Privacy Statement

The websites of WP Hotels & Events are managed by WP Hotels & Events BVBA (hereinafter referred to as ‘WP Hotels & Events’, ‘we’, and ‘us’). References to ‘WP Hotels & Events’, ‘we’, and ‘us’ in this statement, depending on the context, refer to WP Hotels & Events BVBA and any company linked to WP Hotels & Events BVBA collectively. Please read this privacy statement to learn more about how personal data is collected and processed by us.

When you visit or use our website, provide us with personal information, or otherwise indicate your acceptance of receiving marketing or other information from us, you agree to the terms of the privacy policy as set out below. If you do not agree with these terms, we ask that you do not visit or use our websites or provide us with personal information through other means.

In this privacy statement, we provide the most comprehensive description of our data processing activities globally. These activities may be more limited in some countries due to restrictions in their legislation. To the extent that the activities described herein are not permitted under the laws of your country, state, or province, you agree that the remaining part of this statement that is permitted will apply as far as is legally allowed.

Please note that WP Hotels & Events is not responsible for the content and privacy policies of third-party websites linked via any page on our sites.

WP Hotels & Events reserves the right to change, adapt, or improve this statement at any time.

1. What data do we collect?

When the option is given to input personal or company data, the input of this data occurs completely voluntarily. The purpose of providing this information is always specified very clearly with each query. For example, we collect the following information:

Contact details such as your name, address, email address, and phone number;
Credit card number or another payment account number, billing address, and other information related to payment and billing;
Information necessary to meet special requests (for example, health information requiring specific accommodations);
Information about your stay and/or visit, including the hotels where you stayed, arrival and departure dates, goods, services you purchased, and which restaurants and shows you attended;
Information collected through closed-circuit television, key card, and other security systems;

When you use the publicly available Wi-Fi networks of WP Hotels & Events in one of our venues or hotels, we also keep track of certain data.

Through the use of our websites, reservation centers, social media, email responses, cookies, click tracking, navigation data, and other technologies, we may collect data about you. When you voluntarily provide data to us in relation to things like loyalty programs, we also keep this data.

We also collect data obtained through third parties or contracts, contact forms, surveys, competitions, promotions, commercial activities, payment data, orders, (online) purchases, etc.

For professional customers, suppliers, or companies with whom we (may) initiate a partnership, we also keep company data such as tax number or business number, coordinates of the legal entity's contact persons (name, position, phone...) as well as of the partners and/or partners in the case. Possible interests that we can meet with our services and activities are also tracked. To actively recruit new b2b customers, we also collect data through external channels such as address managers. We then contact these potential b2b customers. Afterwards, they have the opportunity to review, improve, change or stop using their data.

If you voluntarily share sensitive information (for example, information related to your health) with us, that information will be used only as necessary to meet special requests. For example, if you voluntarily provide us with a health-related wish, we may store and use this information so that another WP Hotels & Events hotel can provide a room with the right facilities. We do not collect or store sensitive information unless it is voluntarily provided by you.

The collection of personal information is conducted in accordance with and for the purposes described in this privacy statement.

2. Why do we collect this data and how is it used?

WP Hotels & Events collects personal information about guests, visitors, and visitors to our sites and others, so we can offer experiences that meet the wishes of these individuals. We may do this for one or more of the following purposes:

