One of Golf Hotel Viborg's overall goals is to maintain the highest level of security for our guests, customers, suppliers, job applicants and employees. This also applies when it comes to the protection of personal data. With this policy, Golf Hotel Viborg wishes to map out in a clear and comprehensible manner how Golf Hotel Viborg handles your personal data.
Golf Hotel Viborg is the data controller.
Contact details are:
Golf Hotel Viborg
His Thousand All 2
Phone: +45 86 61 02 22
Phone: + 45 5060 0158
Golf Hotel Viborg handles all personal information in accordance with applicable personal data legislation.
Golf Hotel Viborg enters into agreements with guests, customers and suppliers regarding the delivery – purchase and sale – of various services and products.
When a guest/customer orders and buys one or more of Golf Hotel Viborg's services and as part of this submits his/her personal data to Golf Hotel Viborg, he/she also gives his/her consent to the personal data of the guest/customer/supplier being processed by Golf Hotel Viborg.
The same applies with regard to any personal data that suppliers to Golf Hotel Viborg provide to Golf Hotel Viborg in connection with making offers or entering into agreements with Golf Hotel Viborg.
Golf Hotel Viborg's collection of personal data
Personal information is collected by Golf Hotel Viborg in the following way:
- When a guest/customer – or a representative thereof – chooses to obtain an offer for and/or purchase one of Golf Hotel Viborg's services/products, or when a supplier makes an offer or sells products or services to Golf Hotel Viborg.
- From B2B market. For example, in a sales situation where a quote is requested for one of Golf Hotel Viborg's services and/or a cooperation agreement is requested.
- Through browser cookies and web beacons.
- In connection with the use of Golf Hotel Viborg's digital services.
- By participating in Danske Hoteller's bonus/advantage program and by subscribing to Danske Hoteller's newsletter.
- From social media, advertising and analysis providers as well as public records.
- Via video and TV surveillance.
Collection and processing of personal data, cf. the above, will always take place in accordance with applicable personal data laws.
Video surveillance, which is set up in various places where there is a sign stating that there is surveillance, takes place as part of crime prevention and also functions as a safety-creating measure for employees and guests.
Information that Golf Hotel Viborg collects
Golf Hotel Viborg collects the following personal data:
- Name, address, telephone number, e-mail address, date of birth and other general non-personally sensitive personal data.
- Payment card details - typically as a guarantee of a reservation and for payment of stay.
- Demographic information.
- Purchase history, including the use of Golf Hotel Viborg's app and/or other digital services.
- The use of Danske Hoteller's bonus/advantage program.
- Information from Golf Hotel Viborg's customer surveys.
- Information from any tendered competitions
- Information from Golf Hotel Viborg's social media and other digital platforms belonging to Golf Hotel Viborg.
- Browser Information.
- Information about the guest's / customer's business and relevant contacts.
- Information about the suppliers' business and information about relevant contacts and key persons including key accounts.
A guest/customer/supplier may voluntarily and at his own choice provide Golf Hotel Viborg with additional personal data that he believes may be of importance to Golf Hotel Viborg's operation/servicing of the guest/customer/supplier, or that the person concerned believes should be provided by security regards.
This can e.g. be information about:
- Special food preferences
- Other health or medicine information
- Political/religious beliefs
If a guest/customer/supplier chooses to provide such information voluntarily and of their own choosing, Golf Hotel Viborg perceives this as consent to be able to register and store this sensitive information about the person concerned.
In addition to the information that Golf Hotel Viborg receives directly from guests/customers/suppliers, Golf Hotel Viborg will in some cases obtain or process additional information that Golf Hotel Viborg has received from third parties, e.g. a travel agency, another intermediary or an employee of the company where the data subject is employed.
Where this is the case, the relevant third party is obliged to inform the relevant guests/customers/suppliers of Golf Hotel Viborg's terms and conditions as well as Golf Hotel Viborg's personal data policy. It is also the responsibility of the third party in question to ensure that there is the necessary legal basis for the collection and processing of the information in question, including obtaining any necessary consent for the processing of any sensitive information.
Payment by payment card
Golf Hotel Viborg uses Netaxept (Nets) for redeeming payments with debit and credit cards. Netaxept and Golf Hotel Viborg are approved and certified by the Bank's Payment System (www.pbs.dk).
For orders and bookings, Golf Hotel Viborg stores the information provided by the guest/customer/supplier for as long as it is deemed relevant, after which the information is deleted.
In addition to handling the order, the information provided is only used if a guest/customer/supplier e.g. contact with questions or if there is an error in the order.
What is the purpose of the collection and processing?
Golf Hotel Viborg only collects personal data that is necessary to fulfill the agreements entered into with guests/customers/suppliers regarding the provision of services, e.g. an overnight stay, or purchase/sale of products or services.
It is the content of the individual agreement/the nature of the service that determines which personal data Golf Hotel Viborg collects and processes, and which determines the purpose of the collection.
