Privacy Policy

Last updated: 1 January 2025

Trandavira LLC ("Trandavira", "we", "us" or "our") operates this website and the hotel property described on it. We act as the data controller for the personal information described in this policy. We take the confidentiality of guest information seriously — a great many of our guests travel on sensitive business, and discretion is part of the service we provide.

This policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have in relation to it. It applies to visitors to our website, to guests staying at the hotel, to individuals booking meeting and conference space, and to representatives of organisations holding a corporate account with us.

1. Information We Collect

Information You Provide Directly

Identity and contact details — your name, job title, employer, postal address, email address and telephone number.
Reservation details — arrival and departure dates, room type, number of guests, loyalty or account references, and any special requests you make.
Payment information — billing name and address, and card details processed through our payment provider. We do not store full card numbers on our own systems.
Preference information — floor preference, room type, pillow and bedding preferences, dietary requirements and accessibility needs you choose to share.
Event and meeting information — attendee numbers, room layout requirements, catering instructions and technical requirements for conference bookings.
Correspondence — the content of emails, enquiry forms, feedback and messages you send to us.
Identification documents — where required by applicable law or regulation for guest registration at check-in.

Information Collected Automatically

Technical data — IP address, browser type and version, operating system, device identifiers, screen resolution and language settings.
Usage data — pages viewed, time spent on pages, referring URLs, links clicked and navigation paths through the site.
Cookie data — information stored by cookies and similar technologies, as described in our Cookie Policy.
On-property network data — connection logs generated when you use the guest or lounge wireless network, retained for security and troubleshooting purposes.
Security footage — CCTV recordings in public areas of the property, including the entrance, lobby, lounge and valet reception. Cameras are not placed in guest rooms or in areas where privacy is reasonably expected.

Information From Third Parties

Booking intermediaries — travel agents, corporate travel management companies and online booking platforms that pass reservation details to us.
Your employer — where you travel under a corporate account, your organisation may supply your name, role, cost centre and travel authorisation details.
Payment and fraud prevention providers — transaction confirmations and risk indicators.
Analytics providers — aggregated statistics about how visitors use our website.

2. How We Use Your Information

We use personal information to:

Create, confirm, modify and manage your reservation and your stay.
Provide express check-in, valet parking, lounge access and other services you have booked.
Plan, set up and deliver conference and meeting room bookings, including catering and technical support.
Process payments, issue invoices and administer consolidated corporate account billing.
Recognise returning guests and apply stored preferences to future stays.
Respond to enquiries, complaints and feedback.
Maintain the safety and security of the property, our guests and our staff.
Comply with legal, tax, accounting and regulatory obligations.
Monitor, analyse and improve our website, services and facilities.
Send service communications and, where permitted, information about rates, packages and facilities that may be relevant to you.

3. Legal Basis for Processing

Where data protection law requires a legal basis, we rely on the following:

Performance of a contract — to deliver the accommodation, meeting space and services you or your employer have booked.
Legitimate interests — to operate and improve our business, secure the property, prevent fraud, recognise returning guests and communicate with corporate clients, balanced against your rights and expectations.
Legal obligation — to meet guest registration, tax, accounting and law enforcement requirements.
Consent — for non-essential cookies, optional marketing communications and any special category information you voluntarily provide, such as dietary or accessibility needs. Consent may be withdrawn at any time.

4. Data Sharing and Disclosure

We do not sell personal information. We share it only in the following circumstances:

Service providers — payment processors, property management and reservation system providers, IT and hosting suppliers, email delivery services, catering partners, laundry services and valet operations, each bound by contractual confidentiality and security obligations.
Corporate account holders — where you travel under your employer's account, we may disclose stay dates, room charges and ancillary spend to the account administrator for billing verification.
Booking intermediaries — confirmation and amendment details are returned to the agent or platform through which a booking was made.
Professional advisers — lawyers, auditors and insurers where necessary and under duties of confidentiality.
Authorities — law enforcement, regulators or courts where we are legally required to disclose information, or where disclosure is necessary to protect our rights, property or the safety of individuals.
Business transfers — in connection with a merger, acquisition or sale of assets, subject to equivalent protection for your information.

5. Data Retention

We keep personal information only as long as necessary for the purposes described above:

Reservation and stay records: retained for the duration of the guest relationship and for a period afterwards consistent with legitimate business needs.
Financial and invoicing records: retained for the period required by applicable tax and accounting law.
CCTV footage: retained for a short period and then automatically overwritten, unless required for an active investigation.
Website analytics and cookie data: retained for the periods described in our Cookie Policy.
Marketing contact data: retained until you unsubscribe or ask us to delete it.

When information is no longer needed, it is securely deleted or irreversibly anonymised.

6. Data Security

We maintain technical and organisational measures appropriate to the sensitivity of the information we hold. These include encryption of data in transit, access controls restricting guest records to staff who require them, segregated guest and administrative networks, physical security of the property and server equipment, regular software patching, and staff training on confidentiality and discretion. Payment card data is handled by providers operating to recognised industry security standards. No system is perfectly secure, and we cannot guarantee absolute security, but we commit to notifying affected individuals and relevant authorities of any breach as required by law.

7. Your Rights

Subject to applicable law, you have the following rights:

Access — to be told whether we hold personal information about you and to receive a copy of it, along with an explanation of how it is used.
Rectification — to have inaccurate information corrected and incomplete information completed.
Erasure — to request deletion of your information where it is no longer necessary, where consent is withdrawn, or where processing is unlawful. This right is limited where we must retain records for legal or accounting reasons.
Restriction — to ask us to pause processing while an accuracy dispute or objection is resolved.
Portability — to receive information you provided to us in a structured, commonly used, machine-readable format, and to have it transmitted to another controller where technically feasible.
Objection — to object to processing based on legitimate interests, including profiling, and to object at any time to direct marketing, which we will stop without question.
Withdrawal of consent — to withdraw consent at any time where processing is based on it, without affecting the lawfulness of processing carried out beforehand.

To exercise any right, contact us using the details on our Contact page. We may ask for information to verify your identity and will respond within the period required by applicable law. You also have the right to lodge a complaint with your local data protection supervisory authority.

8. International Transfers

Some of our service providers operate outside the country in which the hotel is located. Where personal information is transferred internationally, we ensure appropriate safeguards are in place — such as standard contractual clauses approved by the relevant authority, adequacy decisions, or equivalent protective mechanisms — so that your information continues to receive a comparable level of protection. Details of the safeguards applied to a specific transfer are available on request.

9. Children's Privacy

Our website and services are directed at business travellers and are not intended for children. We do not knowingly collect personal information from anyone under the age of 16, other than the names of accompanying minors where supplied by a parent or guardian for a booking. If you believe a child has provided us with personal information without appropriate authorisation, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this policy to reflect changes in our services, technology or legal obligations. The revised version will be posted on this page with an updated date. Where changes are material, we will provide more prominent notice, such as a notice on the website or a direct communication to guests and corporate account holders.

11. Contact Us

Questions, requests or complaints relating to this policy or to our handling of personal information should be directed to Trandavira LLC using the details provided on our Contact page. We aim to resolve all privacy matters directly and promptly.