REIKARTZ PRIVACY STATEMENT and PERSONAL DATA PROTECTION
This Privacy Statement applies to all hotels incorporated under the umbrella of Reikartz Group Hotels Limited Company (hereinafter referred to as "Reikartz").
As a global brand, Reikartz offers high-quality products and accommodation services to hotel guests worldwide. We prioritize confidentiality and trust in our relationship with you. This Statement outlines our policies regarding the collection and use of personal information obtained orally or in writing when you visit our website, hotels, or other resources. While this Statement encompasses the practices of hotels under the Reikartz umbrella brand, it may vary based on the legislation of countries outside the Republic of Turkey. Therefore, please refer to the specific legislative regulations of the Republic of Turkey for more information on privacy and personal data protection.
By using our products or services and accepting this Statement, you acknowledge and agree that personal data and sensitive personal data will be collected and used in accordance with the provisions of the Personal Data Protection Law No. 6698. Your personal data will be collected and processed when you provide the necessary confirmations by clicking or marking checkboxes during the reservation or purchase process on our website or when conducting any other transactions.
Please note that this Statement does not cover the data collection and processing activities of third-party companies, service providers, integrated travel service providers, and marketing partners. These entities may request the collection and processing of your data. Furthermore, our company/hotel may share your data with data processing systems, Police Departments, relevant government agencies, judicial authorities, and entities entitled to request data in accordance with Turkish legal legislation, to the extent, duration, and content required.
1. Personal Information Collected by REIKARTZ GRUP HOTEL LIMITED COMPANY
REIKARTZ collects personal data when communicating with guests and other contacts, conducting business, and using programs. Such personal information may include: Your name/surname, identification data, postal address, billing address, billing information, tax office and tax number, e-mail address, telephone number, booking, accommodation or hotel visit information; information about participation in special programs of the hotel(s); information about participation in contests, sweepstakes or marketing programs (even if you are not staying in one of our hotels); information about products or services purchased; personal data: nationality, income level, passport number, place and date of passport issuance; travel data; payment information such as your payment card number and other details, as well as authentication information and other account and account information associated with mobile accounts; information about your preferences when selecting a room; information about the amount of marketing information you wish to receive; information about the means by which you can get to our hotels; reviews and opinions about our brands or hotels (if identified or associated with you); service packages ordered, including hotel reservations; groups you are connected with during your stay at the hotels; information provided in connection with participation in a loyalty program; other types of information provided by you or received by us about you.
At this point, we would like to state that; by giving consent with the pop-up confirmation button and/or when explicit consent is requested; You will be deemed to have consented and given consent to all forms of data collection, processing, storage, and transfer in this Declaration with your consents in the documents you physically sign in our hotels and other places where you approve the purchase of services or your consents made by applications.
REIKARTZ may request information about groups of tourists, including the names and numbers of program participants. We may also collect information about conversations, including the recording or monitoring of calls, messages received through other forms of communication (for example messages received through apps or SMS messages), and information related to customer service for quality control and training purposes. By consenting to this text, you consent to the recording of calls when you call our hotels.
In addition, the following are cases where REIKARTZ needs additional personal information.
*Participation in Programs Organized in Our Hotels
Your data will be requested, collected and processed in order to participate in programs especially for our regular guests and corporate clients, which are developed to meet their most comprehensive demands and expectations: Your name, gender, personal and business contact details, location, date of birth, country and city of residence, company name; information about your account and registration data for the programs; information, feedback or content you provide in relation to surveys, sweepstakes, contests or promotional offers and marketing preferences on our websites or apps, as well as such information about third parties; information collected during your stay at a hotel or through the security of video surveillance systems, Internet systems (including wireless networks that collect data about your computer or mobile device or your location), key cards and other systems and technologies in public areas; information collected during the use of the website; contact information and other related information about employees of corporate clients and service providers, as well as others with whom we do business.
REIKARTZ surveys may require demographic or other personal information. For this reason, information collection works and processes can be carried out in the aforementioned studies.
*Collecting Information at the Hotel
REIKARTZ may be obliged to ask you for additional personal information when registering and checking into a hotel due to regulatory requirements. In hotels, we may use CCTV and other security measures to collect and store images of guests and visitors in public areas, as well as information about your location in our hotels (via key cards and other devices). We may also use CCTV and other technologies that record audio or video to protect our employees, guests, and visitors to our hotels where permitted by law. We may also need additional information to provide a range of services at the hotel: Visits to existing or additional service areas in the hotel, event organization...etc.