To handle the agreements you make with us correctly and to meet your reservation or information requests: We use your data to meet your requests such as completing a credit card transaction or making a reservation through our reservation systems. For example, this allows us to send you a digital invoice, confirm a reservation, or deliver your tickets. We also use it to deliver marketing, information, or other newsletters to you and possibly personalize these in accordance with your preferences.
To make administrative and other notifications:We use your data to send you important information related to our sites, events, shows, changes in our terms, our policy, and other information (such as information about your reservations like a reservation confirmation). We may also use your data to determine if you are eligible for certain products, programs, improvements, events, special offers, and services from WP Hotels & Events and to inform you about this if you have given permission for it.
To organize actions:To organize sweepstakes, contests, or other marketing or promotional activities (together ‘actions’), we collect data. Participation in actions is entirely voluntary, and you have the choice whether or not to provide your personal information. If there are specific game rules for an action, you should read these carefully as they may contain additional information about the use of your data by WP Hotels & Events. To the extent that the rules of the action regarding the handling of your data conflict with this statement, the game rules of the action prevail.
To conduct surveys:We use your data to conduct or facilitate surveys and to ask you to answer surveys. Based on these surveys, we can provide better services to our guests and visitors. Filling out surveys or questionnaires is strictly voluntary.
To follow up, process, and respond to customer requests in customer service:We collect data to improve the experience of our customers. We may also pass your data to external service providers to enable these third parties to follow up, process, and respond to customer requests.
For internal business purposes:We use your data to analyze, monitor, develop new products, improve our sites and services, identify usage trends and visit patterns, determine how effective our actions are and comply with contractual obligations.
To comply with applicable law, a court order, subpoena, or legal proceeding.
Other uses:We may also use your data in other ways and purposes than described when you provide them to us with your consent.

WP Hotels & Events collects only those data deemed necessary for providing the services you wish to obtain and to exercise its rights and fulfill its obligations as otherwise described in this statement. We retain your data only as long as we need it for the purposes for which we collect it or as otherwise legally allowed.

3. What do we do with non-personal data?

WP Hotels & Events also collects non-personal data. This refers to aggregated or anonymized information, demographic information, and other information that does not reveal your specific identity.

We collect this data to analyze visit patterns, expand and improve our customer service, and for other business purposes. As you navigate through our sites, we and our service providers may collect certain non-personal information, such as your computer type, screen resolution, OS version, internet browser, and version of your internet browser, through technologies for automatically collecting such data.

Additionally, we may ask third-party tracking and advertising services to monitor and analyze the use of our sites on behalf of WP Hotels & Events by using technologies for automatically collecting this information. These third parties collect and share usage information about our sites with us at our request. In this way, we obtain anonymous information about the visitors of our sites, measure and research the effectiveness of our advertisements, track the usage of pages, and paths followed during visits to our sites and follow the use of links via our sites. We have no control over the tracking technologies of these third parties or how these might be used. If you have a question about any advertisement or other targeted content, you should contact the responsible provider directly.

4. How do we manage data databases?

Because the security of your data is important to us, WP Hotels & Events is explicitly committed to using your information in a responsible and confidential way. Therefore, we have implemented security measures that provide reasonable precautions against unauthorized access, disclosure, modification, or destruction. The data we collect from you is stored and protected by a combination of physical and electronic access controls, firewall technology, and other reasonable security measures by us and/or our service providers. Within WP Hotels & Events, the data is only accessible to authorized persons who need access to it in the performance of their duties.

Do not send us payment details or sensitive information via email or through an undefined area (for example, by entering your credit card number in a 'comments' field). If you have reason to believe that your interaction with us is no longer secure (for example, if you believe that the security of an account you hold with us has been compromised), you should immediately notify us of the suspected problem by contacting WP Hotels & Events as explained later in this statement.

5. Do we transfer data to third parties and external service providers?

We never sell or rent your data to companies or individuals who are not part of WP Hotels & Events. We consider your data to be confidential information.

However, we do rely on external processors to provide certain products and services on our behalf, including reservation services, processing and billing of (credit card) payments, IT services, customer service, email delivery services, communication and delivery of advertising and marketing material via email and direct mail, managing customer surveys and actions, administration, data analysis, and other similar services. This includes temporarily passing on data to third parties when we do not have the means to do so ourselves. If we do this, we will always ensure that your data is treated confidentially and used securely. We also record this in processing agreements. For example, this processor can never use your data on its own initiative and must delete your data as soon as it completes the assignment.

In the event of a reorganization, merger, sale, joint venture, assignment, transfer, or other disposition (including in connection with bankruptcy or similar proceedings) of all or part of the company, all or part of the assets or shares of WP Hotels & Events, we may transfer all information we have collected under this statement. Any successor, assignee, or transferee can use your data as described in this statement.

