respective conversations conclude. We consider conversations to have ended if circumstances lead us to conclude that the corresponding subject matter has been resolved.

If users write us to make an initial business contact (e.g. requests for proposal, reservation and booking inquiry), their information is transmitted to our hotel software in order to enable us to conclude potential contracts.

5. Objecting Against Processing and Requesting Erasure

You have the right to object to having the data transmitted by e-mail and/or contact form processed at any time. Please refer to the contact information listed in Section 1 of this Privacy Policy.

Please be advised that objecting to having your e-mail and/or contact form data processed will result in our being prohibited from concluding the conversation, making you offers, etc.

In this case, all of the personal information users transmitted by contacting us will be deleted.

5) Booking Through our Website

1. Types of Data We May Process

Our website enables users to book Werkhof Hotel rooms and other services directly. When users contact us using this feature, all of the information they enter into the input mask is transmitted to us and subsequently stored. The input mask compiles the following information: First and last name, e-mail address, phone number, address, number of travelers in party, estimated time of arrival, special requests, payment information, date and time stamp.

When you book online with us, the transaction is carried out using the cbooking online reservation system operated by HotelNetSolutions GmbH, Genthiner Str. 8, D-10785 Berlin, Germany. All of the booking-related data you enter is transmitted to us in encrypted form. HotelNetSolutions GmbH has obligated itself to protect any user data it handles. HotelNetSolutions GmbH is responsible for the organizational and technical measures required to safeguard your personal information.

This information is not shared with any additional third parties. It is used wholly for the purpose of concluding the booking transaction and facilitating communication.

2. Legal Basis for Processing Data

The legal basis for handling this information is conclusion of a lodging contract with the user.

3. How We Use the Data We Process

We process personal information collected from the input mask solely for the purpose ofhandling booking requests and concluding electronic payment transactions.

4. Data Storage Period

The earliest we would delete this information is when it’s no longer required to achieve the purpose for which it was collected. All of the data related to a contractual relationship will be deleted once the retention periods stipulated by national law, trade law, applicable statutes, and/or contractual obligations to preserve records lapse.

5. Objecting Against Processing and Requesting Erasure

You have the right to object to having the data transmitted by e-mail and/or contact form processed at any time. Please refer to the contact information listed in Section 1 of this Privacy Policy.

Please be advised that objecting to having this data processed means we are neither able to conclude the booking transaction nor carry on the conversation.

6) Booking Through Third-Party Websites

1. Types of Data We May Process

Our website enables potential customers to book Werkhof Hotel rooms and other services via online accommodation services (third-party agent). When users contact us using this feature, all of the information they enter into the input mask is transmitted to us and subsequently stored to the extent that it is permitted by the individual online accommodation services and their respective privacy policies. This information may include: First and last name, e-mail address, phone number, address, number of travelers in party, estimated time of arrival, special requests, payment information (credit card).

The disclosed information is then processed by our hotel channel management software. All booking-related information is transmitted to us in encrypted form. Our channel-management software service provider is HotelNetSolutions GmbH, Genthiner Str. 8, D- 10785 Berlin, Germany, which has obligated itself to protecting any user data it handles. HotelNetSolutions GmbH is responsible for the organizational and technical measures required to safeguard your personal information.

This information is not shared with any additional third parties. It is used wholly for the purpose of concluding the booking transaction and facilitating potential communication.

2. Legal Basis for Processing Data

The legal basis for handling this information is conclusion of a lodging contract with the user.

3. How We Use the Data We Process

We process personal information collected from the input mask solely for the purpose ofhandling booking requests and concluding electronic payment transactions.

4. Data Storage Period

The Werkhof Hotel has no influence over the data-retention policies set by online travel agencies or booking services.

5. Objecting Against Processing and Requesting Erasure

You have the right to object to having the data transmitted by e-mail and/or contact form processed at any time. Please refer to the contact information listed in Section 1 of this Privacy Policy.

Please be advised that objecting to having this data processed means we are neither able to conclude the booking transaction nor carry on the conversation.