When planning an event, REIKARTZ records event or meeting data, date, number of guests, and room description. When organizing corporate events, we need information about the organization, so we collect process, and store information such as name, annual budget, and number of events financed per year. We also collect information about guests who are members of your group or who attend an event. If you visit us as part of a group, we may receive your personal information provided by the group and, as permitted by law, we may, at your discretion, contact you based on the results of your stay with the group or participation in the event. If you visit us as part of an event, where permitted by law, we may share personal information about you with the organizers of the event. If you are organizing an event, we may also share information about your event with third-party service providers who may provide services for the event where permitted by law.
If you want to participate in REIKARTZ events and promotions on social networks, we may need some information from your social network account: Location, hotel registrations, attendance at events, interests, photos, status changes, and friends list. REIKARTZ may also allow you to participate in photo contests, such as those taken during your stay with us, which you may post on social media for voting, exhibition, or participation in other promotions.
In addition to the information REIKARTZ collects directly from you, we may also create other information about you based on the information you provide or other information we collect.
2. Personal Information Received by REIKARTZ from Third Parties
REIKARTZ may receive information about you from travel operators and travel agencies, payment card companies, and other partners, including from social networks and other third parties in accordance with your settings for these services. These sources are not specified as limited, but as all sources from which the legislation allows the receipt of information. REIKARTZ may combine this information with other data we hold about you, collect, process, and use it for the purposes set out in this Statement.
When collecting your credentials, a photocopy/copy of your identity card may be taken and subsequently returned. REİKARTZ is not responsible for the loss or forgetting of your identity and other documents like all your other personal belongings. The obligation to keep these belongs entirely to you. For this reason, REIKARTZ cannot be held responsible for the seizure of personal data that may occur due to the loss of your documents containing identity information such as your personal belongings.
3. REIKARTZ's Use of Personal Information Provided by You
In order to provide you with the highest level of service you expect in your room and in all our hotels, REIKARTZ uses your personal data in various ways, including providing and personalizing the services you request and expect from us. Before your data is processed, your consent will be obtained as required by legislation.
In order to process your booking, REIKARTZ has to collect certain data, including your name/surname, address, billing information, and, in some countries, travel document information. If you refuse to provide the required information, we will not be able to complete your reservation and we reserve the right not to allow you to stay at the hotel.
*If you are a party to any program or one of the special memberships organized by REIKARTZ, REIKARTZ uses your data to determine and manage program content in order to provide a personalized experience through our transmission services. Information is used for news, advertising, and business materials for REIKARTZ's various services, as well as advertising and content transmitted to you via the internet, email, mobile devices, and media advertising, as well as on our website, applications, and through our customer service in accordance with your stated preferences regarding the method of communication.
If you participate in programs organized by *REIKARTZ, it also uses your data for the following purposes:
-Provide activation of card products, personalization work, and implementation of the terms of the programs during booking and placement in hotels in the portfolio of the Reikartz brand;
-provide you with a more personalized service (for example, additional services in hotels, visits to local attractions, and arrangement of transfer services;
- Conducting market research, surveys to determine your level of satisfaction with the quality of service and to provide the highest quality of service to our customers;
- Targeted marketing and organizing advertising campaigns;
- Responding to requests for information and services, including requests from third parties (e.g. restaurants or transportation companies);
- To ensure your safety and security in the hotel as well as the safety and security of hotel staff and other guests;
- To maintain general documentation;
- To ensure that the requirements of legislation and rules adopted pursuant thereto are observed and complied with;
- Providing the opportunity to test, evaluate and introduce new products and services.
*Administrative management of services. REIKARTZ uses your personal information to administer programs in which you participate and to perform services that are part of such a program, including providing you access to information about your account, such as offers for which you are eligible. Reikartz may make this use to create a direct link between you and the hotels that have merged under the Reikartz umbrella and the hotels that have merged under the Reikartz umbrella and to simplify the data collection process.
*Organization of business meetings and events. REIKARTZ may use personal information to inform you about scheduled meetings and events.
