PRIVACY POLICY

At Hotelbeds, we are concerned about your privacy. This policy describes what, why and how we collect and use your personal data, how we protect it and how you can get in touch with us.
More to the point, this policy regulates the processing of data carried out by Beds On Line, S.L.U., a business founded pursuant to Spanish legislation, with registered address at Complejo Mirall Balear, Camí de Son Fangos, 100, Torre A, 5ª Planta, 3A-4A, 07007 Palma de Mallorca, Spain, and with tax code B-28931681 and registered with the Companies Registry of Majorca on page PM-37642, volume 1825, folio 157 (hereinafter, “BEDSONLINE”), as the controller of your data and a company of Hotelbeds, through this website (hereinafter, the “Website”). 
BEDSONLINE is recognized as a travel agency and holds the appropriate qualification/license, with number BAL 449 M/D issued by the Balearic Islands Government Ministry of Tourism (Spain).
This policy covers the processing of personal data of (i) representatives of travel agencies that are clients and/or potential clients, and (ii) candidates who wish to be future employees who access or transmit information through the Website. Therefore, this policy provides information regarding the processing of data with respect to the different categories of data subjects previously indicated. 

If you are a user that does not fit into any of the categories listed above, please refrain from contacting or providing your personal data to BEDSONLINE. In any case, you are informed that, if you contact BEDSONLINE outside of the aforementioned cases, your data will be automatically deleted.

1. What are the purposes and lawful basis of the processing of your data carried out by BEDSONLINE? 

The data that BEDSONLINE requests or may request from you is necessary for the purposes described in this policy and failure to provide it may lead BEDSONLINE to be unable to contact you or manage your requests. 

BEDSONLINE reserves the right not to respond or process requests that do not include all the data that is requested.
By providing BEDSONLINE with your data, you guarantee the veracity of the same and accept that BEDSONLINE may periodically request the review and update of personal data that you keep.

1.1. In the event that you represent a travel agency that is a client or potential client of BEDSONLINE

On this Website, you can find information that may be useful in order to learn about the services offered by BEDSONLINE to the travel agency you represent. In this sense, BEDSONLINE will only request you and, therefore, will process the necessary data to provide the travel agency you represent with the services said agency contracted or to be able to initiate and maintain a commercial and/or contractual relationship with the agency you represent.
More to the point, the purposes for which your data may be processed by BEDSONLINE and the lawful basis for that processing is as follows:
i.    Performance of a contract between the travel agency you present and BEDSONLINE or application of pre-contractual measures:

a.    Manage the contractual relationship with the travel agency you represent and ensure the provision of the contracted products and services, which includes accommodation, transfers, excursions, tickets, vehicle hire and other receptive tourism services offered and/or managed by BEDSONLINE, as well as the service quality, billing, brokering, administering, collection and withdrawal of the same.
b.    Manage the commercial relationship with potential clients, attending to requests for information on products and services offered and/or managed by BEDSONLINE.
c.    Manage and process any legal claims, out-of-court claims and insurance claims received by BEDSONLINE in relation to the travel agency you represent.

ii.    Legitimate interests of BEDSONLINE:

Carry out commercial communications related to products and services similar to those contracted by the travel agency you represent. In this case, the legitimate interest of BEDSONLINE would be to carry out direct marketing activities aimed at its clients, in accordance with Recital 47 of the General Data Protection Regulation. 

1.2. In the event that you are a candidate to be an employee of BEDSONLINE and contact BEDSONLINE through this Website

Through this Website, you can contact BEDSONLINE in case you wish to submit your CV to participate in the selection processes that could be eventually carried out to incorporate new personnel to the company. For this purpose, BEDSONLINE will request and, therefore, process the necessary data to manage your possible participation in selection processes, as well as to keep you informed of the possible selection processes in which you could fit in the future. 
More to the point, the purposes for which your data may be processed BEDSONLINE and the lawful basis for that processing is as follows:
i.    Performance of a contract between you and BEDSONLINE or application of pre-contractual measures:

a.    Manage the personnel selection process of BEDSONLINE, which will include the revision of the Curriculum Vitae and the conduct of personal interviews.
b.    Formalize the contractual relationship, which will include the contracting process and signature of contracts and labor agreements.