7) Consulting, Marketing, and Market Research

1. Types of Data We May Process

In order to be able to provide our corporate clients with the best support, consultation, and marketing services we can, some additional information needs to be gathered. This goes beyond corporate client—or potential client—data and includes contact person information, telephone number, and postal address. We obtain the information from a variety of sources. These include but are not limited to direct inquiry (e-mail or telephone), events, trade fairs, business cards that our sales staff receive, etc.

None of this information is shared with third parties. We use the data wholly for the purpose described above.

2. Legal Basis for Processing Data

The legal basis for handling this information is our legitimate business interest in seeing it processed. If the purpose of the e-mail contact is to conclude a contract, then our rights related to initial business contacts and potential contractual obligations serve as additional legal basis for processing.

3. How We Use the Data We Process

This contact information is used exclusively for the benefit and promotion of our own legitimate marketing activities.

4. Data Storage Period

Our Privacy Policy does not foresee a deadline for deleting stored marketing data. However, if our sales and marketing department has not interacted with the company contact within a period of 3 years, it will up to the department to decide whether or not to delete data related to the corporate client’s contact person.

If users write us to make an initial business contact (e.g. offers, RFPs, reservations, booking), their information is transmitted to our hotel software in order to enable us to conclude potential contracts.

5. Objecting Against Processing and Requesting Erasure

Corporate contacts have the right to object to having the data they disclose via e-mail and/or contact form processed at any time. Please refer to the contact information listed in Section 1 of this Privacy Policy.

In this case, all of the personal information disclosed to us by the corporate contact will be deleted.

8) Online Guest Reviews

1. Types of Data We May Process

Once guests check out of our hotel, they are entitled to provide an online review of their experiences. To facilitate this, we send out e-mail reminders within 14 days of checkout asking for their reviews. Upon request, reviews can be published anonymously. If for some reason you did not enjoy your stay or did not feel comfortable staying with us, we would like to use your online review as an opportunity to contact you.

Data related to the guest reviews published on our website are stored using review management tool software provided by CA Customer Alliance GmbH, Ullsteinstr. 118, Turm B, D-12109 Berlin, Germany. CA Customer Alliance GmbH has obligated itself to protecting any user data it handles. CA Customer Alliance GmbH is responsible for the organizational and technical measures required to safeguard your personal information.

When former guests take the opportunity to leave online reviews, the review input mask collects certain guest information and stores it. The input mask compiles the following information: E-mail address; first name, last name, language (voluntary); review-specific data.

This information is not shared with any additional third parties. It is used solely to either publish the review and/or to settle any potential disputes arising from negative reviews.

2. Legal Basis for Processing Data

The legal basis for handling this information is our legitimate business interest in seeing it processed.

3. How We Use the Data We Process

The purpose of our online reviews is to gather experiences shared by former guests in order to assist potential guests in forming their own opinion about our facilities and services. We also use the content of guest reviews for internal quality management purposes.

4. Data Storage Period

We do not delete data related to online reviews.

5. Objecting Against Processing and Requesting Erasure

You have the right to have your review(s) removed from our website at any time (Right to be Forgotten). Please refer to the contact information listed in Section 1 of this Privacy Policy. Please make sure to indicate precisely which review is the subject of your request.

9) Cookie Policy

1. Types of Data We May Process

Cookies are small data packets that enable us to store specific information related to you, the user, on your computer while you are visiting one of our websites. Cookies help us to determine how many people use our website and how frequently it is visited. They also enable us to tailor our services and promotions in the most convenient and efficient manner.

Our website uses a particular version of these files known as “session cookies.” These cookies are only stored for the duration of a single browsing session. We store session cookies in order remember your browser settings, ensure that your browser has access to the full functionality of our websites, and guarantee you have the best browsing experience possible. The cookies we use are automatically deleted at the end of your browsing session, which is to say, upon closing your browser.