*Marketing and communication. Where permitted, REIKARTZ may use your personal information to provide or offer you subscriptions to newsletters, promotions and special offers, and other marketing communications in accordance with your stated preferences regarding the method of communication. We use your information to send messages during your stay, account balance alerts, booking confirmations, and marketing communications and to conduct surveys, sweepstakes, prize draws, and other contests. We may provide these communications by email, post, online advertising, social media, telephone, text messages (including SMS and MMS), push notifications, in-app messages, and other means (including sending messages at the hotel). For example, using the TV system in your room). With your consent to this document, we also use user-generated content (such as photos) from our website and applications, as well as social networks to send display ads. We may also collect information about your payment card, which may be added to your personal information and used by us or our business partners to determine the type of your card. We may also work with third parties to find out if a visitor to our site has taken advantage of a cashback offer associated with their payment card and to provide advertisements and information to visitors explaining how they can take advantage of this offer during their stay at the hotel. The portfolio of Reikartz brands includes.
*Improvement of service quality. REIKARTZ may use your personal information to improve the quality of service so that our website, products, and services are of interest to you. We also use your personal information to provide the level of service you expect in your room and in all our network hotels.
*Data accuracy, analytics, and personalization. REIKARTZ may combine your personal information with data from third-party sources to systematize it and for data analytics purposes. We also use information from third-party sources to provide a higher level of service with a personal touch to each guest. For example, if you have connected social media services or other accounts to our services, we may use this information to offer you a warmer welcome and personalized attention or make it available to third-party companies and use it in accordance with any paragraph of this clause.
4. Personal Information REIKARTZ Provides to Third Parties
In order to provide you with the highest level of service in accordance with your expectations, REIKARTZ may share your personal information with hotels under the umbrella of Reikartz, our service providers, third-party companies, and other third parties according to its own terms. Such sharing/transfer will in no way be unreasonable and/or outside of the service policy purposes.
*Hotels included in hotels managed under the REIKARTZ umbrella brand. REIKARTZ may provide personal information to hotels under the REIKARTZ umbrella and hotel owners under our control so that they can use the personal information individually or jointly to provide you with services, for the implementation of an independent system. In addition, when we cease to operate a hotel, we may provide the owner with certain information about past and future guests of that hotel.
*Group events or meetings. If you are staying at one of the hotels under the Reikartz umbrella as part of a group event or meeting, information obtained for the planning of the meeting or event may be passed on to the organizers of such meetings and events and, if necessary, to the organizers or participants of such event.
*Business partners. REIKARTZ may partner with other companies to provide you with products, services, or offers based on your stay in our hotels and may share your information with business partners accordingly. For example, we may contract with partners to provide you with other additional services and we may need to share your personal information with our partners in order to provide these services. If you are a member of programs organized/owned by Reikartz, we may provide your personal information to our partners so that they can benefit from discounts and other advantages obtained through your participation in the programs. We may also share your personal information, such as your email address, with our travel partners to help evaluate their compliance with travel arrangements or use of special fare plans, or to enable them to participate in joint marketing activities with our travel partners. REIKARTZ may also partner with third parties such as partner travel operators, travel agencies, and payment card providers to enable the delivery of advertisements to our partner customers. Our partners may provide you with more favorable offers based on information about your stay in our hotels. We may also allow third-party partners to recognize you when you visit the partner's website or use the partner's app or recognize you as one of their customers when you visit their site so that they can provide you with more relevant offers. We may share your email address with security measures so that third parties can associate it with email addresses and send you advertisements on our behalf over the Internet and via email.
*Partners-organizers of promotions. REIKARTZ may organize promotions, sweepstakes, contests, or competitions in cooperation with other companies, as well as award prizes in sweepstakes and competitions organized by other companies. If you enter one of the sweepstakes or contests, we may share your information with our event partners or third-party sponsors.
*Services in hotels. REIKARTZ may provide personal information to third-party providers who offer on-site services, including SPA treatments, conference services, catering services, and other related services.
