Privacy Policy

This privacy policy is intended for users (hereinafter referred to as “users” or “you”) of the services provided by Urban Group d.o.o., the website https://www.urbanhotel.si, https://www.urbanring.si, https://www.sibon.si, https://urbancolletion.si (hereinafter referred to as the “website”), and the mobile applications URBAN BOUTIQUE HOTEL; URBAN RING HOTEL; SIBON WINE& SPA RESORT (hereinafter referred to as the “applications”), which constitute the online platform for hotel room reservations (hereinafter referred to as the “platform”). Its purpose is to inform you in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data by Urban Group d.o.o., Dolenjska cesta 242c, 1000 Ljubljana, Slovenia (hereinafter: “company”) and the rights of individuals in this area.

Urban Group d.o.o. is fully committed to compliance with the requirements of the GDPR regarding the processing of personal data.

The purpose of this privacy policy is to inform you about the categories of personal data we may collect or store about you, how we use them, with whom we share them, how we protect them, and the rights you have to your personal data.

Your privacy and the protection of your personal data are a priority for us, so we undertake to process your personal data in strict compliance with the Regulation and applicable national legislation.

This policy, together with the terms and conditions and other related documents, form the basis for the processing of all your personal data that we obtain from you when you use our products or services or otherwise contact us, so please read this document carefully to better understand the processing of your personal data. If you do not agree with this policy, please do not use our services or contact our company.

By booking a room on our website or on other websites managed by Urban Group d.o.o., you accept and consent to the processing of personal data described in this policy. In addition, you warrant that all individuals whose personal data you provide us with in connection with your reservation are aware of this policy and accept and consent to the processing of personal data described in this policy, and are willing to provide evidence of their consent at the request of the Information Commissioner.

DATA WE COLLECT:

Data you provide to us: We collect data that we obtain directly from you or that we receive from our partner when making a reservation for our services or accommodations with us for you. The data we obtain in the context of your reservation or your accommodation may include:

Your name, surname, email address, home or business address, telephone number, nationality, date and place of birth, type and number of identity document, and payment card details.

Information about your accommodation, preferences, and specific requests during your stay, such as accommodation preferences (e.g., smoking room), vegetarian menu, allergies, bed preferences, pillows, etc.

If you provide us with information about other persons, such as family members or friends, in the context of your reservation, please ensure that they are aware of this policy, accept and consent to the processing of data described in this policy, and are willing to provide evidence of their consent at the request of the Information Commissioner.

Data we obtain from elsewhere: We also obtain data about you from other persons, companies, tourist agencies, websites that are not owned by us, persons who make a reservation on your behalf (e.g., family member, company representative), your employees, or another person or company. We may also inquire about you from our partners or airlines, such as your exact arrival time, so that we can welcome you and arrange everything necessary for your arrival. We may obtain your data from social networks, especially when you comment on our social networks or write a comment about us on social networks. We collect such data in order to improve our services to all our customers.

Automatic data collection: We also collect data automatically when you visit our website or our social profiles. In this case, we mainly collect data about visitor behavior in an anonymous form (Google Analytics removes the last octet of the IP address before storing the data, which means that your IP address cannot be linked to other data that Google has; you can read more about this ). We collect this data to improve the functionality and user experience on our websites. At the same time, we may use such data for the purposes of defining trends, statistics, so that we can show you things that truly interest you. More information about this can be found in the Cookie Policy.

Security-technical measures: During your stay in our facility, we implement security-technical measures, such as video surveillance in public areas of the facility, with which we may record you to protect you and your property, other guests and their property, and our employees and their property. Security-technical measures existing in our facility cannot be carried out at the request of individual guests.

PURPOSE OF DATA COLLECTION:

We will primarily use your data for the purpose of fulfilling the service from the reservation, i.e., providing accommodation or other activities you have booked with us, and fulfilling legal requirements in connection therewith. This may include, among other things, sending a confirmation email, sending a satisfaction survey about the accommodation, and other things related to the accommodation.

Occasionally, when we have your consent or when permitted by law, we will send you emails with marketing content (e.g., about products or services that we think will be of interest to you).

We will use your data, together with the data of other guests, to determine trends and statistics that will help us evaluate and improve our products or services, plan new activities and locations, and conduct other marketing research.

Finally, we will also use your data to safeguard our legitimate business interests and rights when we are compelled to do so in connection with complaints, compliance monitoring functions, regulatory and audit purposes, and in the event of disclosures about acquisitions, mergers, or sales of the company.

MARKETING:

We will also use your data to perform marketing services, primarily by occasionally sending emails with special offers, additional benefits, and news that we offer to our customers, when we have your consent.