We also use cookies on our website that enable us to analyze user surfing habits. They transmit the following information to us: Search terms entered, frequency of page views, use of website functions. When our system collects this data, it replaces identifiable user information with pseudonyms. This results in the data no longer being clearly assignable to any individual user. It is not stored together with any other personal data either. When accessing our website, users are informed about the use of cookies for analytical purposes and prompted to consent to their personal data being processed in this way. The consent prompt banner includes a link to this Privacy Policy.

2. Legal Basis for Processing Data

The legal basis for handling this personal information using essential cookies is that it is in our legitimate business interest to process it.

The legal basis for handling this personal data using analytical cookies is express user consent.

3. How We Use the Data We Process

We use essential first-party cookies for the purpose of making our website more better and more convenient for users. Please be aware that some website functions and services are unavailable without the use of cookies. These functions and services require our system to be able to recognize your browser even after you’ve left the page. Any data collected through essential first-party cookies will not be used to create user profiles.

We use analytics cookies for the purpose of improving the quality of our website and its content. Analytics cookies tell us how the website is used, which enables us to continually improve our products and services.

4. Data Storage Period • Objecting Against Processing • Requesting Erasure

As a user, cookies are stored on your computer from which they communicate with our website. Consequently you, the user, has total control over the use of cookies. If you want to restrict or block cookies from your device at any time, you can change the browser settings to do so. Cookies that have already been stored can be deleted from your computer at any time. This can be done automatically as well. Please be aware, that deactivating cookies may mean using all the functions of the website to their full extent is no longer possible.

It is possible to access the features of our website without the use of cookies and/or scripts. You can configure your browser to inform you anytime a cookie is sent; set cookie permissions on a website-to-website basis; or deactivate storage of cookies and scripts altogether. You have the ability and right to delete cookies from your device’s storage at any time.

There are also extensions available for your browser designed to block scripts.Two examples of such browser extensions are NoScript for Firefox and ScriptSafe for Google Chrome. Not only are these browser extensions effective at blocking any type of JavaScript. They also allow you to block selected trackers as well as Java and Flash plugins.

If you are concerned about the presence of third-party cookies, you have the ability and right to reject them while still permitting the essential cookies necessary for our website to function.

Please be advised, however, that choosing to reject these cookies could have negative effects on the way our website is rendered and/or functions.

10) Protection of Minors

This website and the services we offer are primarily intended to be used by adults. None of the goods or services we are currently marketing are directed toward children. Consequently, we are neither actively collecting information in order to determine user age nor are we knowingly collecting the personal information of any person under 16 years of age. We advise users of the website who may be under 16 years old not to reveal or enter any personal information order for the purpose of using one of our services. Should we at any point become aware that a child below the age of 16 has disclosed their personal data to us, we will delete it from our records as far as technically feasible.

11) Your Rights as a Data Subject

If your personal information is being processed, then you are a data subject as defined by theGDPR with the following rights vis-à-vis the parties responsible for data protection (Controllers):

You have a right to know what kind of personal information about you is being stored and why it’s being processed, about its potential transmission to third parties, and about the duration of storage.

If you consider the information inaccurate or no longer necessary to fulfil the purposes for which it was collected, you have the right to request for it be corrected, erased, or restricted from further processing. Where possible, you may be able to consult your information and correct it yourself if necessary.

If you believe that your particular personal circumstances represent legitimate-interest grounds for objecting to having your information processed, you may do so. Subsequently, the controller would have to cease handling any of your personal information unless doing so either served the purpose of asserting, exercising, or defending legal claims or they were able to demonstrate compelling, legitimate grounds for processing the data which overrode your interests, rights, and freedoms.If the personal information concerning you is processed for the purpose of direct marketing, you have the right to object to having it processed for that purpose at any time. Your right to object also applies to any profiling related to such direct marketing. If you object to having your information processed for direct marketing or profiling activity, it will no longer be handled for these purposes.

You have the right to revoke your consent to our Privacy Policy at any time. The revocation of consent does not retroactively alter the lawfulness of processing activities carried out on the basis of consent prior to revocation.

