Terms & Conditions + Privacy Policy

Who is the controller?

Hotel Hubert (Grand Hotel of Brussels SA)

Rue d'Arenberg 18

1000 Brussels

VAT: BE 0443.822.213

privacy@hotelhubert.be

 

How we collect personal data 

Depending on the situation, we collect information directly from you or from other sources.

 

From you

When you contact us regarding a reservation or making a hotel reservation, have special requirements regarding your visit or use a social media that we provide, we will collect and process the information that you provide us with. This could include sensitive personal data, such as information about allergies.

 

From other sources

If someone makes a reservation for you, we process these personal data about you.

Also, sometimes we receive personal data from third parties (including other companies within our group) with whom we do business or that are suppliers to us.

In addition, if permitted by law, we – or a third party – can under certain circumstances use tracking tools (such as cookies) to collect information about you. More information about the use of cookies on our website can be found in the cookie policy.

Under certain circumstances, we process personal data about you that originates from publicly available sources, like social media. This is for example the case when you write a review about our hotel on a website. 

In those cases where we process personal data about you that we receive from other sources than yourself, we will provide you with information in accordance with the GDPR.

 

Different types of processing activities

Information regarding guests

Type of personal data

• contact information (for example your name, e-mail address, telephone number and address),
• demographic information (such as age, gender, age and language),
• guest stay information (which could include special categories of personal data, such as information about allergies, stay preferences and wishes),
• a copy of the details of your passport or identity card (which can include your name and address, your place of birth and birthdate and your national identification number, the number of your passport or identity card and your nationality),
• payment information (such as credit card number),
• business information.
• information relating to your (previous) reservations (for example past visits, date of arrival, date of departure),
• guest assistance comments.
• information (for example feedback about our hotel and services) that you submit to us (e.g. through customer satisfaction surveys).
• information collected in the context of additional services and facilities of Hotel Hubert (such as booking of private meeting rooms, gym reservations),
• other personal data that you provide to us voluntarily (e.g. in your inquiries or complaints),
• technical data you generate as a result of using the website of Hotel Hubert.

Lawful basis for the processing

The processing is based on:

• your consent (in cases we have asked for that and you have accepted it),
• the performance of a contract to which you are party, in order to take steps at the request of you to entering into a contract (for example in relation to a reservation),
• our legal obligations (for example the legal obligation for accommodation providers to register hotel guests), or
• our legitimate interests.We have for example a legitimate interest in offering our guests and customers the highest possible standard of service.We also have a legitimate interest in contacting our guests to ask them about their stay in our hotel. When processing is based on legitimate interest, we shall make a balance between our legitimate interests and your rights and interests.

Purpose

To provide you with the services and products that you have asked for (for example in relation to a reservation), to provide you any add-on services related to your stay or visit on your request, to evaluate and improve our services (for example, through analyzing comments, complaints and post-stay surveys), to process any inquiries or complaints addressed to us,  and to fulfil our legal obligations (for example to register hotel guests).

 

Information regarding contact persons

Type of personal data

Contact details such as name, e-mail address and telephone number.

Lawful basis for the processing

Our contractual relationship or legitimate interests – we will use your data in ways that you would reasonably expect and which have a minimal privacy impact (or where there is a compelling justification for the processing) and solely in accordance with the purpose. When processing based on legitimate interest, we shall make a balance between our legitimate interests and your rights and interests.

Purpose

We process personal data for the purpose of managing the supplier relationship, for contacts in various questions, billing and marketing (if applicable) or to communicate in other ways with you and your company. 

 

Social media

Type of personal data

The personal data that you submit to us on any social media platform (e.g. name, e-mail address and telephone number).

Lawful basis for the processing

• consent (in cases we have asked for that and you have accepted it),
• the performance of a contract to which you are party or in order to take steps at the request of you to entering into a contract (for example in relation to a reservation), or
• legitimate interests. When processing based on legitimate interest, we will make a balance between our legitimate interests and your rights and interests.

