Privacy Notice

Last Updated: May 24th, 2018

At Volta Hotel Akosombo, 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 Volta Hotel Akosombo.

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://voltahotelakosombo.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 Volta Hotel Akosombo.

Data Controller

Volta Hotel Akosombo 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:

Volta Hotel Akosombo
Akosombo Comm 1
00233, Akosombo
GH

The User may contact our Data Protection Officer:

Data Protection Officer
dellasie.seddoh@voltahotel.com.gh

Data Processor

WebHotelier operates this booking system on behalf of Volta Hotel Akosombo and is committed to protecting the privacy of the users of this system. WebHotelier is:

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

For the purposes of the GDPR, where WebHotelier processes your personal data on behalf of Volta Hotel Akosombo, WebHotelier is the the Data Processor. When this notice mentions “data processor,” “processor,” “WebHotelier,” it refers to WebHotelier Technologies Limited.

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 Volta Hotel Akosombo;
  • to pass on your financial details to Volta Hotel Akosombo 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.

AKOSOMBO HOTELS LIMITED

HOTEL PRIVACY POLICY

Akosombo Hotels Limited is committed to providing quality service to our guests, potential customers, business partners, employees and future employees, respect the privacy of all our internal and external customers and business partners, and treat all personal information as confidential.

This personal data privacy policy (the “policy”) applies to personal data and information regarding guests and other individuals with whom we do business with and to the management of that data and information in any form, whether electronic or written.

This policy gives effect to our commitment to protect your personal information and has been adopted by all of the hotel. We limit the collection, use and retention of the data to the specific information we need for legitimate purposes to administer our business, to provide you with quality service and offer various products or services from discovery.

Collection of personal information

The term “personal data” in this policy refers to personal information which we, in the process of providing you with a particular service, may ask you to voluntarily supply to us. The types of personal data we process include: name, title, gender, contact details (including but not limited to email address, mailing address, mobile phone number, telephone number and fax number etc.); date and place of birth, nationality, passport number, identification number and visa information; credit card information including name of cardholder, credit card number and expiry date; loyalty program membership information, online user account details, profile or password details and any frequent flyer or travel partner program affiliation; any information necessary to fulfill special requests on hotel arrangement; information you provide regarding your marketing preferences or in the course of participating in surveys, contests or promotional offers; information collected through the use of closed circuit television systems, card key and other security systems; contact and other relevant details concerning the employees of corporate accounts and vendors and other individuals with whom we do business (e.g., travel agents or meeting and event planners); and in limited cases, information relating to the credit of customers.

We collect personal data to deliver superior quality of service.  Specific purposes include, but are not limited, to the following:

  • Guest reservations and/or requests for information or services
  • Payment processing
  • Product and services sales
  • Membership program subscription
  • Sales calls and appointments
  • Communication facilitation
  • Marketing and promotions planning and execution
  • Market research and analysis
  • Customer satisfaction and quality assurance surveys
  • Credit application
  • Safety and security
  • Legal and regulatory requirements
  • Data we collect and how we use it:

When you request a particular service from us or otherwise interact with discovery, we will ask you to voluntarily provide us with data that we need. For example, if you would like us to make a reservation at one of our hotels, we will request for data such as your name, address, telephone number, e-mail address and credit card information for payment purposes (including credit card number, code and expiry date). We will use your e-mail address to send an e-mail confirmation of your booking and a pre-arrival message summarizing your confirmation details and preferences. Such pre-arrival message will include other information about the hotel, the area and the weather.

The same types of information would be requested when you complete any purchase of discovery gift certificates or merchandise, or make online enquiries. For hotel reservations, we may also ask for your travel details (including flight number, arrival and departure dates and time, as well as country/point of origin and destination) and room preferences to better prepare ourselves for your arrival and to serve you better before your departure.

Making a reservation and check-in at a Volta hotel

The data that you provide to us for making a reservation is made available to the applicable hotel for the purpose of completing your reservation request. We may also need to collect information as required by local laws such as passport numbers, type of entry visa, and driver’s license. Upon check-in, your data will be verified by our staff and you will be requested to indicate whether you wish to opt in and receive hotel promotional literature. At times, we may make certain data available to strategic business partners such as mail houses and e-mail service providers for the sole purpose of mailing and dissemination of promotional materials for Akosombo Hotels Limited. Data will not be shared with third parties for their own marketing purposes.

During your stay at a discovery hotel

We record your itemized spending to properly assemble your folio during your stay, which includes your room rate and other expenses billed to your room. We also record this information to comply with financial reporting requirements and those imposed by our auditors and government authorities. In order to assure your future comfort and attention to your individual needs, other stay specific information may also be stored in the property management system at the particular hotel, such as your food and beverage preferences and other special requests.

