Privacy Policy
Privacy Policy
Under CVR number 18 45 03 72, Geschwendtner I/S operates:
- Munkebjerg Hotel
- Vejle Center Hotel
- Treetop Restaurant
The above entities are individually referred to as “the Company” in this joint privacy policy.
One of the Company’s primary objectives is to maintain the highest level of security for our guests, customers, and employees. This also applies to the protection of personal data.
With this policy, the Company aims to provide a clear and transparent overview of how your personal data is handled.
1. Data Controller
The Company is the data controller.
The Company’s contact details are:
it@munkebjerg.dk, Attn.: IT Manager
The Company processes all personal data in accordance with applicable legislation.
The Company provides a wide range of services. Each service has its own specific terms and conditions.
When you submit your personal data to the Company as part of ordering one or more of these services, you consent to the processing of your personal data by the Company.
2. How Does the Company Collect Personal Data?
The Company collects personal data in the following ways:
- When you choose to purchase and/or request one of the Company’s services.
- From individuals acting on your behalf.
- In the B2B market, for example, in a sales situation where a quote is requested for one of the Company’s services and/or a collaboration agreement is requested.
- Through browser cookies and web beacons.
- When using the Company’s digital services.
- When you subscribe to the Company’s newsletters.
- From social media, advertising, and analytics providers, as well as public registers.
- Through CCTV surveillance.
The collection and processing of personal data will always be carried out in accordance with applicable laws.
CCTV surveillance is implemented as a security measure for employees and guests.
Monitoring typically takes place at the Company’s entrances, parking areas, guest and staff areas, reception and bar, as well as at the delivery entrance.
3. What Information Does the Company Collect?
The Company collects the following personal data:
- Name, address, phone number, email address, date of birth, and other general personal information.
- Credit card details – possibly as a guarantee for your reservation.
- Demographic information.
- Purchase history and other digital services.
- Feedback from customer surveys.
- Feedback from social media and other digital platforms.
- Browser information.
- Video recordings.
You may voluntarily provide the Company with personal data beyond general personal information if you believe it is relevant for security reasons and/or to enable the Company to tailor its services specifically to you.
This may include information about:
- Disabilities
- Allergies
- Special dietary preferences
- Medical conditions
4. Online Purchases with Credit Cards
In the Company’s booking system and gift card ordering process, Nets (Netaxept and Nets Easy) is used for users’ purchases and credit card payments.
The Company does not store credit card information.
5. What Is the Purpose of Data Collection?
The Company collects only the personal data necessary for the purposes outlined in the specific terms and conditions for the relevant service, as well as in this privacy policy.
The specific service determines which personal data the Company collects and the purpose of the collection.
The Company may collect personal data for one or more of the following purposes:
- Processing your reservations and purchases of the Company’s services.
- Contacting you before, during, or after your stay.
- Fulfilling your requests for services.
- Improving and developing the Company’s services.
- Customizing the Company’s communication and marketing towards you.
- Analyzing your user behavior and remarketing.
- Customizing communication and marketing from business partners to you.
- Managing your relationship with the Company.
- Compliance with legal requirements.
6. Legal Basis for Processing
Below is an overview of the legal grounds on which the Company processes your personal data.
The Company may process your personal data when it is necessary to fulfill a contract in which you are a party. This may apply to hotel stays, event arrangements, and/or collaboration agreements.
Additionally, the Company may process your personal data to perform certain actions and/or preparations at your request before entering into a contract.
Processing may also take place to pursue a legitimate interest of the Company, unless your interest overrides this.
Legitimate interests pursued by the Company may include:
- Statistics
- Customer surveys
- Interest-based marketing
- Analysis of general user behavior to enhance your benefits, experience, and the quality of the Company’s services.
If you provide the Company with specific preferences or considerations, such as health-related information, disabilities, religious beliefs, or similar, the Company will use this information to tailor the relevant service to your instructions and improve your overall experience.
In some cases, the Company may receive personal data from third parties, such as in connection with a group reservation and/or an individual booking made by a third party – for example, an assistant or similar.
In such cases, the person responsible for the group and/or booking is required to inform the involved guests about the Company’s terms and conditions as well as this privacy policy.
Additionally, the Company is legally required to process certain personal data. For example, guest registration at check-in is subject to legal requirements specifying which personal data the Company must record.
7. Your Rights
Under the General Data Protection Regulation (GDPR), you have a number of rights.
These rights are as follows:
You have the right to access the personal data the Company processes about you.
You have the right to have the personal data the Company has registered about you corrected and updated.
You have the right to have the personal data the Company has registered about you deleted. If you wish to have your personal data deleted, the Company will erase all information that it is not legally required to retain.
If the processing of personal data is based on your consent, you have the right to withdraw your consent, meaning that processing will cease unless the Company is legally required to continue processing the personal data.
However, access may be restricted due to the privacy protection of others, trade secrets, and intellectual property rights.
You can submit a written request to the Company to receive a copy of your personal data, update your personal data, object to processing, or request the deletion of your personal data.
The request must be signed by you and include your name, address, phone number, and email address.
You can also contact the Company if you believe that your personal data is being processed in violation of the law or other legal obligations.
Requests should be sent to: it@munkebjerg.dk, Attn.: IT Manager
The Company will provide a copy of your personal data within one month of receiving your request.
For requests regarding corrections and/or deletion of your personal data, the Company will determine whether the conditions are met and, if so, make the changes or deletion as quickly as possible.
The Company may refuse requests that are unreasonably repetitive, require disproportionate technical intervention (e.g., developing a new system or significantly changing an existing practice), affect the protection of others’ personal data, or in cases where the requested action is extremely complicated (e.g., requests for information that only exists in backup copies).