1.4. Data processing coupled with mere navigation through the Website

In order to improve our services, to provide you with more relevant content and to analyze how visitors use this Website, we may use technologies, such as cookies or tracking software. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies.  Nevertheless, when said technologies are personally identifiable, BEDSONLINE will process your personal data based on our legitimate interest of providing you with the best service on the Website and in the evaluation, improvement and simplification of the performance of our Website.
Regarding the use of cookies on this Website, please note that the same are small pieces of information stored by your browser on your computer's hard drive. They enable you to navigate on this Website and allow us to provide features such as remembering aspects of your last search to make subsequent searches faster. You can delete cookies if you wish, as better detailed in our cookie policy. While certain cookies are necessary for viewing and navigating on this Website, most of the features will be still accessible without cookies.
For more information on how we use cookies and how you can remove them, read our Cookie Policy available at BEDSONLINE.COM.

2. Who are the third parties to which your personal data may be shared?

The personal data that you provide to BEDSONLINE may be communicated to the following categories of recipients:
- Third parties to which BEDSONLINE is obliged to transmit information, such as public authorities, in order to comply with the requirements of said authorities and the applicable regulations, as the case may be.
- Parties with which BEDSONLINE collaborate to provide specific accommodation, transfers, excursions, tickets, vehicle hire and other receptive tourism services (notably, concierge services).
- Companies that are part of the Hotelbeds, with the purpose of being able to properly manage and optimize your contractual relationship as a result of the centralization of administrative and computer processes existing within the Hotelbeds (whose relation you may consult on our webpage https://corporate.hotelbeds.com/our-brands).
In addition, we inform you that the Hotelbeds can count on companies outside the European Union. In those cases, BEDSONLINE, as a company of Hotelbeds, requires that these companies comply with the measures designed to protect personal data established in a binding contract, except in cases where the European Commission has determined that the country where said companies are located provide for an adequate level of protection of personal data. 
Apart from the above communications, BEDSONLINE may also work with service providers that may have access to your personal data and that process the aforementioned data in the name and on behalf of BEDSONLINE as a result of the provision of specific accommodation, transfers, excursions, tickets, vehicle hire and other receptive tourism services. In this sense, BEDSONLINE has entered into the corresponding data processing agreements with each of the suppliers that provide services to BEDSONLINE, with the aim of guaranteeing that said suppliers will process your data in accordance with the rules laid down in current legislation and in compliance with Article 28 of the GDPR.
Specifically, the aforementioned service providers of BEDSONLINE are included, by means of example but not limited to the following sectors: concierge, travel and leisure, logistics, legal services, training services, medical services, maintenance, transport, call centers, incident management, technology and IT services.
Finally, should you wish, you may obtain a copy of the complete measures required by BEDSONLINE to ensure compliance with applicable laws and regulations by contacting our Data Protection Officer by the contact details indicated below.

3. How does BEDSONLINE protect your data?

BEDSONLINE has appropriate policies and has put into place technical and organizational measures to safeguard and protect your personal data against illegal or unauthorized access, loss or accidental destruction, damage, use and illegal or unauthorized disclosure.
At BEDSONLINE, we will also take all reasonable precautions to ensure that our staff and employees who have access to your personal data have received adequate training.
In any case, please note that any transmission of data through the Internet is not completely secure and, as such, must be carried out at your own risk. Although we will do our best to protect your personal data, BEDSONLINE cannot guarantee the security of the personal data transmitted through this Website.

4. For how long does BEDSONLINE keep your data?

The retention period of your data will be determined according to the duration of your contractual relationship with BEDSONLINE and the deadlines defined by law. In this sense, the criteria that BEDSONLINE uses to set the terms of retention of your data have been determined in accordance with the requirements established in the applicable legislation, regulations and guidelines, as well as the operational requirements of BEDSONLINE  related to the correct management of the relationship with its customers.
In this sense, your data will be stored while you maintain any kind of commercial or contractual relationship with BEDSONLINE. After said relationship ceases, your personal data will be erased at the time that all the necessary actions, and administrative managements, have been carried out in order to manage and give by conclude any obligation that may remain between you and BEDSONLINE. 
Notwithstanding the foregoing, your data will be stored, duly blocked, as long as responsibilities for the execution of our contractual or pre-contractual relationship may be derived, as well as for the fulfilment of other legal obligations in charge of BEDSONLINE. On this matter, BEDSONLINE guarantees that it will not process the data unless it is necessary for the formulation, exercise or defense of claims, or, when this is required in order to facilitate them to the Public Administration, Judges and Courts during the prescription period of their rights or legal obligations.

