Privacy Policy for the Website of Hotel Calamus

We appreciate your interest in our website www.hotel-calamus.de (hereinafter referred to as the "Website"). The Website is operated by Alexander Schreibeisen GmbH & Co. KG (hereinafter referred to as "Hotel Calamus") and provides users (hereinafter referred to as "Users") with the opportunity to learn about available room offers, make bookings subject to availability, and contact us with inquiries.

We take the protection of personal data very seriously and comply with the data protection laws and other relevant regulations. Below, we would like to inform you, as a user of our Website, about how your data is handled and provide you with an overview of the measures we take to protect personal data.

Any consent you may have given can be withdrawn at any time with effect for the future. If you have any questions regarding the use of your personal data, please feel free to contact us.

As legal changes or changes to our internal company processes may require adjustments to this privacy policy, we kindly ask you to review this privacy policy regularly.

 

1. Controller and Scope

The controller within the meaning of the EU General Data Protection Regulation (hereinafter "GDPR") and other national data protection laws of the member states as well as other data protection regulations is:

Alexander Schreibeisen GmbH & Co. KG
Hotel Calamus
Boschstraße 4d
77694 Kehl
Phone: +49 (0)7851 6430-100
Website: www.hotel-calamus.de
Email: info@hotel-calamus.de

This privacy policy applies to the online services provided by Alexander Schreibeisen GmbH & Co. KG, Boschstraße 4d, 77694 Kehl, accessible via the domain www.hotel-calamus.de.

 

2. Data Protection Officer

The external data protection officer of the controller is:

Mühlenbrock Datenschutz Consulting
Frank Mühlenbrock
Sudetenweg 51
71139 Ehningen
Phone: +49 7034 6556 009

 

3. Principles of Data Processing

Personal data includes all information relating to an identified or identifiable natural person. This includes, for example, your name, age, address, telephone number, date of birth, email address, IP address, or user behavior. Information that cannot (or only with disproportionate effort) be linked to your person — such as anonymized data — is not considered personal data.

The processing of personal data (e.g., collection, querying, use, storage, or transfer) always requires a legal basis or your consent. Personal data that has been processed will be deleted as soon as the purpose of the processing has been fulfilled and no legal retention obligations remain.

If we process your personal data to provide certain services, we will inform you below about the specific processes, the scope and purpose of the data processing, the legal basis, and the respective storage period.

 

4. Specific Data Processing Activities

a. Provision and Use of the Website
When you access and use our Website, we collect personal data that your browser automatically transmits to our server. This information is temporarily stored in what is known as a log file. When you use our Website, we collect the following data, which are technically necessary for us to display the Website and to ensure its stability and security:

Every time a user accesses the Website or retrieves a file, the following access data about this process is stored in a log file on our server:

• Browser type and version
• Operating system used
• Referrer URL (the page visited previously)
• Hostname of the accessing computer (IP address)
• Time and date of the server request
• Transferred data volume and access status (file transferred, file not found, etc.)

These data are used in a pseudonymized form to generate internal statistics, which help us analyze Website usage, fix errors, and improve our services. No further use of the data in a personally identifiable form takes place. In particular, this data is not combined with other data sources. The data is automatically deleted after statistical evaluation. You can prevent the use of your pseudonymized data for statistical purposes at any time by disabling the storage of cookies in your browser settings (see section 7).

The legal basis for this data processing is Article 6(1)(f) GDPR. The processing of the specified personal data is necessary for providing the Website and therefore serves the legitimate interest of our company.

The temporary storage of the IP address is necessary to enable the delivery of the Website to the user’s device. For this purpose, the IP address must remain stored for the duration of the session.

Once the data is no longer required for displaying the Website, it will be deleted. The collection of data for providing the Website and its storage in log files is essential for the operation of the Website. Consequently, users have no right to object. Further storage may occur in individual cases if required by law.

 

b. Reservations, Bookings, and Voucher Purchases
Our Website allows you to make a reservation and/or booking. The following personal data will be entered into an input form and processed by us:

• First and last name
• Address
• Email address
• Phone number (if provided)
• Company (if applicable)
• Tax number (if applicable)
• Bank account or credit card details (if applicable)

To process payments, we share your payment data with the credit institution handling the payment and, if applicable, with any payment service providers commissioned by us or selected by you during the ordering process. These companies are only allowed to use your personal data for processing the transaction and not for any other purpose.

