We respect the privacy of our Guests. This document explains what personal data we process when you use www.palac-uniejow.pl, contact us or book a stay, why we do it and what rights you have. It fulfils the information obligation under Articles 13 and 14 of Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR). In the event of any discrepancy, the Polish version prevails.
1. Data controller
The controller of your personal data is Pałac Uniejów spółka z ograniczoną odpowiedzialnością, ul. Błogosławionego Bogumiła 50, 99-210 Uniejów, Poland, entered in the register of entrepreneurs of the National Court Register under KRS number 0000963907, NIP (tax ID) 8281420116, REGON 521618952 (the “Controller”, “we”).
For any matters concerning personal data you can contact us:
- by e-mail: recepcja@palac-uniejow.pl,
- by phone: +48 536 838 878,
- by post: Pałac Uniejów sp. z o.o., ul. Błogosławionego Bogumiła 50, 99-210 Uniejów, Poland.
2. Scope of this policy
This policy covers data processed through the website, the contact form, e-mail and phone correspondence, the online booking system and our social media profiles. Data processing during the stay itself (check-in, registration card, settlement of the stay) is described in a separate information notice available at the reception desk, referred to in the Hotel Regulations.
3. Purposes, legal bases and retention periods
Contact form, e-mail and phone
When you send a message via the contact form, write an e-mail or call us, we process the data you provide: name, e-mail address, phone number, the subject of the enquiry (e.g. room booking, table reservation, celebration, conference, voucher) and the content of the message.
- Purpose: replying to and handling your enquiry, including preparing an offer for a stay, celebration or event.
- Legal basis: Article 6(1)(b) GDPR where the enquiry concerns entering into a contract (e.g. a booking or an offer), and Article 6(1)(f) GDPR, i.e. our legitimate interest in corresponding with people who contact us.
- Retention: up to 12 months after the matter is closed; if a contract is concluded, for the period stated for bookings below. We keep data longer only where necessary to establish, pursue or defend claims.
Online bookings and voucher purchases
Bookings of stays and packages and voucher purchases are handled in the Profitroom booking system, which opens from the “Book your stay”, “Check availability” and “Buy a voucher” buttons. In the system you provide the data needed for the booking, including your name, e-mail address, phone number, dates of stay, number of guests, and payment and invoice details.
- Purpose: accepting and performing the booking or voucher order, contacting you about your stay, settling payments and issuing accounting documents.
- Legal basis: Article 6(1)(b) GDPR (conclusion and performance of a contract), Article 6(1)(c) GDPR (obligations under tax and accounting law) and Article 6(1)(f) GDPR (establishing, pursuing and defending claims).
- Retention: for the duration of the contract and then until the limitation period for claims expires. Accounting documents are kept for 5 years from the end of the calendar year in which the tax payment deadline expired.
If you start a booking and do not complete it, the Profitroom system may save the data you entered so that we can remind you about the unfinished booking. This is based on our legitimate interest (Article 6(1)(f) GDPR), and you may object at any time by writing to the address given in section 1.
Website statistics
With your consent, we use Google Analytics 4 (loaded via Google Tag Manager) to understand how visitors use the website, which pages are visited most often and where people planning a stay come from. The tool processes information such as device and browser data, approximate location, pages visited and clicks (e.g. on the booking button, phone number or e-mail address), as well as identifiers stored in cookies.
- Legal basis: consent (Article 6(1)(a) GDPR) given in the cookie banner. Without consent, analytics tools do not store cookies.
- Retention: data in Google Analytics is kept for no longer than 14 months. You may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
The website currently does not use advertising tools or marketing pixels (e.g. Meta Pixel, Google Ads). If we introduce them, they will run only after you consent to marketing cookies, and we will update this policy.
Website security and operation
Each time you visit the website, the server automatically records basic technical information such as your IP address, date and time, the page address and browser type. We do this to keep the website stable and secure and to protect it against abuse (Article 6(1)(f) GDPR). This data is kept for a limited time determined by the server configuration.
Social media profiles
We run Pałac Uniejów profiles on Facebook and Instagram. If you follow us, comment or send us messages, we process the data visible on your profile and in the correspondence in order to run the profile, reply to messages and inform you about our offer (Article 6(1)(f) GDPR). For profile statistics, we are joint controllers with Meta Platforms Ireland Ltd. Meta’s processing is described in that service’s privacy policy.
4. Recipients of data
We share data only with entities that help us run the hotel and the website, and only to the extent necessary. These are mainly:
- Profitroom S.A., based in Poznań – provider of the booking system, voucher sales and related booking tools,
- payment operators handling online payments in the booking system,
- cyber_Folks S.A. – provider of the servers hosting the website and of e-mail services,
- SMART WEB GROUP Sp. z o.o., based in Aleksandrów Łódzki – provider of technical support for the website,
- Google Ireland Ltd – provider of Google Analytics, Google Tag Manager, the Google map embedded on the Contact page and Google Fonts,
- providers of accounting, legal and IT services we use,
- public authorities, where required by law.
The website also loads resources from external servers (the Google map on the Contact page, Google Fonts, Profitroom scripts and an animation library from unpkg.com). When they load, your browser sends your IP address to the provider, which is necessary to display these elements.
5. Transfers outside the European Economic Area
Some providers (Google, Meta) belong to groups that may also process data in the United States. In that case the transfer is based on a European Commission adequacy decision (EU-U.S. Data Privacy Framework) or on standard contractual clauses approved by the European Commission. You can obtain a copy of the safeguards by contacting us.
6. Your rights
You have the right to:
- access your data and receive a copy,
- rectify data that is inaccurate or incomplete,
- erasure of your data,
- restriction of processing,
- data portability for data processed on the basis of a contract or consent,
- object to processing based on our legitimate interest,
- withdraw consent at any time (e.g. via the cookie settings icon in the bottom left corner of the website),
- lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warsaw, Poland.
To exercise your rights, simply write to the address given in section 1. We reply without undue delay and in any case within one month.
7. Providing data
Providing data is voluntary. However, without contact details we cannot reply to your message, and without the data required in the booking system we cannot accept a booking or sell a voucher.
8. Automated decision-making
We do not make decisions about you based solely on automated processing, including profiling, that produce legal effects or similarly significantly affect you.
9. Cookies
The website uses cookies. Details, including the list of cookies and how to change your settings, are described in the Cookie Policy.
10. Changes to this policy
We update this policy when the law, our services or the tools used on the website change. The current version is always available on this page, together with the date from which it applies.