5. How can you exercise the rights over your personal data?

You may exercise your rights of access, rectification, erasure, objection, limitation and portability, as well as to withdrawal at any time any consents you may have previously given us, by mail to Beds On Line, S.L.U., at Complejo Mirall Balear, Camí de Son Fangos, 100, Torre A, 5ª Planta, 3A-4A, 07007 Palma de Mallorca, Spain or by sending an email to dataprotection@hotelbeds.com. Should you wish, you may also contact our Data Protection Officer as the contact details indicated below. 
Furthermore, if appropriate, you can lodge a claim to the Spanish Data Protection Authority, especially if you consider that we have not adequately addressed your rights, by accessing www.aepd.es or at the address Calle Jorge Juan, 6, 28001, Madrid.

6. How can you contact us? 

If you have questions or comments in relation to data protection matters, you may contact our Data Protection Officer, which contact details are as follows: dataprotection@hotelbeds.com.
Last update: 11.06.2019
 

Navigational Information    

7. Cookies

BEDSONLINE and its use cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole.
We use "cookies" to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web server. Cookies are not used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a Web server in the domain that issued the cookie to you. One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize pages on our Websites, or register for the Subscription Service, a cookie helps us to recall your specific information on subsequent visits. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the customized features.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the Hotel beds Subscription Service or Websites you visit. Bedsonline keeps track of the Websites and pages you visit within Bedsonline, in order to determine what portion of the Bedsonline Website or Subscription Service is the most popular or most used. This data is used to deliver customized content and promotions within the Hotel beds Website and Subscription Service to customers whose behavior indicates that they are interested in a particular subject area.

Log Files    

We may collect demographic information, such as your ZIP code, age, gender, preferences, interests and favorites using log files that are not associated with your name or other personal information. There is also information about your computer hardware and software that is automatically collected by us. This information can include: your IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, clickstream data, access times and referring website addresses. This information is used by Bedsonline for the operation of the Subscription Service, to maintain quality of the Subscription Service, and to provide general statistics regarding use of the Bedsonline Website. For these purposes, we do link this automatically-collected data to Personal Information such as name, email address, address, and phone number.

Clear Gifs (Web Beacons/Web Bugs)    

We employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), that help us better manage the Website and Subscription Service by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users.  In contrast to cookies, which are stored on a user's computer hard drive, clear gifs are embedded invisibly on Web pages or in emails and are about the size of the period at the end of this sentence. We use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients.  This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns. We tie the information gathered by clear gifs in emails to our customers' Personal Information. If you would like to opt-out of these emails, please see "Opting Out and Unsubscribing".

Third Party Tracking Technologies       

The use of cookies and web beacons by any tracking utility company is not covered by our Privacy Policy. We do not have access or control over these third party tracking technologies.

OUR COOKIES

Category / Type

Name of cookie

Purpose

Basic function of page

(session).

JSESSIONID

Stores your active session so that when you return you can continue with your booking process.

Basic function of page

(session).

AlteonP

A cookie that helps to distribute the pages that we show from our servers in an efficient way.

 

Basic function of page

(session).

 

siteCode

Determines the name of the Whitelabel used when the user browses using a Whitelabel sub/domain.

THIRD PARTY COOKIES

 

Category / Type

Name of cookie

Purpose

Analysis of website

Google/Tag Manager

These cookies are used to monitor the traffic of BEDSONLINE’s website. This helps us to understand how visitors use the site. It helps us to identify potential problems and to make BEDSONLINE’s website as easy to use as possible.

Analysis of website

Marketo

These cookies are used to monitor the traffic of BEDSONLINE’s website. This helps us to understand how visitors use the site. It helps us to identify potential problems and to make BEDSONLINE’s website as easy to use as possible.

 

Video streaming

Vzaar

 

These cookies are used to monitor the use of the video (number of plays; unique visitors). It will record preferred volume, whether subtitles are enabled and whether it's the first use of a vzaar player. It may also contain an approximation of the user's available bandwidth. https://vzaar.com/help/kb/video-players/cookies-and-the-vzaar-player

 

 

Some of our websites and emails with HTML format may use markers and/or cookies to compile statistics regarding the usage of BEDSONLINE. One web marker is an image placed in the message to inform BEDSONLINE that said message has been viewed, with the sole purpose of compiling usage statistics.

Opting Out and Unsubscribing 

To Unsubscribe From Our Communications

You may unsubscribe from our marketing communications by clicking on the "unsubscribe" link located on the bottom of our e-mails, or by sending us email us at dataprotection@hotelbeds.com, or by sending us postal mail to Bedsonline, address, Complejo Mirall Balear, Camí de Son Fangos, 100, Torre A, 5ª Planta, 3A-4A, 07007 Palma de Mallorca, Spain, and Attention: Privacy. Customers cannot opt out of receiving transactional emails related to their account with us or the Subscription Service.