DISCLOSURE OF YOUR PERSONAL DATA:

We may disclose your data to:

authorized staff of the company Urban Group d.o.o. to perform the contract or services you have booked with us,

companies that are part of the company Urban Group d.o.o., so that they can operate smoothly and provide services,

selected third parties or business partners, suppliers, subcontractors (within the European Economic Area), so that they can smoothly provide accommodation services or other reservations that we have entered into with them or with you, such as IT specialists and software solution providers, and other partners who help us provide the best services. We will share data with them based on your reservation, consent, or legal basis. We may also entrust your data to business partners for marketing activities.

When selecting third parties with whom we share your personal data, Urban Group d.o.o. strictly adheres to all security measures and verifies whether the operations of the organizations to which we transmit data comply with privacy laws.

We may disclose your data to selected third parties:

if we sell or buy a company or assets; in this case, we may disclose your personal data to a potential seller or buyer of that company or assets, if we  are required to disclose or provide your data to comply with legal obligations and other agreements; or for the purpose of protecting the rights, property, or safety of Urban Group d.o.o., customers, or others. This also includes sharing information with other companies and organizations for the purpose of fraud protection and reducing credit risk.

At Urban Group d.o.o., we are aware of the importance of your personal data, so we take the matter seriously and act very carefully in this regard. Therefore, we only disclose data to partners who ensure the protection of your data. At the same time, we do not disclose data to anyone, including third parties or international organizations, unless we are required to do so to meet legal obligations or government or regulatory authority requests or fulfill our contractual obligations, for which we have obtained permission from the individual to whom the personal data relate. If government or regulatory authorities want to obtain data from us, they must do so through the legally prescribed path and obtain the appropriate and binding decisions. We will review such decisions in Urban Group d.o.o. and reject them if they are too broad or inappropriately formulated in their content or requirements.

Unless prohibited by law or in connection with the use of Urban Group d.o.o. services, there is a justified suspicion of criminal offenses, we will notify customers in advance of any intention to disclose their contact details so that they can seek appropriate assistance and protect data from disclosure.

We are also aware of the seriousness of transferring data outside the EEA. Therefore, we undertake not to transfer data outside the EEA unless that country also provides a satisfactory level of protection and appropriate security mechanisms and provided that they ensure the rights of individuals and legal liability towards individuals.

BASIS FOR PROCESSING YOUR PERSONAL DATA:

We collect your data in accordance with the law and other regulations governing the protection of personal data and the General Data Protection Regulation (GDPR). We process data when we have a proper basis for it, which includes:

consent given by you,

the need for data to fulfill the contract you have entered into with us or the services you have booked with us, including providing accommodation and related services or products,

the need for data due to legal requirements,

the use of data to provide a legitimate interest as a business, which includes operational tasks, improving our services, informing our customers about our services or products, and related benefits.

DURATION AND STORAGE:

We store your data in accordance with legal deadlines. In the case of data obtained on the basis of your consent, we store them for the duration of its validity, otherwise, we follow the limitations imposed by the purpose and legal basis. In the case of reservations that have the status of a contract, this means that we store data for five years, after which we delete them, while accounting data is stored for 10 years from the date of issue of the invoice, including personal data contained therein.

YOUR RIGHTS:

In connection with your personal data, you have certain rights based on regulations, which you can check and enforce by contacting us at info@ashotel.si. These rights include:

  • the right to the protection of personal data,
  • the right to information about what data Urban Group d.o.o. holds about you,
  • the right to access this data and to modify and supplement it,
  • the right to limit data processing,
  • the right to delete your data (subject to legal requirements),
  • the right to data portability to third parties,
  • the right to be informed in case of security breaches that may affect your privacy rights and jeopardize your data,
  • the right to refuse the use of your data for marketing purposes.

If you believe you have been a victim of a breach of the provisions, you have the right to lodge a complaint with the appropriate supervisory authority, in Slovenia, this is the Information Commissioner.

PROTECTION OF PERSONAL DATA:

We use various measures to protect your personal data to prevent intrusion, loss, unauthorized or unlawful use, or destruction. These security measures include storing data in an encrypted database, protecting our information systems with antivirus programs and firewalls.

TRANSFER OF YOUR PERSONAL DATA:

Your data is stored in databases within the EU and is therefore subject to ensuring adequate security and rights in accordance with the GDPR. If we are required to transfer data outside the EU, we do so only if that country also provides a satisfactory level of protection and appropriate security mechanisms and provided that they ensure the rights of individuals and legal liability towards individuals.

CHANGES TO THE PRIVACY POLICY:

Any changes to the privacy policy will be posted on this page and, where appropriate, communicated by email. Please check this page frequently for updates and changes to the privacy policy.

OTHER WEBSITES:

Our website may occasionally contain links to and from websites of our partner networks, advertisers, or affiliates. If you follow a link to any of these websites, please note that these websites may have their own privacy policies, and we do not accept any responsibility or liability for these policies. Before providing any personal data to these websites, please check their policies.

CONTACT:

Questions, comments, and requests regarding this privacy policy are always welcome and can be addressed to the email address sales@urbanhotel.si.