Privacy Notice

Last Updated: May 24th, 2018

At AXION ESTI P.C., we are committed to protecting and respecting your privacy. Please read this notice as it contains important information about how we use personal data that we collect from you or that you provide to us.

Information & Consent

This Privacy Notice describes how we collect, use, process, and disclose your information, including personal information about you (hereinafter, the “User”), in conjunction with your access to and use of our booking system.

By reading this Privacy Notice, the user is hereby informed on how we collect, process and protect personal data furnished through the booking engine.

The User must carefully read this Privacy Notice, which has been written clearly and simply, to facilitate its understanding, and to freely and voluntarily determine whether they wish to provide their personal data, or those of third parties, to AXION ESTI P.C..

When this notice mentions “booking system,” “booking engine,” “system,” “website,” “platform,” “app,” “webapp,” “services,” “online services,” it refers to all pages and functions under https://ionianreserve.reserve-online.net/ unless specified otherwise.

By accessing the platform or providing information, you agree to our privacy practices as set out in this privacy statement. We may change this notice from time to time. You should check this notice frequently to ensure you are aware of the most recent version.

Identity

When this notice mentions “we,” “us,” or “our,”, “data controller,”, “controller,”, it refers to AXION ESTI P.C..

Data Controller

AXION ESTI P.C. operates this booking system through a data processor, as explained below. For the purposes of the General Data Protection Regulation (“GDPR”) (EU) 2016/679, we are the Data Controller. There is a strict contractual framework between the data controller and the data processor for the protection of your personal information. We are:

Ionian Reserve “AXION ESTI P.C.”
Antipata Erissos
28084, Kefalonia
GR

Data Processor

WebHotelier operates this booking system on behalf of AXION ESTI P.C. and is committed to protecting the privacy of the users of this system. WebHotelier is:

WebHotelier Technologies Ltd
Mnasiadou 9 (Demokritos Building, Office 16)
1065 Nicosia
Cyprus

For the purposes of the GDPR, where WebHotelier processes your personal data on behalf of AXION ESTI P.C., WebHotelier is the the Data Processor. When this notice mentions “data processor,” “processor,” “WebHotelier,” it refers to WebHotelier Technologies Ltd.

WebHotelier is a certified PCI-DSS Level 2 Service Provider audited monthly by Trustwave.

The User may contact WebHotelier's Data Protection Officer:

Data Protection Officer
dpo@webhotelier.net

Obligatory nature of providing the data

The data requested in the forms accessible from the booking engine are, in general, mandatory (unless specified otherwise in the required field) to meet the stated purposes. Accordingly, if they are not provided or are not provided correctly, we will be unable to process the request.

Personal data we collect and process

This will include:

  • personal information about you which we ask you for (e.g. your name, address, and email address) when you make a booking from our booking engine;
  • financial details in order to process your booking when we require pre-payment;
  • details of transactions you carry out through our booking engine and details of the fulfilment of your orders.
  • our data processor may only collect and process personal data collected and/or processed on behalf of us in accordance with our instructions. WebHotelier cannot process it in any other way or for any other purpose.

We grant permission to our data processor:

  • to use your personal information for reserving rooms and/or other services for you at AXION ESTI P.C.;
  • to pass on your financial details to AXION ESTI P.C. and/or appropriate third party (for example, credit card company) for the purpose of confirming or paying for a booking;
  • to use your information for marketing purposes (where you explicitly agree to this); and
  • to pre-complete forms and other details on our website to make your next visit to our booking engine easier (e.g. when amending or cancelling a booking).

Social Login:

In the event of registration and/or access through a third-party account, we may collect and access certain information of the User’s profile from the corresponding social network, solely for internal administrative purposes and/or for the purposes indicated above.

Third-party data (e.g. book for a friend)

In the event that the User provides third-party data, they declare that they have the third party’s consent and undertake to provide the interested party -the data holder- with the information contained in this Privacy Notice, duly exonerating us and our data processor from any liability in this regard. However, we may carry out the necessary verifications to verify this fact, adopting the corresponding due diligence measures, in accordance with the data protection regulations.

Sensitive Data

Unless specifically requested, we ask that you not send us, and you not disclose, on or through the Services or otherwise to us, any Sensitive Personal Data (e.g., social security numbers, national identification number, data related to racial or ethnic origin, political opinions, religion, ideological or other beliefs, health, biometrics or genetic characteristics, criminal background, trade union membership, or administrative or criminal proceedings and sanctions).

Use of Services by Minors

The Services are not directed to individuals under the age of sixteen (16), and we request that they not provide Personal Data through the Services.

