Privacy Policy for Totem Square Inn
At Totem Square Inn (“we,” “us,” or “our”), accessible at totemsquareinn.com, we recognize the importance of privacy and are firmly committed to safeguarding the personal information of our guests, website visitors, and anyone who interacts with our services. This Privacy Policy outlines how we collect, use, disclose, and protect your information in compliance with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable data privacy laws.
1. Commitment to Privacy and Data Protection
We take your privacy seriously. All personal data collected via totemsquareinn.com or through your interactions with us is handled with integrity and care. We employ industry-standard data protection practices to ensure the confidentiality, integrity, and availability of your information, and we never sell your data to third parties.
2. Scope of This Policy and Data Controller Role
This Privacy Policy applies to all personal information collected through our website, hotel services, and communications with Totem Square Inn. For the purposes of GDPR, the data controller responsible for your personal data is Totem Square Inn. If you have any questions about how we use your personal data, you can contact us at [email protected].
3. Categories of Personal Data We Process
We may process the following categories of personal data, subject to local legal requirements:
a) Usage Data
Includes information about how you use our website, such as:
– Browser type and version
– Operating system
– Internet Protocol (IP) address
– Date and time of visits
– Pages viewed and time spent
– Referring website addresses
b) Account Data
Collected when you create an account or make a reservation, and may include:
– Full name
– Mailing address
– Email address
– Phone number
c) Profile Data
Includes user-generated content and behavioral insights such as:
– Booking preferences
– Previous stays or purchases
– Loyalty program information
– Language or communication preferences
d) Communication Data
Includes all correspondence between you and Totem Square Inn:
– Inquiries and email communications
– Support requests and resolutions
– Feedback or complaint submissions
e) Technical Data
Pertains to device-specific information collected during interaction with our services, including:
– Device model and type
– Operating system and version
– Browser settings and configuration
– Time zone settings
f) Transaction Data
Includes records necessary to fulfill and process bookings or purchases, such as:
– Payment details (processed securely through third-party payment processors)
– Room selection and booking history
– Billing and delivery records
g) Preference Data
Collected to better serve you and tailor communications, may include:
– Marketing preferences
– Newsletter subscriptions
– Interest in certain room types or services
4. Legal Bases for Processing
We process your personal data in accordance with lawful bases for processing as defined under GDPR and CCPA:
– Consent: When required, we obtain your explicit consent for specific processing activities.
– Contractual Necessity: Information required to fulfill booking requests and provide services.
– Legal Obligation: Compliance with legal requirements or lawful requests.
– Legitimate Interest: For purposes such as improving user experience, securing our services, and communicating with existing customers.
5. Your Rights
Consistent with applicable law, you may exercise the following rights regarding your personal data:
– Right of Access: Request confirmation on whether we process your data and obtain a copy.
– Right of Rectification: Request corrections to inaccurate or incomplete data.
– Right of Erasure: Request deletion of your personal information, subject to legal limitations.
– Right to Restriction: Request limitations on how your data is processed in certain circumstances.
– Right to Data Portability: Receive your data in a structured, machine-readable format and transmit it to another controller.
– Right to Object: Object to processing based on legitimate interests or for direct marketing purposes.
– Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
To exercise these rights, please contact us at [email protected].
6. Security Measures
We implement robust technical and organizational measures to protect your data, including:
– SSL encryption on all website pages
– Multi-layered access controls for sensitive systems
– Regular data backups stored securely
– Staff training on data protection and confidentiality
7. International Transfers
Your personal data may be transferred to third-party service providers or affiliates located outside the jurisdiction in which you reside. Where such transfers occur, we rely on:
– Standard Contractual Clauses (as approved by the European Commission)
– Binding Corporate Rules
– Other lawful safeguards to ensure an adequate level of protection
8. Data Retention
Personal data is retained only for as long as required to fulfill the purposes for which it was collected, subject to legal or regulatory obligations. Below are general retention periods:
– Booking and transaction data: 7 years (for accounting compliance)
– Marketing preferences: until consent is withdrawn
– Communication records: 2 years
– Technical and usage data: 12 months
Following the retention period, all personal data is securely deleted or anonymized.
9. Cookie Policy
Our website uses cookies to enhance your browsing experience and gather key analytics. Cookies are categorized as follows:
– Essential Cookies: Required for basic website functionality.
– Functional Cookies: Enable personalization and site feature enhancements.
– Analytics Cookies: Collect aggregated data to understand website use and performance.
– Performance Cookies: Improve loading speed and responsiveness.
Third-party tools such as Google Analytics may be used in accordance with their privacy practices.
10. Cookie Management and Compliance
You have control over your cookie preferences. When you first visit totemsquareinn.com, a consent banner allows you to manage your cookie settings. You may also adjust settings via your browser or device preferences. We comply fully with GDPR and CCPA where applicable, including respecting “Do Not Sell My Personal Information” requests.
11. Children Under 13
Our website and services are not intended for individuals under the age of 13. We do not knowingly collect personal data from minors. If you believe a child under 13 has provided us with personal data, please contact us immediately at [email protected], and we will take steps to delete such data.
12. Policy Updates and Notifications
We reserve the right to update this Privacy Policy to reflect changes in our practices or applicable legal requirements. Any material changes will be communicated via prominent notice on our website or direct communication, where warranted.
13. Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us at:
Totem Square Inn
Email: [email protected]
Website: totemsquareinn.com
We are fully committed to maintaining the highest standards of data privacy and ensuring compliance with applicable privacy laws, including GDPR and CCPA. Please reach out to us with any privacy-related inquiries or concerns.