*Service providers. REIKARTZ relies on third-party companies to provide services and products on our behalf and may therefore share your personal information with them as appropriate. As a general rule, our service providers are contractually obligated to protect your personal information and may not otherwise use or share your personal information except as required by law. REIKARTZ may also engage service providers to deliver news and provide you with promotional and business materials, including personalized advertisements on the Internet and mobile applications in accordance with your preferences and applicable legislation. We only cooperate with companies that offer you the opportunity to opt out of such advertising. We also design routes based on your preferences and data from third-party companies, selecting sites, events, and restaurants from lists we have personally prepared for you.
*Business transactions. REIKARTZ may sell businesses or assets within its own organization or acquire new assets or businesses or discontinue the management of a hotel already in our brand portfolio. Depending on this situation, our company may transfer the collected information and personal data, as well as the data of business transactions, to one or more affiliated or independent third-party companies in the following framework. In accordance with the requirements of the legislation, such transfer will in no way be without cause and/or outside the purposes of the service policy.
*Additional. REIKARTZ may disclose personal information in the following cases: (i) in accordance with the requirements of the relevant law or legal norm; (ii) in response to requests by public authorities; (iii) in accordance with the requirements of legal process; (iv) in the defense of the rights, privacy, security or property of website visitors, guests, employees or the public, if permitted by law; (v) to protect your rights or mitigate potential damages, if permitted by law; (vi) to comply with the terms and conditions set forth on our websites, if permitted by law; (vii) in case of emergency, if permitted by law.
Regarding the disclosure of your personal data, we act within the scope of Article 5/2 and Article 6/3 of Law No. 6698 on the Protection of Personal Data, and if one of the conditions specified in these articles is present, your information may be transferred without seeking your explicit consent.
5. General Information
REIKARTZ may use collected and obtained information or anonymized personal information from third-party companies in order to obtain a more accurate profile of our users (For example, we may use summary information to calculate the percentage of our users with certain phone domains). This includes demographic information such as date of birth, gender, and marital status, perceived business interests such as favorite foods or hobbies, and other information we may collect from you or third parties.
As General Information does not identify you personally, REIKARTZ may disclose this information in all cases permitted by law. In some cases, we may combine general information with personal information. If general information is added to personal information, the resulting information will be treated as personal information in accordance with the rules in this Statement.
6. Confidential Information
The term "confidential information" means information about your race or nationality, political opinions, religious or philosophical beliefs, trade union membership, health status, sex life and orientation, genetics, criminal history, as well as any unique biometric data used. In some jurisdictions, cell phone numbers, location data, and information on identity documents are also sensitive information.
In general, REIKARTZ does not collect confidential information unless it is voluntarily provided by you, consent is obtained, or it is required by applicable laws or regulations. If we do collect it, we may use the health information to provide a higher level of service that best meets your needs (for example, to provide a room for people with disabilities).
It should also be stated under this heading that you consent to the collection and processing of your "sensitive personal data" within the limits set by the legislation. Therefore, REIKARTZ may also collect your special categories of personal data, provided that it is not contrary to the legislation.
7. Personal information collected from children
REIKARTZ does not collect personal information directly and/or upon request from persons under the age of 18. If you are a parent or guardian, do not allow your children to provide personal information without your consent. The data you provide as a parent or guardian may be collected and processed to the extent permitted by the legislation and this document.
8. Mobile Site Access and Location Based Services
REIKARTZ offers mobile apps that can be downloaded to a smartphone or mobile device. These apps have various functions. These applications improve the quality of customer service. In this context, we would like to state that with your acceptance, you also consent to the collection, processing, and storage of your personal data and sensitive personal data in the application and in-application sections in question. In addition to providing services, our applications may collect personal information and general information to be used in accordance with this Statement. If you allow our mobile applications to access information about your location on your device, our mobile applications may use global positioning system (GPS) technology and other technologies of your mobile devices (such as wireless transmitters known as "beacons") to provide you with information and offers based on your location.
Beacons allow us to collect information about your location at participating properties through interaction with mobile devices in the coverage area. We may use this location information to enhance our hotel experience by sending notifications and other information to your mobile device, providing navigation assistance as you move around our hotels, and sending product information and offers, services, or activities that we think may be of interest to you. We may share this data with third-party companies, including business partners and service providers, to provide you with information, offers, and services that may be of interest to you. You can prevent or restrict the collection of location information by changing the settings in the App or by changing the settings of your mobile device.
We provide all these mobile and location-based services only to the extent permitted by law.