The purpose of collecting and processing personal data will primarily be:
- Processing guests'/customers' bookings and purchases of Golf Hotel Viborg's services.
- Processing suppliers' offers for - and sales - of products and services.
- Contact to the guest / customer before, during or after their stay.
- Fulfillment of the guest's / customer's request for offers or purchases of services.
- Improvement and development of Golf Hotel Viborg's services.
- Adaptation of Golf Hotel Viborg's marketing and other communications.
- Analysis of guests/customers/suppliers' user behavior and marketing towards them.
- Adaptation of Golf Hotel Viborg's business partners' communication and marketing to guests/customers/suppliers.
- Administration of guests/customers/suppliers' relationship with Golf Hotel Viborg, including possible participation in Danske Hoteller's bonus/advantage program.
- Compliance with legal requirements, eg. requirement to register overnight guests according to the Aliens Act and the Passport Order.
Authorization – the legal basis – for the processing
Golf Hotel Viborg will most often process personal data because it is necessary to fulfill an agreement with Golf Hotel Viborg to which a guest/customer or a supplier is a party. This may, for example, be in connection with hotel stays, meeting arrangements and/or handling and fulfillment of cooperation and supplier agreements.
In addition, Golf Hotel Viborg will process personal data in connection with booking prior to an overnight stay, handling of meetings, companies, conferences, etc. and prior to entering into supplier agreements.
In some cases, Golf Hotel Viborg's processing of personal data will take place as part of Golf Hotel Viborg's pursuit of a legitimate/fair interest which precedes the interests of the guest/customer/supplier (the data subject).
Such a legitimate interest can, for example, be the preparation of statistics, customer surveys, marketing and analysis of general guest/customer behaviour, which is intended to generally improve the experience at Golf Hotel Viborg and the quality of Golf Hotel Viborg's services and products.
If a guest/customer discloses special personal preferences or considerations in connection with their stay/visit at Golf Hotel Viborg, including e.g. health information, disability, religious beliefs or the like, Golf Hotel Viborg only uses the information to ensure that the guest's/customer's personal preferences, health etc. are taken into account.
In some situations, Golf Hotel Viborg receives personal data from third parties, e.g. a travel agency, an agent or the like, i.a. in connection with group bookings. When this happens, the third party in question is required to inform the guests/customers/suppliers in question about Golf Hotel Viborg's terms and conditions as well as the content of this personal data policy.
Golf Hotel Viborg is additionally according to law, cf. above under section 5, obliged to register various information about overnight guests. This information must be stored for a minimum of one year and a maximum of two years.
The data subject's rights
According to the rules in the Personal Data Regulation, the registered (customers/guests/suppliers) have different rights.
- A registered person has the right at any time to gain insight into what personal data Golf Hotel Viborg processes about the registered person.
- A registered person has the right at any time to have the personal data that Golf Hotel Viborg has about the registered person corrected and updated.
- A registered person has the right at any time to have the personal data that Golf Hotel Viborg has about the registered person deleted. If a registered person requests deletion, all the information that Golf Hotel Viborg is not legally required to store will be deleted. Deletion of the registered person's information may in some cases mean that Golf Hotel Viborg cannot fulfill any concluded agreements or provide certain services to the data subject.
If some of the information that Golf Hotel Viborg has about the data subject has been given on the basis of the data subject's consent, the data subject has the right to withdraw consent at any time, which means that the information is deleted or no longer used by Golf Hotel Viborg . This does not apply to information, cf. above, which Golf Hotel Viborg is legally obliged to store.
The possibility to request deletion etc. may, however, be limited for reasons of the protection of other people's privacy, trade secrets and intellectual property rights, as well as e.g. for the sake of the possibility of enforcing potential legal claims.
The registered person can at any time ask Golf Hotel Viborg in writing to obtain an overview of and a copy of the personal data about the registered person that Golf Hotel Viborg holds.
A written request for this must be signed by the data subject and contain his name, address, telephone number, e-mail address.
The data subject can also contact Golf Hotel Viborg if the data subject believes that his personal data is being processed in violation of the law or in violation of other legal obligations, e.g. the agreement/contract that the data subject has with Golf Hotel Viborg.
Written request is sent to Golf Hotel Viborg, see contact details above under section 1.
Golf Hotel Viborg will, as far as possible, within 1 month of receiving the data subject's written request, send it to the data subject's postal address.
If the data subject requests correction and/or deletion of his personal data, Golf Hotel Viborg will assess whether the conditions for the request have been met, and Golf Hotel Viborg will, in that case, carry out changes or deletion as soon as possible.
Golf Hotel Viborg reserves the right to reject requests which have the character of harassing repetition or which require disproportionate technical measures (e.g. development of a new IT system) or which affect the protection of other data subjects' personal data or in other situations where it will be disproportionately resource-intensive or very complicated to accommodate the request.
