Privacy policy

Stay or Visit

We at ESS Hotel Group AB and the destination where you stay or visit (“ESS”, “we”, ”our” and ”us”) process your personal data. When you stay with us or visit our destination us, we process your personal data to:

You can choose to unsubscribe from our marketing communication at any time. In that case we will store your information in an “unsubscribe-list”.

Here you can find all our privacy policies which describe how we process personal data in other situations, e.g. if you visit our website, have a complaint or otherwise are in contact with us.

Below you can read more about:

Where do we collect your personal data?

Which company is responsible for the processing of your personal data?

Detailed description of how we process your personal data

Who can gain access to your personal data and why?

Where are your personal data processed?

What are your rights when we process your personal data?

Balancing of interests assessments when processing personal data based on the lawful basis “legitimate interests”

Where do we collect your personal data?

Your personal data is collected directly from you, for example when you make a booking or purchase, or sign up to use our wifi.
If you do not book your stay/visit or make your purchase on your own, we will receive your personal data from the one making your booking/purchase. This can be the case e.g. if your employer books your conference, if your family member books a hotel room for the both of you, or if a travel company manages your booking. The same will apply if you receive a gift card.

The one sharing your personal data with us is, in relation to the booking/purchase, informed of their responsibility to have your consent to this action.

Klarna may also use personal data which Klarna have since before and Klarna will provide you separate information about this.

Which company is responsible for the processing of your personal data?

The company who run the destination where you make a booking, purchase or where you stay is responsible for the processing of your personal data together with ESS Hotel Group AB (Swedish registration number 556710-8047). You can find information about our destinations here.

If you wish to know more about how personal data is shared within our corporate group, you can find more information here.

Please contact us via our e-mail address privacy@essgroup.se, or give us a call on +46 775-553 553 if you have any questions regarding our processing of your personal data or if you wish to exercise any of your rights. Our postal address is ESS Hotel Group AB, Drakegatan 10, 412 50 Gothenburg, Sweden.

Detailed description of how we process your personal data

To administrate and enable your stay/visit

What processing we perform

What personal data we process

Our lawful basis for the processing

If you make a booking/purchase:

  • Receive and administer your booking/purchase, including to identify you
  • Provide you with the payment solution Klarna offers
  • Send booking and/or order confirmation
  • Store your information for future bookings (if you ask us to do so)

If you make a booking/purchase:

  • Name
  • E-mail address
  • Phone number
  • Address
  • Birthdate
  • The information you state in our contact (e.g. questions you ask, booking number and other information you provide when communicating with us)

If you make a booking/purchase:

Performance of contract

The processing is necessary for us to be able to administrate your stay/visit.

We need your personal data to administrate such stay/visit. If you don’t provide such personal data to us, you will e.g. not be able to make a booking/purchase.

Before during and after a stay/visit:

  • Administrate your stay/visit, e.g. communicate before, during and after your stay/visit and answer any questions you have
  • Deliver your purchase, when applicable
  • If you have a gift certificate, we remind you before the expiry date

Before during and after a stay/visit:

  • Name
  • Address
  • The information you state in our contact (e.g. questions you ask, booking number and other information you provide when communicating with us)
  • When someone else is making your booking we also store information about the person who made your booking
  • If you rent skiing equipment from us, we also process information about your shoe size

Before during and after a stay/visit:

Performance of contract

The processing is necessary for us to be able to administrate your stay/visit, including to provide customer service.

We need your personal data to administrate such stay/visit. If you don’t provide such personal data to us, you will e.g. not be able to make a booking/purchase.

Legitimate interest

When someone else provide us with your personal data (e.g. your employer or your friend buying you a gift card) the personal data will be processed based on our legitimate interest to administer your stay/visit. You are of course free to contact us if you do not wish us to do so.

Storage period: We will store the personal data during the booking and/or purchase process and thereafter for a period of three years after the stay/visit in question as described here below. Some information is stored for bookkeeping purposes for a longer period. In case of a claim, dispute or similar we need to store some of your personal data for a longer period according to what is stated in our privacy policy for complaints or claims.

Your payment information will be stored for a longer period to comply with bookkeeping legislation.

In addition to the above, your personal data will as well be processed by Klarna to manage your payment. Klarna is controller of such processing of your personal data and will give you separate information regarding Klarna’s use of personal data.

To keep track of relevant information for your stay/visit

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Receive and handle information relevant for your stay/visit
  • Make sure we treat you according to your needs

If you book a package deal:

  • Share your personal data with restaurants and other partners that provide a part of the package deal that you have booked
  • Information regarding your personal preferences that you choose to provide us with before your stay/visit. By processing such information, we can prepare for making your stay/visit better. In some cases, you may choose to provide us with health information, we mention this separate since health data is more sensitive data under GDPR

Performance of contract

The processing is necessary for us to be able to administrate your stay/visit.

