Privacy statement

Your privacy is important to us. We appreciate the trust you place in us. We therefore protect the personal information you provide to us. This document/procedure is updated periodically. It describes how we use and process your personal information and how we use cookies. It also provides information on how to contact us if you have any questions about your personal information.

1. Privacy

What personal information does Hotel Udens Duyn use?

When you make a reservation, you will be asked to provide your name, address, telephone number, email address, payment information, where applicable the names of the guests travelling with you, and your preferences regarding your stay.

When checking in, you must present a valid identity document. Our employee will then verify your identity. Due to the statutory requirement to maintain a guest register, the type and number of your identity document will be recorded. Under no circumstances will Hotel Udens Duyn retain your identity document, nor will it make a copy or digitally process your identity document.

For guests requiring care who may be eligible for reimbursement of their accommodation costs, our reception staff will consult the applicable insurance conditions using the guest’s Dutch Citizen Service Number (BSN).

Who collects the personal information used by Hotel Udens Duyn?

Our reception staff, following contact by telephone, email or through the contact forms on the website.
Contracted channels/booking websites, such as Booking.com.
Hoteliers.com, in connection with our own booking module on the website and as the contracted channel manager for all connected contracted booking websites.
The BrabantZorg customer service case manager. This concerns guests requiring care. Medical information and the care file of a guest requiring care are not shared with reception staff at Hotel Udens Duyn.

Why does Hotel Udens Duyn collect, use and share your personal information?

Reservations: We primarily use your personal information to complete your reservation. When a guest requiring care contacts the hotel directly for the first time, the guest will be referred to a BrabantZorg case manager.
Reviews: We may use your contact information to invite you, during or after your stay, to participate in an in-person or telephone-based “quality survey”. We appreciate your willingness to participate. You may, of course, always decline to participate. Any personal information you provide during this survey will only be used with your consent.
Marketing activities: We may use your information to send you future newsletters by email. You may unsubscribe from these newsletters at any time.
Other communications: There may be other occasions on which we contact you by email, post or telephone. This will depend on the contact information you have shared with us. There may be several reasons for doing so:
We may need to respond to requests you have submitted.
If you have not completed your reservation online, we may send you an email reminding you to continue with your reservation. We believe this service is useful because it allows you to continue your reservation without having to search for the accommodation again or re-enter your reservation details.
Fraud detection and prevention: We may use personal information to detect and prevent fraud and other illegal or undesirable activities.

How does Hotel Udens Duyn share your information with third parties?

Under certain circumstances, we may share your personal information with third parties.

Authorities: We may share your personal information with government bodies or authorities conducting an investigation when required by law. This may relate to a court order, subpoena, or requirements arising from legal proceedings and investigations. We may also disclose your personal information when this is strictly necessary for the prevention, detection or prosecution of criminal offences.
Business partners: This includes, for example, our contracted booking websites. We may share your personal information solely for the purpose of completing a reservation, including its payment. Our business partners are also required to safeguard your privacy.
BrabantZorg: This applies exclusively to guests receiving care from BrabantZorg. We may disclose personal information to the BrabantZorg case manager solely to enable an actual reservation to be made or to ensure that the reservation process runs efficiently. BrabantZorg, as our partner, naturally has its own responsibility to safeguard your privacy.

How long does Udens Duyn retain your personal information?

Your contact details are stored in our hotel reservation system for a maximum period of two years. This is done to simplify future reservations and the consultation of reservation history when making new reservations.
Credit card payment information, including the card number and expiry date, and your identification details are automatically removed from our system 30 days after check-out.
Claims and invoicing information is retained for the statutory period of seven years. After this period, the information will be destroyed.

How does Hotel Udens Duyn use reviews?

After a stay you have booked with us, you will receive a survey form. This form is anonymous. If you wish to contact our hotel in connection with your findings, we ask you to state your name, room number and dates of stay on the form. By completing a survey form, you agree that the information may be analysed and used to achieve quality objectives.

2. Cookies

What is a cookie?

A cookie is a small piece of data placed on your computer by a website.

Why do websites use cookies?

Websites do not have a memory. When you browse different pages of a website, you will not automatically be recognised as the same user on those pages. Cookies allow your browser to be recognised by the website. In brief, cookies are primarily used to remember the choices you make, such as your preferred language and currency. Cookies also ensure that you are recognised when you return to the website.

Do all cookies perform the same function?

No. There are different types of cookies and different ways in which cookies can be used. Cookies can be classified according to their function, lifespan and the party that places the cookies on a website.

How does Hotel Udens Duyn use cookies?

We aim to provide our visitors with an advanced and user-friendly website that automatically adapts to their needs and preferences. To achieve this, our website uses the following types of cookies:

Technical cookies: We use technical cookies to display our website to you and to ensure that the website functions correctly. These technical cookies are strictly necessary for the proper functioning of our website.
Analytical cookies: We use these cookies to understand how our visitors use the website, to identify what does and does not work, to optimise and improve the website, and to ensure that we continue to provide interesting and relevant content.