8. If You Apply for a Job at the Company
When you apply for a job at the Company, the information you provide in connection with your application will be processed.
This will typically include general personal information such as name, address, phone number, and email address, educational background, and information about current and previous employment.
The Company uses this information to assess whether to offer you employment and to communicate with you during the recruitment process.
If you are hired by the Company, your information will be stored in accordance with the Company’s employee data protection policy, which can be found in the Company’s employee handbook.
Applications from candidates who are not hired are generally retained for six months after the rejection is issued.
In certain cases, the Company may also disclose your personal data if required by law, a court order, or applicable regulations.
If you wish to access the information the Company processes about you, either to update your information or to request deletion, you can contact the HR department at the Company.
You may object at any time to further processing of your personal data.
9. Data Security and Sharing of Your Personal Data
The Company protects your personal data and has adopted internal information security policies that include instructions and measures to safeguard your personal data against unauthorized disclosure and access.
The Company has established procedures for granting access rights to employees who process sensitive personal data and data related to personal interests and habits. Their actual access is monitored through logging and supervision.
To prevent data loss, the Company regularly backs up its data.
In the event of a security breach that results in a high risk of discrimination, identity theft, financial loss, reputational damage, or other significant harm to you, the Company will notify you of the breach as soon as possible.
The Company’s security procedures are continuously revised based on the latest technological developments.
In addition to internal systems, the Company uses external providers for IT services, IT systems, payment solutions, etc.
The Company has entered into data processing agreements with all relevant providers in accordance with the new EU rules on personal data processing (GDPR). This ensures a high level of protection for your personal data.
To provide the highest level of service, the Company shares selected personal data with external providers such as restaurants and hotels at your request.
Where necessary, the Company also shares and discloses your personal data internally. The purpose of this sharing is to provide the best possible service to you, regardless of which hotel or department within the Company you contact.
In certain cases, the Company may also be required to disclose personal data under legal obligations or public authority decisions.
The Company deletes your personal data when it is no longer legally required to retain it or when there is no longer a purpose for its processing.
According to the regulations in the Aliens Act and the Passport Act, the Company records various information about guests. For foreign guests, this information must be retained for a minimum of one year and a maximum of two years, while for Danish guests, it must be retained for one year. The sole purpose of this requirement is to make the information available to the police if necessary.
The Company may lawfully use a guest’s email address for marketing similar services to those the guest has purchased, such as accommodation. However, this is only permitted if the rules in Section 10 of the Marketing Act are followed. This includes informing the guest that their email address may be used for marketing and providing an option to opt out. Additionally, the guest must be able to unsubscribe easily at any time.
Sending newsletters requires the guest’s consent.
The Company may retain guest information for longer than specified above if it is used solely for statistical purposes. In such cases, the data must be anonymized.
The Company may retain personal data for longer periods if storage serves a legitimate purpose. For example, it may be legitimate to retain data on job applicants who were not hired to address potential discrimination claims. The Company may also request consent to retain information for future job openings.
When an employee leaves, it may be legitimate to retain personnel records for a period to handle potential claims for back pay. Such cases are subject to a five-year statute of limitations, meaning claims can be made up to five years back.
If the Company retains personnel records for an extended period, it only retains the necessary information. All other data is deleted.
10. Cookies
The Company and Personal Data (Privacy Policy)
The Company collects information on all visits to its websites. Additionally, users are encouraged in various places to voluntarily provide information. The collection of information on munkebjerg.dk, vejlecenterhotel.dk, tree-top.dk (hereinafter referred to as “the Company’s website”) is conducted in compliance with applicable laws.
Below, you can read why we collect information and how we use it.
What Information Do We Collect?
The Company’s website collects information about users and their visits in two ways:
- Through the use of cookies.
- When users voluntarily provide information.
Why do we use cookies?
Every visit to the Company’s website is recorded using cookies. Each time you—or more precisely, your computer—visit the Company’s website, the cookie informs us of your visit.
The cookie tells us, among other things, how long you stay on the website, which sections and how many articles are read, whether your computer has visited us before, which browser and operating system you use, etc.
The information is anonymous and collected together with data from all other users, providing us with a statistical overview of how the Company’s website is used.
At the same time, cookies ensure that you do not see the same advertisements repeatedly, and all clicks on ads are registered.
Additionally, we use these statistics in our editorial work to further develop the Company’s website.
What is a cookie?
When you visit the Company’s website, your computer automatically receives one or more cookies, which are transferred from the Company’s website to your internet browser. The Company’s website then registers your visit and how you use the website.
A cookie is a small text file. It contains no personal information, and the data we receive is therefore anonymous.
Most internet browsers allow you to delete cookies, block them, or notify you and request your consent before a cookie is stored.
Depending on the browser you use, you can find information in its settings and help functions on how to configure your browser to handle cookies.
Personal information
In addition to cookies, several of the Company’s services require you to provide personal information.
In general, we only request personal information when, for example, you sign up for our newsletters or if you book a hotel stay through the Company’s website.
11. Contact
If you have any questions, comments, or complaints regarding the Company’s processing of personal data, you can contact us in writing at:
it@munkebjerg.dk, Attn.: IT Manager
If this does not resolve your concerns, you may file a complaint with:
The Danish Data Protection Agency, Borgergade 28, 5th floor, 1300 Copenhagen K, Phone: +45 3319 3200, Email: dt@datatilsynet.dk
Any changes to the privacy policy will be communicated by publishing new terms and conditions on the Company’s website.