We need your personal data to administrate yourtay/visit. If you don’t provide such personal data to us, you will e.g. not be able to administrate your stay/visit.

Consent

Any sensitive information (e.g. health information) will be stored based on your consent. You can withdraw such consent at any time.

Storage period: The personal data will be stored for three years after your stay/visit as described here below.

We end the storing of any sensitive information as soon as possible after your stay/visit and stop processing such personal data immediately if you withdraw your consent.

To provide relevant information on My Page

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Provide you the possibility to use My Page before and during your stay/visit. This means you can get relevant information regarding your stay/visit as well as add additional services
  • Information regarding your booking
  • Name
  • Information regarding which services you wish to use
  • Phone number, to provide you with a link to My Page

Performance of contract

The processing is necessary for us to be able to provide My Page to you who choose to use the service.

We need your personal data to administrate your use of the service. If you don’t provide such personal data to us, you therefore will not be able to use it.

Consent

If you choose to provide any sensitive information at My Page (e.g. health information) such information will be stored based on your consent. You can withdraw such consent at any time.

Storage period:

The personal data will be stored for three years after your stay/visit as described here below.

We will delete any sensitive information as soon as possible after your stay/visit and stop processing such personal data immediately if you withdraw your consent.

To provide you with the best possible customer experience

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Store relevant information from your stay/visit to be able to provide you with the best possible experience the next time you stay/visit us
  • Information you provide during your stay/visit

Legitimate interest

Our legitimate interest to provide you with the best possible customer experience when you return. You are of course free to contact us if you do not wish us to do so.

Storage period: We store your personal data for three years after your stay/visit.

To perform marketing communication

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Send newsletters/SMS containing offers and information. You receive our newsletters/SMS before, during and after your stay/visit

    After a stay you receive information from ESS Home about how to buy interior design found at the destination

    We only send you newsletters/sms if you not previously have objected to receiving them

  • Via display marketing show you offers and information. Display marketing may appear before, during and after your stay/visit

    We only show you display marketing if you not previously have objected to receiving it

  • Name
  • E-mail address
  • Phone number

Consent

The personal data will be processed based on your consent. You can withdraw such consent at any time

Legitimate interest

Our legitimate interest to process your personal data to market ourselves towards you who have stayed/visited us.

  • Improve and develop our newsletters by analysing how you open them and what you click on in the newsletters

Do you want to read more about this type of analyse? You find a more detailed description of this in our information about cookies.

  • Information about how you open our newsletters and what you click on
  • IP-address
  • E-mail address

Consent

The personal data will be processed based on your consent. You can withdraw such consent at any time.

Legitimate interest

Our legitimate interest to process your personal data to market ourselves towards you who have stayed/visited us.

Storage period: You will receive marketing communication for a year after your stay/visit. Unless you choose to unsubscribe or object to receiving them beforehand. If you object to receiving marketing from us, we keep track of this in our “unsubscribe-list” to avoid sending you any further marketing material.

To improve our services by concluding surveys after your stay/visit

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Send requests for you to participate in surveys after your stay/visit
  • Name
  • E-mail address
  • Reservation number
  • IP-address

Consent

The personal data will be processed based on your consent to improve our services by sending you surveys regarding your stay/visit. You can withdraw such consent at any time.

Legitimate interest

The personal data will be processed based on our legitimate interest to improve our services by sending you surveys regarding your stay/visit.

If you participate in our surveys, we will:

  • Administrate any answers you leave in our surveys
  • Compile statistics from the answers you have provided in our surveys
  • Answers you leave in our surveys

Consent

The personal data will be processed based on your consent to improve our services by administrate the surveys regarding your stay/visit. You can withdraw such consent at any time.

Legitimate interest

The personal data will be processed based on our legitimate interest to improve our services by handling and compiling statistics of any answers you leave in our surveys.

We always wish to provide the best possible experience and service. In case your contact or stay have been dissatisfactory we will follow up and gather information on how we can improve.

Storage period: We will send a request for you to participate in our surveys sometime during a period of three weeks after your stay/visit. We will stop sending requests for you to participate in surveys if you object to receiving such e-mails.

We will store the answers you leave in our surveys. Please note that we will anonymise your personal data the latest one year after you have concluded the survey.

To comply with bookkeeping and accounting legislation

What processing we perform

What personal data we process

Our lawful basis for the processing

  • Store information in bookkeeping and accounting
  • Name
  • History regarding payments made
  • Other information that constitutes accounting records

Legal obligation

The processing is necessary to comply with legal obligations to which we are subject, i.e. bookkeeping and accounting legislation. You are therefore required to provide your personal data to us.

Storage period:  We will store any document constituting bookkeeping material and personal data included therein for seven to eight years according to bookkeeping and accounting legislation. The regulation means that we store bookkeeping material until and including the seventh year after the end of the calendar year for the fiscal year to which the personal data relates.

If you object to receiving marketing from us

We will store information about you who have chosen to object to receiving marketing communication from us.