The processing of personal data for bookings or reservations is carried out pursuant to Article 6(1)(b) GDPR for the fulfillment of a contract between you and Hotel Calamus. This also applies to processing activities that are necessary to carry out pre-contractual measures.

Once the personal data is no longer required for the execution of the contract, it will be deleted. Even after the conclusion of the contract, it may be necessary to store your personal data in order to meet contractual or legal obligations. Further storage may also be required in individual cases if mandated by law.

 

c. Contact Form and Email Inquiries
We provide a form on our Website for you to contact us electronically. The personal data you enter into this form is transmitted to us. When using the contact form, the following personal data is processed:

• Email address
• First and last name
• Any additional personal data included in your message

At the time the message is sent, the following additional personal data is stored:

• IP address
• Date and time of the message

Alternatively, you can contact us via the provided email address. In that case, the personal data transmitted with the email is stored. No data will be shared with third parties. The data is used solely for handling your inquiry.

The legal basis for processing the personal data is Article 6(1)(f) GDPR. We have a legitimate interest in responding to inquiries submitted to us via email or the contact form. Furthermore, there is a legitimate interest under Article 6(1)(f) GDPR to process personal data during the sending process to prevent misuse of the contact form and to protect our IT systems.

Once your inquiry has been handled, your personal data will be deleted, unless statutory or contractual retention obligations prevent this. You may withdraw your consent to the processing of personal data at any time. If you contact us via email, you may object to the processing of your personal data at any time. In such a case, your inquiry cannot be further processed. All personal data stored during the contact process will be deleted in this case, provided no statutory or contractual retention obligations exist.

 

d. Minors
Persons under the age of 18 should not transmit any personal data to us without the consent of their parents or legal guardians. We do not request personal data from children or adolescents, do not collect such data, and do not share it with third parties.

 

5. Email Communication

a. Hotel Calamus Newsletter
By subscribing to the Hotel Calamus newsletter, the user agrees to regularly receive emails containing news, promotions, and offers from Hotel Calamus. The personal data processed for sending the newsletter will not be shared with third-party companies. This consent to the use of your email address may be withdrawn at any time with effect for the future (info@hotel-calamus.de).

 

6. Data Modification and Deletion
Hotel Calamus may, on its own initiative or upon the user’s request, complete, correct, or delete incomplete, incorrect, or outdated personal data stored in connection with the operation of this Website. If such actions are performed at the user's request, Hotel Calamus can only proceed if the user has sufficiently authenticated themselves. Authentication may be carried out by submitting a copy of a photo ID (which will be deleted immediately after verification) or by using credentials only known to the user. Without proper authentication, Hotel Calamus cannot fulfill such requests.

Hotel Calamus deletes personal data without undue delay upon the legitimate request of the data subject, provided no statutory retention obligations prevent this.

 

7. Disclosure of Personal Data to Third Parties

a. Personal data is treated confidentially and in accordance with statutory data protection regulations. Data will not be disclosed to third parties without the user’s permission unless it is necessary for processing orders, handling payments, or responding to inquiries, or if it is permitted by law. External service providers are obligated to handle data confidentially and securely and may only use such data to the extent necessary for fulfilling their tasks.

b. This particularly applies to payment processing by external service providers for the purposes of credit checks in cases of legitimate interest or non-contractual behavior. The legitimate interests of the user are respected in accordance with legal provisions.

c. Furthermore, personal data will only be disclosed if the user has given express prior consent or if such disclosure is required for the prosecution of criminal offenses. Disclosure to authorities or public institutions entitled to receive such information will only occur if required by law or by court order. Your legitimate interests will be protected in accordance with applicable data protection laws. In some cases, we may be legally obligated to disclose your data to third parties. We will comply with such requests only to the extent necessary and within the scope of our legal obligations.

d. You may withdraw any consent you have given for the disclosure of your data at any time and without providing reasons.

 

8. Data Protection

The protection of personal data is a fundamental principle at Hotel Calamus. This is ensured through the appointment of a data protection officer.

All technical, organizational, physical, and logical measures and systems related to data protection and IT security are designed to protect stored data against damage, destruction, and unauthorized access, and to ensure the key protection objectives of confidentiality, availability, and integrity.

