PRIVACY POLICY – EXTENDED INFORMATION
Last updated: 19/04/2023
The Privacy Policy forms part of the General Terms and Conditions governing the websites www.monhotels.com, www.hotelpergolamallorca.com, www.esprincep.com and www.hotelmonport.com, together with the Cookies Policy and the Legal Notice.
MON HOTELS reserves the right to modify or adapt this Privacy Policy at any time. Therefore, we recommend that you review it each time you access the website. If the user has registered on the website and accesses their account or profile, they will be informed upon access if there have been substantial changes in relation to the processing of their personal data.
Who is responsible for processing your data?
The data collected or voluntarily provided by you through the website, whether by browsing the website, through contact forms, by email or by telephone, will be collected and processed by the Data Controller, whose details are indicated below:
CAS MIOT S.L.
Tax ID No.: B07790512
Ctra. Manacor, 272, 07198 Palma, Balearic Islands, Spain.
Registered in the Commercial Registry of the Balearic Islands, Volume 1398, Folio 117, Sheet PM-24363, 1st inscription dated 01-10-1996.
MON PORT HOTEL & SPA: Cala d’Egos, Finca La Noria, 07157 Port d’Andratx.
HOTEL ES PRINCEP: C/ Bala Roja, 1, 07001 Palma.
ENIX S.L.
Tax ID No.: B07018781
Ctra. Manacor, 272, 07198 Palma, Balearic Islands, Spain.
Registered in the Commercial Registry of the Balearic Islands, Volume 106, Folio 1, Sheet 2306, 1st inscription dated 23-01-1968.
APARTHOTEL LA PÉRGOLA: Avinguda s’Almudaina, 16A, 07157 Port d’Andratx.
MON HOTELS contact details for the protection of your personal data
Telephone: 971200222
Data Protection Officer contact: lopd@monhotels.com
If, for any reason, you wish to contact us regarding any matter related to the processing of your personal data or privacy, including our Data Protection Officer, you may do so through any of the means indicated above.
What data do we collect through the website?
By simply browsing the website, MON HOTELS will collect information relating to:
- IP address.
- Browser version.
- Operating system.
- Duration of the visit or browsing session on the website.
This information is stored through Google Analytics; therefore, we refer to Google’s Privacy Policy, since Google collects and processes such information: http://www.google.com/intl/en/policies/privacy/
Likewise, the website provides the Google Maps tool, which may access your location if you allow it, in order to provide more specific information regarding distances and/or routes to our establishments. In this regard, we refer to the Privacy Policy used by Google Maps in order to understand the use and processing of such data: http://www.google.com/intl/en/policies/privacy/
The information we process will not be linked to a specific user and will be stored in our databases for the purpose of carrying out statistical analyses, improving the website, improving our products and/or services and helping us improve our commercial strategy. The data will not be disclosed to third parties.
User registration on the website / Submission of forms
In order to access certain services, such as booking or contact services, the user must complete a form. For this purpose, a series of personal data is requested in the registration form. These data are necessary and mandatory in order to complete such registration. If these fields are not provided, the registration will not be completed.
In this case, browsing data will be associated with the user’s registration data, identifying the specific user browsing the website. In this way, the offer of products and/or services that, in our opinion, best suits the user may be personalised.
Each user’s registration data will be incorporated into MON HOTELS’ databases, together with the history of transactions carried out by the user, and will be stored therein until the registered user’s account is deleted. Once such account has been deleted, this information will be separated from our databases, while data relating to transactions carried out will be kept separately for 10 years, without being accessed or altered, in order to comply with legally applicable retention periods. Data that are not linked to transactions carried out will be kept unless consent is withdrawn, in which case they will be deleted immediately, always taking into account applicable legal periods.
The legal basis for processing your personal data is the performance of a contract between the parties.
In relation to the sending of communications and promotions by electronic means and the response to information requests, the legal basis for processing is the user’s consent.