If you are applying for a position at Golf Hotel Viborg
Golf Hotel Viborg is the data controller for the processing of the information that is contained in applications or that appears as part of an employment process.
As part of Golf Hotel Viborg's recruitment, Golf Hotel Viborg processes the information that applicants provide in their applications, including information such as name, address, education, work experience, etc., i.e. basically only general information. It is not recommended to provide personally sensitive information, such as health information, race, religion, trade union affiliation, criminal record, etc. in the application. If Golf Hotel Viborg needs to collect and process sensitive information, e.g. criminal record, if an applicant, this will only be done with the prior consent of the applicant in question.
The personal information comes partly from the applicant, but possibly also from publicly available sources (such as Facebook and LinkedIn). Golf Hotel Viborg does not use personal profiling to make automatic decisions that can significantly affect the applicant's rights and freedoms.
The authority to process the applicant's information is found in Article 6 of the Personal Data Regulation, letter a (consent), letter b (measures prior to entering into a contract) and letter f (protection of interests).
Golf Hotel Viborg may in certain cases pass on applicants' personal data if this is required by applicable legislation or a court decision. Information can also be passed on to external recipients, including possible recruitment agencies/headhunters, accountants and data processors. Some of Golf Hotel Viborg's data processors may be located outside the EU/EEA, but all with a legal basis for transfer.
If an applicant is rejected for the job applied for, Golf Hotel Viborg stores the applicant's application and information for up to six months after the rejection, and if other positions that match the applicant's profile become available, Golf Hotel Viborg can contact the applicant in question applicant for the purpose of filling this position. Applications are thus deleted after 6 months, unless the applicant in question gives permission for Golf Hotel Viborg to save the application for a longer period of time.
Applicants always have the right to be informed of what information Golf Hotel Viborg has about the applicant. Applicants also have the right to have their information corrected if it is not correct, just as applicants have the right to object to or request deletion or restriction of the processing of the applicant's information.
If the applicant is offered employment at Golf Hotel Viborg, the information obtained in connection with the employment procedure is stored. Information about employees is processed in accordance with Golf Hotel Viborg's personal data policy for employees, which can be found in Danske Hoteller's Personnel Guide.
Golf Hotel Viborg has taken a number of technological and organizational security measures to protect applicants' personal data against manipulation, loss, etc., as well as against others gaining unauthorized access to applicants' information. Only the employees at Golf Hotel Viborg, who as part of their work need to know applicants' personal data, have access to this. Golf Hotel Viborg's security procedures are continuously revised based on the latest technological developments.
Security and sharing of personal data
Golf Hotel Viborg protects the data subject's personal data and has established guidelines that protect the data subject's personal data from unauthorized disclosure and from unauthorized persons gaining access or knowledge of it.
Only the persons/employees at Golf Hotel Viborg who, by virtue of their job function, need the personal data of the registered persons, have access to this.
Golf Hotel Viborg continuously checks that there is no unauthorized access to the registered person's personal data.
Golf Hotel Viborg continuously backs up the registered personal data.
All customer cards with personal data are anonymised in Golf Hotel Viborg's booking system after 1 year of inactivity.
In the event of a security breach, where there is a high risk of misuse of the registered person's personal data, including e.g. identity theft, financial loss, loss of reputation or other form of abuse, Golf Hotel Viborg will notify the data subjects of the security breach as soon as possible.
Golf Hotel Viborg's security procedures are continuously reassessed and updated in relation to technological developments.
Golf Hotel Viborg uses a number of external suppliers of IT services, IT systems, payment solutions, etc.
Golf Hotel Viborg enters into ongoing data processing agreements with all of Golf Hotel Viborg's suppliers, whereby it is also ensured in relation to external data processors that these maintain a necessary and high level of protection, as far as the personal data of the registered are concerned. Some of Golf Hotel Viborg's data processors may be located outside the EU/EEA, but all with a legal basis for transfer.
In order to fulfill agreements with those registered and to meet the needs of guests, customers and suppliers, Golf Hotel Viborg shares selected personal data with external suppliers such as banks, accountants, restaurants, hotels etc.
Golf Hotel Viborg is part of a group. Therefore, the personal data of the registered may also be shared and passed on internally within the group. The purpose of this sharing is to be able to provide the guest/customer/supplier with the best handling and service, regardless of which hotel or which department in the group the guest/customer/supplier uses.
Golf Hotel Viborg is in some cases legally obliged to pass on personal data or obliged to do so as a result of a decision by a public authority.
Golf Hotel Viborg deletes your personal data when Golf Hotel Viborg's legal obligation ends or when the purpose for collecting and processing the information is no longer present.
Complaints about Golf Hotel Viborg's processing of personal data can be made to the Danish Data Protection Authority, Carl Jacobsens Vej 35, 2500 Valby, telephone + 45 3319 3200 – e-mail firstname.lastname@example.org.
Updated June 22, 2023