Privacy Policy

GDPR MANAGEMENT OF PERSONAL DATA AT AVAVIKENS VANDRARHEM & KONFERENS:
(organization number: 556998-2845)

WHEN DO WE SAVE YOUR DATA?

If you contact us by phone of website and we consider the contact information to be relevant, then we will keep it. We base this on legitimate interest. In addition to this, we will of course save your information if you are or have been a customer with us within a reasonable period of time.

GENERAL GDPR INFORMATION:
From 25 May 2018, Avavikens Vandrarhem & Konferens complies with the European Data Protection Regulation EU 2016/679 (GDPR).
The regulation replaces previous Swedish legislation: PuL 1998:204.
We want to provide our customers with the best possible service. At the same time, the requirements of GDPR and other laws must be followed. Information about what personal data Avavikens Vandrarhem & Konferens processes, and how we protect them and your rights under GDPR is found below.

WE RELY ON THE LEGAL BASIS “AGREEMENT WITH THE DATA SUBJECT” IN OUR MANAGEMENT OF PERSONAL DATA:

Personal data is collected so that we can follow up, and fulfill legal obligations placed on the company.
We process the personal data needed to be able to handle our agreement with the customer, such as inquiries, orders, handling of orders and invoicing of accommodation, courses, lectures, events, and other services.

FUNDAMENTAL TO THE HANDLING OF PERSONAL DATA ARE:

We comply with the regulation and ensure that your rights are upheld. We can also show that we comply with the regulation.
Your data is protected by the confidentiality and rules of the employees who handle it.
We do not contact persons under the age of 18 without parental approval.
Personal data that we use is never passed on for purposes other than those we have determined and informed about.
We do not store more information or for longer than we need. All data is routinely deleted as soon as it is not used.
The requirement stating that the handling of personal data is documented and where purpose and scope is specified, does not apply to Avavikens Vandrarhem & Konferens, as we do not meet the requirements for this.
Only those employees who need your personal data to perform their work have access to them.
Should personal data still be disseminated, destroyed, or corrupted by us, both those concerned and the Data Protection Authority will be informed with a description of what has happened and what we have done to resolve the matter.

OUR HANDLING OF PERSONAL DATA

If you contact us by phone or website and we believe that the contact information is relevant, then we will keep it. When you make a booking with us, send an e-mail, or fill in a booking form via our website, we save that information to be able to assist with your booking. We accept bookings by phone, over the counter, by e-mail, and via the booking page on the internet.
The name and phone number of the customer are entered manually in the calendar, which is a base in the booking system. This calendar is saved until the end of the year and information is then removed.
Guests’ personal data, rental agreements and other related documentation are stored in binders in locked filing cabinets, where only authorized personnel have access.

Registration cards for hotel guests

When checking in at the accommodation, all adults shall sign with their name, home address, and phone number.
A family living together must register one adult. This registration card notes the number of adults and accompanying children under the age of 18 staying in the room.
Anyone under the age of 18 who enters the accommodation alone must be registered.
For group trips, only personal data is collected on the responsible leader, then noted as an attachment is the number of adults and children per room belonging to the group trip.
These registration cards are shredded after payment or termination of the contract.

For foreign hotel guests, there are special requirements for registration according to the Swedish “Utlänningsförordningen” Chapter 6 Section 13:
“The operator of a hotel, boarding house or other professional overnight rental business must ensure that foreigners provide information about themselves on a self-signed registration card” (translated from Swedish).

For foreigners, the registration card must contain: first and last name, date of birth, home address, date of arrival, and date of departure. In addition, what type of ID document presented, the number of the document and the foreigner’s signature and the date thereof must be stated.
The registration card must be kept by the person responsible for registration. The cards must be stored for three months from the day the guest was registered, and are thereafter shredded.

Corporate accommodation:

We collect personal data on registration cards with the same conditions as for hostel guests. We additionally note which company the guests belong to.
All registration cards belonging to corporate residents are stored until rental agreements and payments are completed with tenant companies. The registration cards are then shredded, and any storage of foreign guests’ information is completed according to the requirement of 3 months storage.
We do not disclose personal data to unauthorized persons, do not answer questions about whether any particular person is staying / has stayed / has booked here.
We may share information with a third party, provided that we are required to do so by law. Other than that, personal data is never disclosed to anyone else.
Additionally, we will of course save information if you are or have been a customer with us within a reasonable period of time.

IF YOU HAVE PERSONAL DATA IN OUR REGISTERS, YOU ARE ENTITLED TO THE FOLLOWING:

To receive clear information from us, e.g. when you give consent to the processing of personal data.
To request extracts to be able to see what information we process regarding you. The extract, which is free of charge, can be obtained orally, electronically, or in paper form. We will respond to you within 30 days.
If it turns out that our information about you is incorrect or incomplete, we will correct it.
You can also request that we cease certain processing of personal data, such as sending you mailings. This is not always possible because other interests may take precedence.
Contact us if you have any questions. We hope to resolve all your queries. Should you need more information, you may contact the Data Protection Authority.

DO YOU WANT TO DELETE YOUR DATA?