The purposes of the processing shall be the following:
a) To manage your access to the website.
b) To manage the purchase of the services made available to you through the website.
c) To keep you informed about the processing and status of your requests, purchases and/or bookings.
d) To respond to your request for information.
Accordingly, we inform you that you may receive communications by email and/or telephone in order to inform you of possible incidents, errors, problems and/or the status of your requests.
For the sending of commercial communications, the user’s express consent will be requested at the time of registration. In this regard, the user may withdraw the consent granted by contacting MON HOTELS using the means indicated above. In any event, each commercial communication will include the option to unsubscribe from receiving such communications, either through a link and/or an email address.
Newsletter subscription
If the website allows users to subscribe to the MON HOTELS Newsletter, it will be necessary to provide an email address to which the newsletter will be sent.
This information will be stored in a MON HOTELS database, where it will remain registered until the interested party requests cancellation of the subscription or, where applicable, until MON HOTELS stops sending the newsletter.
The legal basis for processing these personal data is the express consent given by all interested parties who subscribe to this service by ticking the box provided for that purpose.
Email address data will only be processed and stored for the purpose of managing the sending of the Newsletter to the users who request it.
For the sending of the Newsletter, the user’s express consent will be requested at the time of registration by ticking the box provided for that purpose. In this regard, the user may withdraw the consent granted by contacting MON HOTELS using the means indicated above. In any event, each communication will include the option to unsubscribe from receiving it, either through a link and/or an email address.
If you belong to any of the following groups, please consult the corresponding information:
+ WEBSITE OR EMAIL CONTACTS
For what purposes will we process your personal data?
To answer your queries, requests or petitions.
To manage the requested service, respond to your request or process your petition.
To send information by electronic means relating to your request.
To send commercial or event-related information by electronic means, provided that express authorisation exists.
What is the legal basis for processing your data?
The acceptance and consent of the interested party. In cases where it is necessary to complete a form and click the "send" button in order to make a request, doing so necessarily implies that the user has been informed and has expressly consented to the content of the clause attached to that form or to the acceptance of the Privacy Policy.
All our forms include a verification box or checkbox with the following wording, which must be ticked in order to send the information: "□ I have read and accept the Privacy Policy."
+ CLIENTS
For what purposes will we process your personal data?
Preparation of the quotation and follow-up of the same through communications between both parties.
Information by electronic means relating to your request.
Commercial or event-related information by electronic means, provided that express authorisation exists.
Management of administrative, communication and logistics services carried out by the Controller.
Carrying out the corresponding transactions.
Invoicing and declaration of the corresponding taxes.
Control and debt collection procedures.
What is the legal basis for processing your data?
The legal basis is your consent and the performance of a contract.
+ SUPPLIERS
For what purposes will we process your personal data?
Information by electronic means relating to your request.
Commercial or event-related information by electronic means, provided that express authorisation exists.
Management of administrative, communication and logistics services carried out by the Controller.
Invoicing.
Carrying out the corresponding transactions.
Invoicing and declaration of the corresponding taxes.
Control and debt collection procedures.
What is the legal basis for processing your data?
The legal basis is the acceptance of a contractual relationship or, failing that, your consent when contacting us or offering us your products by any means.
+ SOCIAL MEDIA CONTACTS
For what purposes will we process your personal data?
To answer your queries, requests or petitions.
To manage the requested service, respond to your request or process your petition.
To interact with you and create a community of followers.
What is the legal basis for processing your data?
The acceptance of a contractual relationship within the corresponding social network environment and in accordance with its Privacy Policies:
Facebook: http://www.facebook.com/policy.php?ref=pf
Instagram: https://help.instagram.com/155833707900388
YouTube: https://www.youtube.com/yt/policyandsafety/es/policy.html
WhatsApp: https://www.whatsapp.com/legal/#privacy-policy
How long will we keep personal data?
We can only consult or unsubscribe your data in a restricted manner because you have a specific profile. We will process your data for as long as you allow us to do so by following us, being friends with us or clicking "like", "follow" or similar buttons.