12) Your Right to Submit Complaints to Supervisory Authorities

As a data subject,you have the right to lodge a complaint—without prejudice to any other administrative or judicial remedy—if you consider that personal information related to you was processed in a manner that infringes on your data protection rights. Such a complaint should be filed with the data protection supervisory authority either of your Member State of residence or of the place where the alleged infringement took place.

The supervisory authority with which you file the complaint will inform you of the status and outcome of the process, including any possibility of legal remedies.

For more information, please visit the website of Germany’s Federal Commissioner for Data Protection and Freedom of Information.

13) Security

The Werkhof Hotel / Werkhof Restaurant / Werkhof Hannover relies on a number of technical and organizational security measures to fulfil its Art. 32 GDPR obligations. Protecting the information we control against accidental or intentional manipulation, loss, destruction, or unauthorized access is our highest priority. Correspondingly, we are continuously working to improve our security policy and adapt to advances in technology. Your information can only be viewed by select personnel with restricted access. This includes data protection officers; other data-privacy obligated staff; and anyone handling information for technical, administrative, or editorial purposes.

14) Web Analytics Tools

Matomo

This website uses the open-source web analytics tool Matomo. Matomo employs technologies that make it possible to recognize users across multiple pages with the aim of analyzing their user patterns (e.g. cookies or device fingerprinting). Any information acquired by Matomo about the use of this website will be stored on our servers. We anonymize user IP addresses prior to storing the data.

Matomo enables us to collect and analyze information about the use of our website from the website visitors themselves. This tells us, for example, which page views occurred when and from which region the requests were sent. Additionally, we collect a variety of log files (including IP address, referrer, browser, and operating system used) and can measure whether our visitors perform certain actions on the website (e.g. clicks, purchases, etc.).

Our right to use this web-analytics tool is regulated by Art. 6 para. 1 lit. f GDPR. The website operator has a legitimate interest in conducting anonymized analyses of user behavior to optimize both its web services and its marketing. Insofar as users are prompted to provide their consent (i.e. via cookie consent banner), their information is processed exclusively on the basis of Art. 6 (1) lit. a GDPR. Consent may be withdrawn at any time.

You can prevent the actions you perform on our websites from being linked and analyzed. While this does serve to protect your privacy, it also prevents website operators from learning from your actions and user patterns and making the corresponding improvements to the user experience.

Your visit to our website is being processed by the Matomo web-analytics tool at this very moment. Uncheck box to opt out.

Hosting
We host Matomo exclusively on our own servers. All analysis data remains with us and is not passed on to third parties.

15) How we use Plugins

OpenStreetMap

We use the OpenStreetMap (OSM) map service.The provider of this software is the OpenStreetMap Foundation (OSMF), 132 Maney Hill Road, Sutton Coldfield, West Midlands, B72 1JU, United Kingdom.

Any time you visit a website that is linked to OpenStreetMap, information such as your IP address and details related to your browsing behavior on that website are forwarded to OSMF. Under certain circumstances, OpenStreetMap may store cookies on your browser or use comparable recognition technologies to enable this collection of data.

Additionally, it may be possible to ascertain your precise location if you have granted the corresponding permissions on your device settings, e.g. on your mobile device.The provider of the website has no influence over this data transmission. Further details can be found in the OpenStreetMap Privacy Policy using the following link:https://wiki.osmfoundation.org/wiki/Privacy_Policy.

We use OpenStreetMap in the interest of presenting our online services in an attractive manner and to make it easy for users to find locations mentioned on the website. This represents a legitimate business interest within the scope of Art. 6 (1) lit. f GDPR. Insofar as users are prompted to provide their consent, their information is processed exclusively on the basis of Art. 6 (1) lit. a GDPR. Consent may be withdrawn at any time.

16) Giving Your Express Consent

By using this site and/or using any of the functions and services it makes available, you consent to our storing your voluntarily disclosed personal information as well as to our processing and utilizing this information in accordance with the terms laid out in this Privacy Policy.

We reserve the right to change, update, or amend this Privacy Policy at any time.New Privacy Policies only ever apply to personal data collected or modified after they have taken effect.