WP Hotels & Events may provide interactive services (such as message boards, forums, and blogs) that allow you to post information and material on our sites and social networks. Be aware that the information you disclose through such services becomes public information and may be available to visitors of our sites and social networks and to the general public. We urge you to act discreetly and cautiously when deciding to disclose your data, or any other information, through these services. If you choose to voluntarily disclose your data through such a forum, it may be made public and used by others for any purpose.

WP Hotels & Events may additionally disclose your data in the following cases:

When we have reason to believe that it is necessary to identify persons or entities who may harm you and/or WP Hotels & Events and/or others, contact them or take legal action against them.
When we believe that applicable law or regulation (including laws and regulations outside the country where you live) requires it.
When ordered by a subpoena, court order, or through legal channels.
To establish or exercise our legal rights, defend ourselves against legal claims, or protect our business or others.
To investigate, prevent, or take action against activities suspected to be illegal.
To investigate, prevent, or take action against situations that may pose a threat to the physical safety of persons.
When required or permitted by law.

6. You always choose the information you provide us.

You always choose whether or not to provide WP Hotels & Events with personal data. However, if you choose not to share certain data with us, it may impact some of your experiences with us.

If you have previously received newsletters or information about our products and services from us but would prefer not to receive it in the future, you can always contact us.

Please be aware that when you unsubscribe from our mailing lists by clicking on the unsubscribe link at the bottom of our mailings, your contact details are 'suppressed' rather than deleted. This ensures that your request is recorded and retained until you later provide consent to lift this. By unsubscribing in this way, you do not remove all data from our files.

7. How can you access, improve, or have your data deleted?

You have the right to access your personal information and your privacy preferences settings. You also have the right to correct or have this data deleted.

Although WP Hotels & Events will make a good faith effort to comply with your request, we may not be able to provide, delete, or change your data in all circumstances. WP Hotels & Events, for example, cannot alter, provide or delete your data if it would involve unreasonable effort or expense, or if it would require changing information regarding someone else.

Additionally, you may, under applicable law, have the right to request that we cease using your data on the grounds that such data was improperly obtained or used contrary to the law. WP Hotels & Events will comply with such requests as necessary and within the timeframes defined by applicable law, and may, when legally permitted, charge a reasonable fee to cover the costs of fulfilling your request.

All such requests must be communicated to us in writing. You will find our contact information further on in this statement.

8. What about third-party and external service provider websites?

Our websites may contain links to third-party and partner websites. WP Hotels & Events is not responsible for the privacy practices or content of these linked sites (or for a link within a linked site).

If you choose to visit a third-party site linked to our site, you do so entirely at your own risk and in accordance with the terms of use and the privacy policy of these sites. If you provide personal data through a third-party website, your data will be treated in accordance with the privacy policy of this third party.

9. Can minors use our sites?

The websites of WP Hotels & Events are not directed at minors (as defined by applicable law). We therefore request minors not to provide data through our sites.

If you believe that we have information from or about a minor under the age of 13, please contact us.

10. What do we do with cookies?

When you visit this website, cookies may be installed. A cookie is a small amount of data sent (with your approval) by the webserver to your browser and can only be read by the server that transmitted the data to you. Most browsers can tell you how to refuse new cookies, how to receive a notification when you receive a new cookie, and how to disable existing cookies. Please note that if you refuse or disable cookies, some parts of our sites may become inaccessible or not function properly.

11. How do you contact WP Hotels & Events?

Please provide your name, address, and/or email address when contacting us. You can do this by emailing info@wphotelsevents.be. Remember that email messages do not have to be always secure. Therefore never include payment details or sensitive information in your email communication with us.

You can also send a letter to the address below:

WP Hotels & Events BVBA
Hoogstraat 25
8370 Blankenberge
Belgium

Remember that if you choose to notify us by post, it may take longer for us to respond to the reported issue.

Last updated: September 6, 2022

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