Any rectification of your data or restriction of information or publications must be carried out through the settings of your profile or user account on the social network itself.
+ VIDEO SURVEILLANCE
For what purposes will we process your personal data?
Video surveillance of our facilities.
Monitoring of our employees.
On occasion, data may be disclosed to courts and tribunals for the exercise of legitimate legal actions.
What is the legal basis for processing your data?
The unequivocal consent of the interested party when accessing our facilities after viewing the information sign in the video-surveilled area.
+ JOB APPLICANTS
For what purposes will we process your personal data?
Organisation of recruitment processes for hiring employees.
Inviting you to job interviews and assessing your application.
If you have given us your consent, we may disclose your data to collaborating or related entities, solely for the purpose of helping you find employment.
What is the legal basis for processing your data?
The legal basis is your unequivocal consent when you submit your CV and receive and sign information relating to the processing activities we will carry out.
How long will we keep personal data?
The CV will be stored for a period of one year, after which, if we have not contacted you, it will be deleted.
+ HUMAN RESOURCES
For what purposes will we process your personal data?
What is the legal basis for processing your data?
The legal basis for processing your data is the performance of your employment contract, compliance with the relevant legal obligations and the consent of the interested party.
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Do we include personal data of third parties?
No, as a general rule we only process the data provided to us by the data subjects themselves. If you provide us with data relating to third parties, you must first inform and request consent from those persons; otherwise, you release us from any liability for failure to comply with this requirement.
What about minors’ data?
We do not process data relating to minors under the age of 14; therefore, please refrain from providing such data if you are under that age.
Will we carry out communications by electronic means?
They will only be carried out to manage your request, if this is one of the contact methods you have provided.
If we send commercial communications, they will have been previously and expressly authorised by you.
What security measures do we apply?
You can rest assured: we have adopted an optimal level of protection for the personal data we process, and we have installed all the technical means and measures available to us, according to the state of technology, to prevent loss, misuse, alteration, unauthorised access and theft of personal data.
To what extent will decision-making be automated?
MON HOTELS does not use fully automated decision-making processes to establish, develop or terminate a contractual relationship with the user. If we use such processes in a particular case, we will keep you informed and inform you of your rights in this regard if required by law.
Will profiling take place?
In order to offer you products and/or services according to your interests and improve your user experience, we may create a "commercial profile" based on the information provided. However, no automated decisions will be made based on that profile.
To whom will your data be disclosed?
Your data will not be disclosed to third parties, except where legally required. Specifically, data will be disclosed to the State Tax Administration Agency and to banks and financial institutions for the collection of the service provided or product purchased, as well as to the data processors necessary for the performance of the agreement.
In the event of purchase or payment, if you choose any application, website, platform, bank card or other online service, your data will be disclosed to that platform or processed within its environment, always with the highest level of security.
If you have given us your consent for the processing of your name, images and other information related to the activity of MON HOTELS, they will be disclosed on the different social networks and website of MON HOTELS.
International transfers
If it becomes necessary for MON HOTELS to carry out international data transfers, it will ensure that such transfers are possible in accordance with the General Data Protection Regulation or any other requirement established by applicable regulations. For this purpose, the company will adopt the necessary agreements to guarantee a level of data protection equivalent to that provided under European regulations.
If we work in a shared-folder system in applications such as Dropbox, Google Drive, Microsoft OneDrive, Amazon, Apple, HubSpot, etc., an international transfer to the United States will take place under the authorisation of Article 49(c) of the General Data Protection Regulation or any other mechanism that guarantees a level of data protection equivalent to that provided under European regulations.
What rights do you have?
To know whether or not we are processing your data.
To access your personal data.
To request rectification of your data if they are inaccurate.
To request erasure of your data if they are no longer necessary for the purposes for which they were collected or if you withdraw the consent granted.
To request restriction of the processing of your data in certain cases, in which case we will only keep them in accordance with applicable regulations.
To port your data, which will be provided to you in a structured, commonly used and machine-readable format. If you prefer, we can send them to the new controller you designate. This is only valid in certain cases.