9. Links to third parties websites and services
10. Protection of personal information
REIKARTZ: To protect personal information from unauthorized access, disclosure, modification, or destruction and to ensure that information is properly accurate and up-to-date, REIKARTZ has a trusted team of information security professionals responsible for the creation, updating, and management of the security program. The REIKARTZ Global Information Security team is responsible for, among other things, monitoring our systems for possible attacks, responding to possible incidents, ensuring hotel information security, and regular review and updating the security controls used by our company to protect data. In addition to global information security training, our team is also responsible for monitoring our systems for possible intrusions, responding to possible incidents, ensuring hotel information security management, and regularly analyzing and updating the security controls used by our company to protect data. In the event of situations contrary to information security, our company will inform the relevant authorities and/or customers in accordance with the provisions of the legislation in force.
REIKARTZ also requires our partners and service providers to take all possible measures to protect the confidentiality of the personal information received. When trading on the Internet, we use adequate means for the technical protection of personal data provided by you on our website. Despite all these measures and efforts, we recommend you be cautious and careful against possible problems that may arise in terms of information security due to various reasons beyond the control of REIKARTZ.
To protect your privacy, do not send us payment card numbers or sensitive personal information via e-mail.
11. Transfer of personal information abroad
The hotels in the Reikartz brand portfolio are located in many countries around the world and you will be offered the same high level of service in each of them. For this purpose, you agree that we may share your personal information with other members of the Reikartz Roof brand portfolio, hotels operated by REIKARTZ, or service providers from abroad. When you stay in Reikartz branded hotels outside of Turkey, personal data related to your reservation will be transferred to REIKARTZ GRUP OTEL LİMİTED ŞİRKETİ in Turkey using the hotel management system, in accordance with data transfer agreements, where necessary in accordance with the relevant legislation. REIKARTZ may also retain a copy of your personal data where required by applicable laws or regulations. Regardless of the scope and protective power of the laws on the protection of personal data in different countries, our Company will take appropriate measures to ensure that your personal data is processed in accordance with the terms of this Statement and the requirements of the law.
12. Modification of and access to personal data
REIKARTZ may, in the cases provided for by the legislation in force, inform you about the information held about you and, if necessary, you may withdraw your consent to certain types of processing of your data and/or request that it be modified, rectified, delete your personal data and/or suspend its processing. All necessary updates and amendments will be made within the time period stipulated by the applicable legislation and in accordance with the requirements of the law. Where permitted by law, an appropriate fee may be charged to cover the costs associated with processing your request. To protect confidentiality, the response to the request will be sent to the e-mail address registered with us or otherwise provided.
REIKARTZ shall not be liable for the disclosure or loss of confidential information, provided that
- It was in the public domain before it was disclosed or lost;
- it was received from a third party before it was received by REIKARTZ;
- If disclosed with the consent of guests, hotel visitors, conference participants, and other persons;
- If disclosed at the request of public authorities or judicial authorities;
- Explicitly shared on the individual's social media accounts
- If there is explicit consent obtained during the collection of information
14. Storage of personal information
REIKARTZ retains your personal information for the period specified in the provisions of this Statement unless a longer retention period is required or otherwise provided by applicable law.
REIKARTZ acts within the framework of the legislation of the Republic of Turkey in information retention periods. REIKARTZ does not stipulate a single period for information retention periods, as information retention periods are regulated in separate legal regulations and in different frameworks in the legislation of the Republic of Turkey.
We will comply with all such retention periods and destroy your personal data as soon as possible without the possibility of recovery or reconstruction.
Paper-based personal data will be securely destroyed, for example, by shredding paper documents in a shredder, incineration, or otherwise, and electronically stored personal data will be destroyed using technical means that guarantee the impossibility of subsequent recovery or reconstruction of this data.
15. Choice of marketing communication
If you have provided us with your contact information (postal address, e-mail address, or telephone number) at your request and with your consent (where required), REIKARTZ may inform you about our products and services by inviting you to events by e-mail, online advertising, social networks, WeChat, WhatsApp, Viber, Telegram, telephone, text messages (including SMS and MMS), push notifications, internal alerts, mail, customer support, and other means.