Furthermore, Hotel Calamus takes reasonable precautions to prevent unauthorized access to users’ personal data, and to prevent unauthorized use or tampering. However, the transmission of personal data—whether in person, by phone, or over the internet—always involves risks, and no technological system can be completely immune to manipulation or sabotage.

 

9. Use of Cookies

Hotel Calamus uses so-called “cookies” (text files) and “web beacons” (graphic files) that are stored on the user’s device. These technologies help collect certain user-specific settings and technical information that can identify the user. This information shows when and how users use the Website and enables continuous improvement of the service. The use of cookies benefits users by preventing the need to repeatedly enter personal information when completing forms on the Website. The use of cookies is standard practice on many websites. Cookies are stored on the user’s device—not on the Website itself.

At the beginning of their session, users are informed about the use of cookies on the Hotel Calamus Website. Hotel Calamus uses cookies solely to read information stored by this Website on the user’s device. By using the Website or app without adjusting their browser settings, users consent to the use of cookies as described in this Privacy Policy. If users do not wish to allow cookies on their device, want to delete existing cookies, or wish to be notified when cookies are stored, they can adjust the settings of their browser or device accordingly. Detailed instructions can usually be found in the browser or device help menu.

The legal basis for processing personal data using cookies is Article 6(1)(f) GDPR. If you have granted us consent to use cookies via a notice displayed on the Website (e.g., a cookie banner), the legality of cookie use is additionally based on Article 6(1)(a) GDPR.

Most browsers are set to accept cookies by default. However, you can configure your browser to accept only certain cookies or none at all. Please note that disabling cookies in your browser settings may result in limited functionality of our Website. You can also delete cookies stored by your browser or view their expiration dates. Additionally, you can configure your browser to notify you before a cookie is stored. As browser functionalities may vary, please consult your browser's help section for information on how to adjust cookie settings.

If you would like a comprehensive overview of all third-party accesses to your browser, we recommend installing browser plug-ins specifically designed for this purpose.

 

10. Tracking and Analytics Tools

We use tracking and analytics tools to ensure the continuous optimization and user-oriented design of our websites. These tracking measures also allow us to statistically record website usage and improve our online offering based on the insights gained. The legal basis for the use of tracking and analytics tools is your consent as provided under Article 6(1)(a) GDPR via the cookie banner or in the cookie and tracking tool settings.

The following descriptions of the tracking and analytics tools also indicate the purposes of processing and the types of data processed.

a. Google Analytics and Google Firebase
Our websites use Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses “cookies”, which are text files stored on your device that allow an analysis of your website usage. The information generated by the cookie about your use of the website is generally transmitted to and stored on a Google server in the United States.

On our websites, Google Analytics has been extended with the code “gat._anonymizeIp();” to ensure the anonymized collection of IP addresses. This means that your IP address is shortened by Google within member states of the European Union or other states party to the Agreement on the European Economic Area before transmission. Only in exceptional cases is the full IP address sent to a Google server in the USA and shortened there.

Google will use this information on behalf of Hotel Calamus to evaluate your use of the website, compile reports on website activity, and provide other services related to website and internet usage to the website operator. The IP address transmitted by your browser as part of Google Analytics will not be merged with other data from Google. You can prevent the storage of cookies by adjusting your browser settings; however, please note that you may not be able to use all features of this website in full.

More information about Google Analytics can be found here: http://www.google.com/intl/de/policies/privacy/partners

 

11. Social Plugins

We use the following social plugins on our websites: Facebook and Instagram.

a. Facebook Social Plugins
Our website includes social plugins (“plugins”) from the social network www.facebook.com, operated by Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA (“Facebook”). These plugins are marked with a Facebook logo or the phrase “Facebook Social Plugin” (https://developers.facebook.com/docs/plugins/page-plugin/). When a user visits a page that contains such a plugin, their browser connects directly to Facebook servers. Facebook transmits the plugin content directly to the user's browser and integrates it into the website. Hotel Calamus has no control over the data collected by Facebook through these plugins.

By integrating the plugins, Facebook receives the information that the user has accessed the corresponding page. If the user is logged into Facebook, Facebook can associate the visit with their Facebook account. If the user clicks a “Like” button or leaves a comment, this information is transmitted directly to Facebook and stored there.