To lodge a complaint with the Spanish Data Protection Agency if you believe that we have not properly addressed your request.
To withdraw consent for any processing to which you have consented, at any time.
If you modify any data, we would appreciate it if you informed us so that we can keep it updated.
Do you want a form to exercise your rights?
We have forms for exercising your rights; you may request them from us by email or, if you prefer, you may use those prepared by the Spanish Data Protection Agency or by third parties.
These forms must be electronically signed or accompanied by a photocopy of your ID card.
If someone represents you, you must attach a copy of their ID card, or they must sign with their electronic signature.
The forms may be submitted in person, sent by post or sent by email to the Controller’s address indicated at the beginning of this text.
You have the right to withdraw, at any time, the consent granted for any of the processing activities for which you have given consent.
Do we process cookies?
If we use cookies other than necessary cookies, you may consult the Cookies Policy through the corresponding link from the start of our website.
How long will we keep your personal data?
Personal data will be kept for as long as you remain connected with us.
Once you are no longer connected with us, the personal data processed for each purpose will be kept for the legally established periods, including the period during which a judge or court may request them, taking into account the limitation period for legal actions.
The processed data will be kept until the aforementioned legal periods expire, if there is a legal obligation to keep them, or, if there is no such legal period, until the interested party requests their deletion or withdraws the consent granted.
We will keep all information and communications relating to your purchase or to the provision of our service for as long as the warranties of the products or services remain in force, in order to deal with possible claims.
For each processing activity or type of data, we provide a specific retention period, which you may consult in the following table:
| File | Document | Retention |
| Clients | Invoices | 10 years |
| Forms and coupons | 15 years | |
| Contracts | 5 years | |
| Human Resources | Payrolls, TC1, TC2, etc. | 10 years |
| CVs | Until the end of the recruitment process, and 1 additional year with your consent | |
| Dismissal compensation documents, contracts, temporary workers’ data | 4 years | |
| Employee file | Up to 5 years after termination | |
| Marketing | Databases or website visitors | For as long as the processing lasts |
| Suppliers | Invoices | 10 years |
| Contracts | 5 years | |
| Access control and video surveillance | Visitor list | 30 days |
| Videos | 30 days blocked; 3 years destruction | |
| Accounting | Accounting books and documents, shareholders’ and board agreements, company bylaws, board and delegated committee minutes and regulations, financial statements, audit reports, records and documents relating to grants | 6 years |
| Tax | Management of the entity, rights and obligations relating to tax payments, management of dividend payments and tax withholdings | 10 years |
| Information on intra-group pricing establishments | 18 years; 8 years for intra-group transactions for pricing agreements | |
| Health and Safety | Medical records / clinical histories | 5 years |
| Environment | Information on chemical or substantially hazardous substances | 10 years |
| Documents relating to environmental permits while the activity is carried out | 3 years after closure of the activity; 10 years for criminal limitation period | |
| Records on recycling or waste disposal | 3 years | |
| Grants for cleaning operations: documents of rights and obligations, receipts and payments | 4 years | |
| Accident reports | 5 years | |
| Insurance | Insurance policies | 6 years as a general rule; 2 years for damages; 5 years for personal insurance; 10 years for life insurance |
| Purchases | Record of all deliveries of goods or provision of services, intra-Community acquisitions, imports and exports for VAT purposes | 5 years |
| Legal | Intellectual and industrial property documents, contracts and agreements | 5 years |
| Permits, licences and certificates | 6 years from the expiry date of the permit, licence or certificate; 10 years for criminal limitation period | |
| Confidentiality and non-compete agreements | For the duration of the obligation or confidentiality period | |
| Personal data protection | Processing of personal data, if different from the processing notified to the Spanish Data Protection Agency | 3 years |
| Personal data of employees stored on networks, computers and communication equipment used by them, access controls and internal management/administration systems | 5 years | |
| Academic | Academic record | Indefinite |
| Guests | Traveller/guest check-in register | 3 years |