To comply with marketing legislation

What processing we perform

What personal data we process

Our lawful basis for the processing

  • If you have stated that you do not wish to receive marketing communication from us, we will store such information in a “unsubscribe-list” to make sure we do not send any marketing to you
  • Name
  • E-mail address
  • Phone number

Legal obligation

The processing is necessary to comply with legal obligations to which we are subject, i.e. marketing law which require us to not send marketing material to individuals who have objected to receiving such marketing.

We cannot make sure you will not receive marketing from us without processing your personal data for this purpose and you are therefore required to provide your personal data to us.

Storage period:  You will be listed in our “unsubscribe-list” until further notice.

Who can gain access to your personal data and why?

Your personal data is initially collected and processed by us as controllers and we do not sell your personal data. This means that your personal data will be handled by our employees, but only personnel who need such access to conduct their work.

We also use processors that carry out processing on our behalf to conduct our business, such as suppliers and partners which therefore will process your personal data. We are responsible for any sharing of your personal data to such suppliers or partners and to make sure your personal data is safe when shared with third parties as set out below. We only use processors providing sufficient guarantees that the processing will meet all legal requirements and ensure the protection of the rights of the data subject.

  • We will share your personal data with our IT suppliers who will process these on our behalf and on our instructions to ensure good and secure IT operations. We only share your personal data with our IT suppliers if it is necessary for them to fulfil their obligations towards us according to the contract that we have with them.
  • When you make a booking/purchase Klarna will process your personal data to carry out payment. Klarna act as controller in relation to all such processing and will inform you separately about how Klarna process your personal data. If you choose to pay by invoice, your personal data may be shared with a company assessing your financial situation.
  • We share your personal data with restaurants and other partners that provide a part of the package deal you have booked.
  • When you make a purchase that we deliver to you (e.g. a gift card), the company that transport your purchase will process your personal data to make the transport.
  • When you receive our marketing communication we will share your personal data with the company which provide the marketing services we use.
  • To handle your stay/visit in the most efficient way we share your personal data within the company group.

Where are your personal data processed?

As a main rule we only process your personal data in the EU/EEA and choose suppliers based within the EU/EEA. The use of our suppliers will however in some instances mean that your personal data is transferred outside of the EU/EEA.

We only transfer your personal data outside of the EU/EEA if we can make the transfer according to the data protection rules. This means that the transfer either is governed by an adequacy decision or that we rely on Standard Contractual Clauses and supplementary measures to provide a safe transfer of your personal data.

If you want to know more about who we share your personal data with, please feel free to contact us. Our contact information can be found at the beginning of this privacy policy.

What are your rights when we process your personal data?

You have certain rights that you can exercise to affect how we process your personal data. You can read about what those rights are below. Contact us if you want to exercise any of your rights.

  • Right to lodge a complaint with a supervisory authority
    You always have the right to lodge a complaint with a supervisory authority. You may do this in the EU/EEA member state where you live, work or where an infringement of applicable data protection laws is alleged to have occurred.

  • Right to withdraw your consent and object to processing
    You have a right to object and withdraw any consent you have given us, partly or completely.

    For example you always have a right to withdraw your consent and object to our processing of your personal data when the processing is performed for marketing purposes, such as display marketing/newsletters/SMS.

  • Right to information and access
    You have the right to obtain confirmation as to whether we are processing personal data about you or not. If we do process your personal data, you also have a right to obtain a copy of the personal data processed by us as well as information about how we process your personal data.
  • Right to rectification
    You have a right to correct any inaccurate personal data concerning you that we may be processing and to ask us to have incomplete personal data completed.
  • Right to erasure (“the right to be forgotten”) and restriction of processing
    You have a right to request that we delete your personal data. We will delete the personal data for example if you have withdrawn your consent and there is no other lawful basis for processing.You also have a right to request that we restrict our processing of your personal data. We will do so for example when the accuracy of the personal data is contested by you, or the processing is unlawful, and you do not want us to delete your personal data but instead you request that we restrict our use of them.
  • Right to data portability
    Under certain circumstances, you have a right to receive your personal data from us in a structured, commonly used and machine-readable format and, where technically feasible, have your personal data transferred to another company (“data portability”). This applies to personal data that you have provided to us in a structured, commonly used and machine-readable format, if our processing of your personal data is carried out by automated means and the lawful basis for our processing is based on the performance of a contract or consent.

Balancing of interests assessments when processing personal data based on the lawful basis “legitimate interests”

As we state above, for some purposes, we process your personal data based on our “legitimate interest”. By carrying out a balancing of interests assessment concerning our processing of your personal data, we have concluded that our legitimate interest for the processing outweighs your interests or rights which require the protection of your personal data.

If you want more information in relation to our balancing of interests assessments, please do not hesitate to contact us.

This policy was adopted on 2022-06-21.
Last updated 2023-04-18.