Making a purchase on our website

When making a purchase such as a gift certificate or a discovery merchandise, you will be asked to complete a form that includes your name, e-mail address, delivery address and credit card details for payment purposes. When the form is complete, your credit card number will be verified using a checking sequence to complete the transaction. Purchasing transactions are assisted by third party processors who are required by contract to protect the privacy of your data.

Accessing our website from a web-enabled mobile devices

You can access our website from a web-enabled mobile device to find our hotel. You can make a reservation from a web-enabled device. When you make a reservation, you may need to provide certain data such as name, e-mail address and credit card information for guarantee purposes.

Unsecure communication

It is important to note that all e-mail communication is not secure. There is a risk inherent in the use of e-mail. Please be aware of this when requesting information or sending forms to us by e-mail, for example, from the “contact us” section of our website. We recommend that you do not include any sensitive information including credit card details when using e-mail or using any public computers/public Wi-Fi. Our e-mail responses to you may not include any sensitive or confidential information. Please bear in mind that no security system or system of transmitting information over the internet is guaranteed to be secure.

To be prudent, it is advisable to always close your browsers when you have finished completing a form or a reservation. Although the session will automatically terminate after a short period of inactivity, it is easier for a third party to gain access to your profile whilst you are logged onto our website and making a reservation.

We reserve the right to disclose any personal data and information when compelled to do so by a court of law or requested to do so by a governmental entity or if we determine it is necessary or desirable to comply with the law or to protect or defend our rights or property. We also reserve the right to retain information collected and to process such information to comply with accounting and tax rules and regulations.

We may share aggregated demographic information with business partners, affiliates or other entities. This aggregate information is not linked or traceable to any personally identifiable information about you. Except as described herein, we do not permit the sale or transfer of personally identifiable information to third parties.

Data storage

We store certain customer information and reservation details in our customer information system and reservation system. Both systems are secure customer databases stored on a dedicated server located in a data centers hosted by a third party service provider. The stored database includes data such as guest name, address, phone numbers, position, company name and credit card information. We may also store other information such as your room, food and beverage, other service preferences and transaction history. This information may be shared within our group individual hotels to better anticipate your needs prior to and during your stay.

We implement it and network security policies to protect your data from unauthorized access limited by the capability of it and network equipment we utilize. Our server resides behind firewalls to protect the data collected from you against unauthorized or accidental access. Because laws applicable to personal information vary by country, our hotels or other business operations may put in place additional measures that vary depending on the applicable legal requirements.

In our marketing database

We maintain a customer database which is used for marketing, promotion and research, understanding and analyzing customer behavior and customer profiling to improve our services. You will receive marketing and promotional materials if you have already given your express and specific consent in some data collection forms. You may elect to unsubscribe from receiving future e-mail promotions at any time.

Secure transmission and storage of data

We treat all data that you provide to us as confidential information. To prevent data from unauthorized access or leakage, we have adopted and regularly monitor our group’s security and data privacy policies and procedures. This ensures that your sensitive data is encrypted as it travels over the internet. You will know that you are in a secure mode when the security icon (such as a lock) appears in the computer screen.

Direct marketing

We intend to use your personal information (including your name, address, telephone numbers, email and other contact details) to send you marketing communications such as direct-mail, email, telephone calls and sms containing news, offers, promotions, events, to be offered by us or by our business partners in relation to the following classes of products and services:

Travel, transportation, retail, food and beverage, credit cards, financial and investment services, real estate, entertainment, publications, fashion and jewellery, leisure and sports, health and wellness, non-profit and charitable activities, telecommunications, social networking, media and public relations.

Our commitment to data security

To maintain the accuracy of your personal data, as well as preventing unauthorized access to and ensuring the correct use of your personal data, we have carried out appropriate physical, electronic and managerial measures to safeguard and secure the personal data we collect. These measures are subject to ongoing review and monitoring. Whilst we make every effort to protect your personal data, no security measures can guarantee that your personal data and information will not be subject to interference, misuse or hacking and we shall not be responsible for any loss, misuse or alteration arising as a result of such incidents.

How long will data be retained for?

Your data will be stored for the period of time required or permitted by law in the jurisdiction of the operation holding the information. However, information that is stored on my discovery may be edited and deleted by users of such service at any time.

Data may be stored by Akosombo Hotels Limited and other group operations as long as required for the business purpose for which these data are processed.

Notifications in the event of breach

In the unlikely event of a data breach, we are prepared to follow any laws and regulations which would require us to notify you of the disclosure of private information.