If you prefer not to receive electronic marketing communications from us, you may opt out at any time by using the unsubscribe function in the email you receive from us. It may take up to ten business days to process your unsubscribe request. You may also notify the hotel reception in writing at check-in, during your stay at the hotel, and when you check out of the hotel of your wish not to receive text messages.
16. Declaration Changes
This Statement may be subject to changes during the process. In the event of material changes to this Statement, a link to the updated version of the Statement will appear on the main page of our website and, if you have registered for the use of any product or service, you will receive a message from our Company via the selected contact method. Any changes to the Statement will be effective as of the date the updated version is posted on the website. Your use of the Site, any of our products and services, and/or your consent to an updated Statement following such changes shall constitute your acceptance of the revised Statement, which shall become effective.
17. Data Controller and Obligations
a) To prevent unlawful processing of personal data,
b) To prevent unlawful access to personal data,
c) To ensure the preservation of personal data,
to take all necessary technical and administrative measures to ensure the appropriate level of security.
(2) In the event that personal data are processed by another natural or legal person on his/her behalf, the data controller is jointly responsible with these persons for taking the measures specified in the first paragraph.
(3) The data controller is obliged to carry out or have carried out the necessary audits in its own institution or organization in order to ensure the implementation of the provisions of this Law.
(4) Data controllers and data processors may not disclose the personal data they have learned to others in violation of the provisions of this Law and may not use them for purposes other than processing. This obligation continues even after their resignation.
(5) In case the processed personal data is obtained by others through unlawful means, the data controller shall notify the relevant person and the Personal Data Protection Board as soon as possible. If necessary, the Board may announce this situation on its website or by any other method it deems appropriate.
The data subject shall submit his/her requests regarding the implementation of this Law to the data controller in writing or by other methods to be determined by the Personal Data Protection Board.
The data controller shall finalize the requests in the application free of charge as soon as possible and within thirty days at the latest, depending on the nature of the request. However, if the transaction requires an additional cost, the fee in the tariff determined by the Board may be charged.
The data controller accepts the request or rejects it by explaining the reason and notifying the data subject in writing or electronically. If the request in the application is accepted, the data controller shall fulfill the requirement. In case the application is caused by the error of the data controller, the fee received shall be returned to the person concerned.
18. Deletion, Destruction, or Anonymization of Personal Data
Although personal data has been processed in accordance with the law, in the event that the reasons requiring its processing disappear, such data shall be deleted, destroyed, or anonymized by the data controller ex officio or upon the request of the data subject.
It is one of the obligations of the data controller to delete, destroy or anonymize personal data in cases where the reasons requiring its processing have disappeared. The application of the data subject is not required for this.
On the other hand, the data controller who has prepared a personal data storage and destruction policy within the framework of the Regulation on Deletion, Destruction, and Anonymization of Personal Data shall delete, destroy or anonymize personal data in the first periodic destruction process following the date on which the obligation to delete, destroy or anonymize personal data arises.
Deletion of personal data is the process of making personal data inaccessible and non-reusable in any way for the relevant users. The data controller is obliged to take all necessary technical and administrative measures to ensure that the deleted personal data is inaccessible and non-reusable for the relevant users.
Destruction of personal data is the process of making personal data inaccessible, unrecoverable, and unusable by anyone in any way. The data controller is obliged to take all necessary technical and administrative measures regarding the destruction of personal data.
Anonymization of personal data is the process of making personal data impossible to be associated with an identified or identifiable natural person under any circumstances, even if the personal data is matched with other data. In order for personal data to be anonymized; personal data must be rendered unrelated to an identified or identifiable natural person, even through the use of techniques appropriate for the recording medium and the relevant field of activity, such as retrieval and matching of data with other data by the data controller, recipient or groups of recipients. The data controller is obliged to take all necessary technical and administrative measures regarding the anonymization of personal data.
19. Contact us
If you have any questions regarding this Statement or REIKARTZ's use of your personal data, as well as if you would like to thank us or make a complaint, you can send a message/email to the e-mail address on our website. You will receive a reply as soon as possible.
20. Basis for REIKARTZ's Privacy Statement
You can find more detailed information about REIKARTZ's collection, use, sharing, and protection of our guests' personal data in the provisions of the Personal Data Protection Law No. 6698 and related legislation.
If you request information, you will be provided with detailed information on the protection of your personal data and our team will assist you in accessing other information.