Purpose of processing personal data

Depending on the User’s requests, the personal data collected will be processed in accordance with the following purposes:

  • To manage the bookings made, including payment management (where applicable) and the management of the user’s requests and preferences.
  • To manage registration in loyalty or membership programs, as well as obtaining and redeeming points.
  • To manage the User’s contact requests with us through the channels provided to this end.
  • To manage the sending of personalised commercial communications from us, by electronic and/or conventional means, in cases in which the User expressly consents.
  • To manage the provision of the contracted accommodation service, as well as additional services.
  • To manage surveys and/or evaluations regarding the quality of the services provided by us and/or the perception of its image as a company.

Data Retention

We will retain your Personal Data for the period necessary to fulfill the purposes outlined in this Privacy Notice unless a longer retention period is required or permitted by law or if the User requests their withdrawal from us, opposes or revokes their consent.

The criteria used to determine our retention periods include:

  • The length of time we have an ongoing relationship with you and provide the Services to you (for example, for as long as you have an account with us or keep using the Services or if you have a booking that has not yet been fulfilled)
  • Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them)
  • Whether retention is advisable considering our legal position (such as, for statutes of limitations, litigation or regulatory investigations)

Legitimate interest for processing your data

The data processing required in fulfilment of the aforementioned purposes that require the User’s consent cannot be undertaken without said consent.

Likewise, in the event that the User withdraws their consent to any of the processing, this will not affect the legality of the processing carried out previously.

To revoke such consent, the User may contact us through the appropriate channels.

By the same token, in those cases in which it is necessary to process the User’s data for the fulfilment of a legal obligation or for the execution of the existing contractual relationship between us and the User, the processing would be legitimized as it is necessary for compliance with said purposes.

Data Disclosure

We will use and disclose Personal Data as we believe to be necessary or appropriate:

  • to comply with applicable law, including laws outside your country of residence;
  • to comply with legal process;
  • to respond to requests from public and government authorities, including authorities outside your country of residence and to meet national security or law enforcement requirements;
  • to enforce our terms and conditions;
  • to protect our operations;
  • to protect the rights, privacy, safety or property of our own, you or others; and
  • to allow us to pursue available remedies or limit the damages that we may sustain.

We may use and disclose Other Data for any purpose, except where we are not allowed to under applicable law. In some instances, we may combine Other Data with Personal Data (such as combining your name with your location). If we do, we will treat the combined data as Personal Data as long as it is combined.

International transfers of personal data

We may transfer your personal information to our data processor(s) or/and sub-processor(s) based outside of the EEA for the purposes described in this notice. If we do this, your personal information will continue to be subject to one or more appropriate safeguards set out in the law. These might be the use of model contracts in a form approved by regulators, or having our suppliers sign up to an independent privacy scheme approved by regulators (like the US ‘ Privacy Shield’ scheme).

Our data is stored in the cloud using Amazon Web Services in N. Virginia, USA and in Frankfurt, Germany. If you are accessing any of our systems from outside the USA, you acknowledge that your personal information may be transferred to the USA, a jurisdiction which may have different privacy and data security protections from those of your own jurisdiction, to be processed and stored.

User's Responsibility

The User:

Guarantees that they are of legal age or legally emancipated, where applicable, fully capable, and that the information furnished to us is true, accurate, complete and up-to-date. For these purposes, the User is responsible for the truthfulness of all the data communicated and will keep the information updated, so that said data reflects their actual situation.

Guarantees that he/she has informed third parties on whose behalf he/she has provided data, where applicable, of the aspects contained in this document. Also guarantees that he/she has obtained the third party’s authorisation to provide their data to us for the purposes indicated.

Will be responsible for false or inaccurate information provided through the Website and for damages, whether direct or indirect, that this may cause to us or third parties.

Exercise of Rights

The User may contact us at any time free of charge, to:

  • To obtain confirmation about whether or not personal data concerning the User are being processed by us.
  • To access their personal details.
  • To rectify any inaccurate or incomplete data.
  • To request the deletion of their personal data when, among other reasons, the data are no longer necessary for the purposes for which they were collected.
  • To confirm revocation of consent.
  • To obtain from us the limitation of data processing when any of the conditions provided in the data protection regulations are met.
  • To request the portability of your data.

Likewise, the user is informed that at any time he/she may file a complaint regarding the protection of their personal data before the competent Data Protection Authority.

Security Measures

We will process the User’s data at all times in an absolute confidential way and maintaining the mandatory duty to secrecy with regard to said data, in accordance with the provisions set out in applicable regulations, and to this end adopting the measures of a technical and organisational nature required to guarantee the security of their data and prevent them from being altered, lost, processed or accessed illegally, depending on the state of the technology, the nature of the stored data and the risks to which they are exposed.