According to Facebook (https://www.facebook.com/help/186325668085084), they store the date and time of the visit, the visited website, and other technical data such as the IP address and browser data to optimize their services. For details on data collection, further processing, and how to protect your privacy, see Facebook's privacy policy: https://www.facebook.com/about/privacy/.

If you are a Facebook member and do not want Facebook to collect and link data via Hotel Calamus to your Facebook account, you must log out of Facebook before visiting our website. Even if not logged in, Facebook may still collect and store certain data.

To block Facebook plugins entirely, you can install appropriate extensions for your browser.

b. Instagram Social Plugins
Our website uses social plugins (“plugins”) from Instagram, operated by Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland. These plugins are identified by an Instagram logo, such as an “Instagram camera”.

When a user visits a page that contains such a plugin, their browser connects directly to Instagram’s servers. The content of the plugin is sent from Instagram directly to the browser and embedded into the page. This provides Instagram with the information that the user’s browser has accessed the corresponding page—even if the user does not have an Instagram account or is not logged into Instagram. This information (including the user’s IP address) is sent directly to and stored on an Instagram server in the USA.

If the user is logged into Instagram, Instagram can directly associate the visit with their Instagram account. If the user interacts with the plugin, for example by clicking the Instagram button, this information is also transmitted to Instagram and stored. It may also be published on the user’s Instagram account and shown to their contacts. Hotel Calamus has no control over the data collected by Instagram through these plugins.

For more information about Instagram's data handling and user privacy settings, see Instagram’s privacy policy: https://help.instagram.com/155833707900388/. If you do not want Instagram to associate your visit to our site with your Instagram account, log out of Instagram before visiting. You can also block Instagram plugins entirely with browser add-ons such as “NoScript” (http://noscript.net/).

 

12. Links to Other Websites

Our website may occasionally contain links to third-party websites, over which Hotel Calamus has no control. We are not responsible for the content or design of external websites linked from our site. The respective operators of those websites are solely responsible for their content and compliance with data protection regulations.

 

13. Data Subject Rights

Under the GDPR, you as a data subject have the following rights:

• Art. 15 GDPR – Right of access: You have the right to obtain information about the personal data we process about you.
• Art. 16 GDPR – Right to rectification: You have the right to request the immediate correction or completion of inaccurate personal data.
• Art. 17 GDPR – Right to erasure: You have the right to request the deletion of your personal data, provided there is no legal requirement for its retention.
• Art. 18 GDPR – Right to restriction of processing: You may request that we restrict the processing of your data under certain conditions.
• Art. 20 GDPR – Right to data portability: You may request that we provide you or a third party with your personal data in a structured, commonly used, machine-readable format.
• Art. 7(3) GDPR – Right to withdraw consent: You may withdraw your consent at any time, with effect for the future.
• Art. 77 GDPR – Right to lodge a complaint: You have the right to lodge a complaint with a supervisory authority.

 

14. Right to Object

If your personal data is processed based on legitimate interests pursuant to Art. 6(1)(f) GDPR, you have the right to object to the processing for reasons relating to your particular situation or if the objection concerns direct marketing. In the case of direct marketing, you may object at any time without giving a specific reason.

 

15. Data Security and Safeguards

We are committed to protecting your privacy and treating your personal data with confidentiality. To prevent manipulation, loss, or misuse of your data, we implement extensive technical and organizational security measures, which are regularly reviewed and updated. These include the use of recognized encryption methods (e.g., SSL or TLS).

However, due to the nature of the internet, we cannot guarantee that data protection standards will be upheld by parties outside our control. For example, data sent unencrypted by email may be intercepted by third parties. It is the user’s responsibility to protect their data, e.g., through encryption.

 

16. Changes

Hotel Calamus reserves the right to change this privacy policy or the website’s content at any time without prior notice, or to restrict or terminate access to the website.

 

17. Questions About Data Protection and Contact Information

Users may contact Hotel Calamus at any time to request corrections, blocking, or deletion of their personal data. We also provide information on what data is stored, its origin, recipients, and the purpose of storage.

For data protection inquiries, please contact:
Alexander Schreibeisen GmbH & Co. KG
Boschstraße 4d
77694 Kehl
Phone: +49 7851 6430-100
Website: www.hotel-calamus.de
Email: info@calamus-areal.de