The information we collect includes the web pages you have visited, the referral or exit pages you have visited and left, the type of platform you used, your date and time format, and details such as the number of clicks you make on a particular page, your mouse and scrolling movements, the search terms you use, and the text you enter while using our website.

How can you identify Hotel Udens Duyn cookies?

You can find our cookies in your browser settings.

Does Hotel Udens Duyn use third-party cookies?

Yes. Hotel Udens Duyn uses the services of Google, a reputable and well-known online advertising and marketing company. Hotel Udens Duyn may also use third parties for analytical purposes. To provide their services, these companies must place cookies.

The service providers we use are committed to making all processes transparent to consumers and to implementing appropriate information management processes and standards.

Who has access to the information contained in Hotel Udens Duyn cookies?

Only Hotel Udens Duyn and Hoteliers.com have access to Hotel Udens Duyn cookies. Cookies placed by external companies may be viewed by those external companies.

How can you manage your cookie preferences?

In the browser settings of Internet Explorer, Safari, Firefox or Chrome, you can specify which cookies you wish to accept and which cookies you wish to reject. The exact location of these settings depends on the browser you use. Use your browser’s “Help” function to find the required settings.

3. Security

What security procedures does Hotel Udens Duyn use to ensure that your personal information is protected?

In accordance with European data protection legislation, we have robust procedures in place to prevent unauthorised use and misuse of personal information.

We use appropriate business systems and procedures to protect the personal information you provide to us. We also use security procedures and technical and physical restrictions to control access to the personal information stored on our servers. Only authorised employees have access to personal information when this is necessary for their work.

Your credit card information, where required for the reservation process, will be permanently deleted or fragmented for fraud detection purposes after check-out and settlement of the invoice. This naturally does not apply if you have indicated that you wish to save your credit card information in your personal account.
Our website has an SSL certificate. An SSL certificate is a file that provides enhanced security for data transmitted between the Hotel Udens Duyn server and an internet browser, such as Chrome or Internet Explorer. By linking a secure key to a website connection, SSL certificates allow data to be encrypted in real time so that it can be entered securely without interception by external systems.

This particularly allows login and payment information, such as passwords, credit card numbers and personal information, to be used securely.

Upon commencing employment, our employees sign an agreement confirming that they will comply with the internal regulations. Chapter 8 concerns data protection legislation and provides a detailed description of how employees must handle your personal information. A violation of these rules may result in disciplinary measures and may even lead to summary dismissal.
Data processing agreements have been concluded with our business partners. These agreements set out, among other things:
The subject matter and duration of the processing;
The nature and purpose of the processing;
The types of personal data and the categories of data subjects;
The processor’s obligation to process personal data solely on behalf of Hotel Udens Duyn and not for its own purposes or on behalf of third parties;
The obligation to implement appropriate technical and organisational security measures, including a duty of confidentiality and the restriction of access to data on a strict need-to-know basis;
The prohibition on engaging sub-processors without the consent of Hotel Udens Duyn;
Cooperation in respecting and facilitating the exercise of the rights of data subjects, including, for example, the right to have personal data corrected;
Cooperation with Privacy Impact Assessments and investigations conducted by the Dutch Data Protection Authority;
The obligation to return or erase personal data upon termination of the relationship, insofar as the processor is not subject to a statutory retention obligation.
Each employee uses a strictly personal account in our reservation system. This is linked to technical and organisational measures that make it possible to trace every transaction back to the employee concerned.
Our employees consult insurance information through VECOZO. The certificates granting access to this system are strictly personal and are even registered using the employee’s Dutch Citizen Service Number (BSN).

If, despite the measures we have taken, you believe that we have handled your personal information without due care, you have the right to submit a complaint to the Dutch Data Protection Authority.

4. Children

The services offered by Hotel Udens Duyn are not intended for children under the age of 18. The use of any of our services is permitted only with the explicit consent of a parent or guardian. If we receive information from a person under the age of 18, we reserve the right to delete it.

5. Contact

How can you manage or access the personal information you have provided to Hotel Udens Duyn?

You have the right to access the personal information we hold about you at any time.

You may visit our reception desk in person. Upon presentation of a valid identity document, you may view the personal information we hold about you.

Alternatively, you can request an overview of your personal data by sending an email to info@hoteludensduyn.nl. Enter “request for personal information” in the subject line and attach a copy of your identity document so that we can prevent unauthorised individuals from accessing your personal information.

If your personal information is incorrect, we will update it after you have notified us. You may also request that your personal information be removed from our database by sending an email to info@hoteludensduyn.nl with “request for deletion of personal data” in the subject line. However, we may be legally required to retain certain information for legal or administrative reasons.

Who is responsible for processing personal information on the Hotel Udens Duyn website?

Personal information on the website and mobile applications is processed by Hotel Udens Duyn. Hotel Udens Duyn is a foundation governed by Dutch law. If you have any comments or suggestions regarding this privacy information, please send an email to info@hoteludensduyn.nl.