3. Privacy Policy

This sets out the privacy policy applicable to the Bookassist website, mailing list and the systems of Automatic Netware Ltd. trading as Bookassist. This privacy policy explains what is being done with your personal data. Personal data (“data”) is anything that can be linked to you. Any personal data which you provide to us will be treated with appropriate standards of security and confidentiality and in accordance with the General Data Protection Regulation 2016/679 and associated national legislation.

All references to “you” or “your” mean you, the user of a Bookassist service, and all references to “we”, “us” or “our” refer to Bookassist.

What information does Bookassist collect and process about you and why?

• Online reservations and voucher purchase:
  • In order to carry out the reservation process and online voucher purchase we require all the information marked with the asterisk including your name, address, phone number, email address, recipient name (if voucher purchase) and the credit card details that shall be used to pay for the accommodation or voucher. We will collect any other data you may choose to provide, which may include special categories of personal data such as dietary requirements.
  • During the online reservation process, we will ask whether you consent to your contact details being used in the future by the accommodation provider other than in direct connection with your reservation, for example for special offers or other communications from the accommodation provider.
  • Such data is collected and processed based on our contractual obligation to perform the online reservation or voucher purchase.
• Bookassist’s Newsletter:
  • If you have subscribed to Bookassist’s Newsletter, we collect your email address to keep you informed on Bookassist news.
  • If you are subscribed, we may track your interaction with the email i.e. if you opened the email or clicked on a link, to track whether you like the content being sent. We also may collect your IP address and timestamp in order to facilitate the workings of the mailing list.
  • Such data is collected on the basis of your request and or consent to subscribe to Bookassist’s Newsletter.
• Bookassist clients:
  • Contact information is collected about our clients based on our contractual obligation to provide services to the client. This may include personal contact details, such as names, email addresses and phone numbers.
  • We may track your interaction with the email i.e. if you opened the email or clicked on a link, to track whether you like the content being sent. We also may collect your IP address and timestamp in order to facilitate the workings of the mailing list.
• On our web-site, and during the online reservation process and online voucher purchase, we may collect Cookies. Please see details of our Cookies Policy below.

How does Bookassist use the information?

• Online reservations and voucher purchase:
  • To complete or support the online reservation process or online voucher purchase process.
  • Bookassist will not contact you other than in direct connection with your reservation or voucher purchase.
• Bookassist’s Newsletter:
  • Where you subscribe to our newsletter, we may send you product updates or other news.
  • Where you subscribe to our newsletter we shall take note if you are already a client and we may or may not send you specifically targeted mail in line with your company’s preferences.
• Bookassist clients:
  • To complete or support an activity required for providing our service to you the client.
• For statistical usage in order to facilitate improvements.
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What if you do not want to provide your personal data?

• Online reservations and voucher purchase:
  • If you do not wish to provide data that is required for the online reservation process or online voucher purchase process as symbolised by the asterisk then you will not be able to proceed with the process and we advise that you contact the accommodation provider directly.
  • If you do not wish to provide data during the online reservation process or online voucher purchase process that is not required, i.e. that does not have an asterisk beside it, then you may choose to not provide such information and this shall not impact upon the process.
• Bookassist’s Newsletter:
  • If you do not wish to provide information that is requested for signing up to Bookassist’s Newsletter, then you will not receive the Newsletter. If you sign up initially and no longer wish to receive the Newsletter, you may withdraw consent at any time by unsubscribing and or contacting our Data Protection contact, see contact details above.
• Bookassist clients:
  • If you do not wish to provide any contact details, please contact Bookassist as to how you wish to be contacted.
• If you do not wish for us to collect Cookie information please see our Cookie Policy below for further details.
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Who has access to some or all of the information Bookassist collects?

• Bookassist, its parent company, its branches and its subsidiary companies.
• We use third parties to aid with data storage and back-up.
• For any email communications, including to our clients or to our newsletter subscribers, we use third parties to aid with email administration and tracking.
• If data needs to be transferred outside the EU, Bookassist shall ensure the appropriate data protection and security measures are in place.
• Certain third parties have access to your Cookies, see our Cookies Policy below for further details. Such third parties may store and process such data outside of the EU.
• Legal authorities where obligated to do so.
• Online reservations and voucher purchase:
  • If you are making an online reservation or voucher purchase for an accommodation provider via the Bookassist system, Bookassist provides the relevant data to the accommodation provider. These accommodation services may not share our Privacy Policy so be sure to also check their Privacy Policy.
  • Financial clearing services, including financial payment providers, possibly not sharing our Privacy Policy shall be given access from time to time to credit card information in order to facilitate the reservation process.
• Bookassist’s Newsletter:
  • We use third parties to aid with our marketing activities, such as our mailing list.

Is your data secure?

Yes, Bookassist has secure storage systems and processes in place.

What are your rights?

• You have the right to request access to all data Bookassist holds concerning you.
• You have the right to request rectification of any data Bookassist holds concerning you.
• You have the right to request the erasure of any data concerning you; please note that the erasure of certain data may impact on the provision of our services.
• You have the right to data portability; this means that you can request for your data to be provided in a suitable format.
• Where consent is obtained in order to collect and process certain aspects of your data, you have the right to withdraw your consent at any time, for example, you may unsubscribe from our mailing list at any time by clicking the unsubscribe button at the bottom of the email.
• You have the right to lodge a complaint with the relevant supervisory authority.

How long will we keep your data for?

• Online reservations and voucher purchase:
  • Your credit card information shall be retained for no longer than one month from your departure from the accommodation provider.
  • Your personal data, other than your credit card information, gathered via the reservation process, including your name, address, email address and phone number shall be retained for no longer than 12 months from your departure from the accommodation provider. Your booking reference number, in isolation from any other personal data, shall be retained indefinitely for statistical purposes.
  • Your personal data, other than your credit card information, gathered via online voucher purchase shall be retained for no longer than 12 months after the voucher expiry.
• Bookassist’s Newsletter:
  • Your email address is removed from the Bookassist mailing list once you have requested to unsubscribe.
  • Your personal details are completely removed from our database once you click the option that you want to be completely removed from the Bookassist database.
• Bookassist clients:
  • Any personal data that we received from our clients shall be retained for two years after the date of last invoice.
• We shall retain aggregated anonymised data indefinitely for statistical and administrative purposes.

What can you do if you have issues or want to exercise your rights?

You may contact our Data Protection contact, see contact details above.

In particular, if you believe that our websites or systems have collected incorrect information or if you would like to dispute any information, please do not hesitate to contact us