Privacy Policy of Ionian Reserve

Welcome to the Privacy Policy of Ionian Reserve.

At Ionian Reserve, we are committed to safeguarding the privacy, integrity, and security of the personal information of our customers and anyone who contacts us. This Privacy Policy outlines how we manage and use personal information and ensure compliance with relevant data protection laws. Please read this policy carefully to understand how we collect, use, and protect your personal information.

About Ionian Reserve

This Privacy Policy applies to the personal information collected and processed by Ionian Reserve.

Data Controller

Under applicable data protection laws, Ionian Reserve is the entity responsible for your personal information. You can find our contact details in the "How to Contact Us" section below.

Definitions

  • Customer: An individual who books a stay or uses any of our services.
  • Contact: An individual who makes an inquiry, contacts us through our website or in person, sends a letter, calls, emails, enters a competition run by us, or uses Wi-Fi services at one of our properties, without being a customer.

When we use the terms "we," "us," or "our," we refer to Ionian Reserve. "You" and "your" refer to our customers (guests) and contacts.

Personal Information We Collect and Use

Customers

We collect and process the following personal information about our customers:

  • Data collected: Name, email address, postal address, phone number, date of birth, bank account details, payment card information, booking history, transactional data, usage of our services, and marketing preferences.
  • Collection methods: Via phone, email, post, our website, or in person.
  • Purpose of processing: To fulfill bookings, provide requested services or facilities, collect payments, manage our relationship with you, send pre-arrival information, comply with legal obligations, and protect health or well-being.
  • Legal basis: Performance of a contract, legal obligations, legitimate interests in pursuing and developing our business, consent, and protection of vital interests.

Contacts

We may collect and process the following personal information about our contacts:

Data collected: Name, email address, postal address, phone number, date of birth, and marketing preferences.

Collection methods: Provided through various channels, including phone, email, post, our website, or in person.

Purpose of processing: For marketing, communication, and improving our services.

Legal basis: Consent, legitimate interests in pursuing and developing our business, legal obligations, and protection of vital interests.

If we rely on your consent to process your personal information, you can withdraw it at any time by contacting us using the details provided under "How to Contact Us" below.

Failure to Provide Personal Information

If you do not provide personal data when requested, we may not be able to fulfill our contractual obligations to you, which could result in the cancellation of services. We will notify you if this is the case.

Sharing Your Personal Information

We do not share your personal information with third parties unless required by law or under specific circumstances:

  • With companies within the Ionian Reserve group.
  • With third-party service providers who act as data processors.
  • With professional advisers (lawyers, bankers, auditors, etc.).
  • If required by government bodies, regulators, or authorities.
  • In the event of a business sale or restructuring, to prospective or actual buyers.

We do not allow third-party service providers to use your personal data for their own purposes; they may only process it in accordance with our instructions.

International Data Transfers

We do not currently transfer your personal data outside the European Economic Area (EEA). If a transfer becomes necessary, we will ensure an adequate level of protection for your data by:

  1. Transferring data only to countries deemed to provide adequate protection.
  2. Implementing specific contracts approved by relevant regulators.
  3. Transferring data to US entities registered with the Privacy Shield or equivalent scheme.

Data Security

We have implemented appropriate security measures to prevent unauthorized access, use, alteration, or disclosure of your personal data. Access to your data is restricted to employees, agents, and contractors with a legitimate business need. We also have procedures in place to handle any suspected data breach, and we will notify you and relevant authorities as required by law.

Data Retention

We will retain your personal information only as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. If you request the erasure of your data, we will comply, subject to any legal or regulatory obligations to retain it. We may anonymize data for research or statistical purposes, in which case it is no longer associated with you and may be used indefinitely.

Your Rights

You have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of any inaccurate or incomplete personal data.
  • Erasure: Request deletion of your personal data if there is no legal reason for us to continue processing it.
  • Objection: Object to processing based on legitimate interests or for direct marketing purposes.
  • Restriction: Request suspension of data processing in certain circumstances.
  • Transfer: Request the transfer of your personal data to a third party or to yourself in a structured, commonly used, machine-readable format.
  • Withdrawal of Consent: Withdraw your consent for processing at any time.

To exercise any of these rights, please contact us using the details provided below. We may need to request additional information to verify your identity. We aim to respond to all legitimate requests within one month.

Changes to This Policy

We may update this Privacy Policy periodically in response to changes in the law or business requirements. Please check this page regularly for updates.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices. We recommend reviewing the privacy policy of every website you visit.

How to Contact Us

If you have any questions or wish to exercise your rights, please contact us:

By Post: Touliata, Kefalonia Island, 28084, Greece
By Email: info@ionianreserve.com
By Phone: +30 6985617290 & +30 2674023815