Purpose

To provide you with the services and products that you want, to manage and market our services and products and to communicate with you.

 

E-mail

Type of personal data

Name, e-mail address, telephone number and any other personal data that you submit to us via e-mail. 

Lawful basis for the processing

• consent (in cases we have asked for that and you have accepted it),
• the performance of a contract to which you are party or in order to take steps at the request of you to entering into a contract (for example in relation to a reservation), or
• legitimate interests. When processing is based on legitimate interest, we will make a balance between our legitimate interests and your rights and interests.

Purpose

To provide you with the services and products that you want, to manage and market our services and products and to communicate with you.

 

Personal data regarding children

As far as we know, we are not in contact or collect personal data from children under 18 without relevant permission from a parent or guardian. If you believe we have inadvertently collected such information, please contact us so we can promptly obtain parental consent or remove the information.

 

Group bookings

For bookings including 6+ rooms, stricter terms and conditions apply. Contact book@hotelhubert.be to have this information.

 

Direct marketing communications, newsletters

Type of personal data

Name and e-mail address.

Lawful basis for the processing:

Hotel Hubert has a legitimate interest in sending marketing information to its existing customers regarding its own similar products and services (e.g. event invitations, promotions and special offers, …) including via social media. If you do not wish to receive our communications you can express your preference at the time we collect your information (e.g. at the form you fill out at check-in). In addition, if we process your data for marketing purposes, you have the right to object at any time (see further below regarding your opportunities and rights in relation to this). You can object, for example, by using the unsubscribe links in the relevant communication.

If you are not a guest or a client, we may use your personal data to send you marketing information (e.g. event invitations, promotions and special offers, …) including via social media if you have given us your prior consent to do so. 

If you have consented to receive our marketing communications or digital newsletters, you may withdraw your consent your consent at any time.

Purpose

In order to keep you informed about our services, events and promotions.

 

Camera surveillance

Hotel Hubert uses camera surveillance. Camera surveillance is deemed to be particularly sensitive from a privacy perspective and it is of great importance that all camera surveillance take place in accordance with the relevant legislation in effect from time to time.

The camera images are processed on the basis of our legitimate interest to secure and protect our hotel and its guests. Entering an area where a pictogram indicates camera surveillance is considered to be consent under Belgian camera legislation.

The camera images are processed in accordance with the camera legislation. Hotel Hubert indicates the camera surveillance via a pictogram. It has notified the camera surveillance to the competent authority and it keeps related information in a specific record.

For more information about data processing through the CCTV system installed at Hotel Hubert, check our CCTV privacy notice.

 

Profiling

In order to provide you with premium service each time you visit our hotel, we may keep a profile about you, which can include information about your previous stays (such as how often you visit our hotel, when you visited our hotel the last time as well as financial information about your past stays).

The processing of your personal data is based on our legitimate interest to provide tailor-made customer service.

Jobs

Type of personal data

The information you provide us with, such as your name, telephone number, e-mail address, CV, and your cover letter. In a number of cases, Hotel Hubert also receives data from third parties, such as social networks through which you apply (e.g. LinkedIn) selection and recruitment agencies, which carry out tests in the context of the application, your previous employer, but only if you have given your consent to do so.

Legal basis of processing

Depending on the individual case, the processing of your personal data for recruitment and selection purposes is based on:

• your consent, e.g. to contact your former employer or to share your data;
• your request to take steps prior to entering into an agreement, for example if you send us your (spontaneous) application; or
• on the basis of our legitimate interest, including identifying, screening and evaluating applicants for potential employment and maintaining a recruitment reserve.

After the recruitment and selection procedure, Hotel Hubert will retain your data in its recruitment database for future vacancies. In the communication in which we communicate the decision about your application, we offer you the opportunity to oppose this.

For more information about processing of your personal data in the context of a job application, please check our Job applicant privacy policy.

Purpose

Hotel Hubert collects and uses your personal data exclusively for recruitment and selection purposes as set out above.

 

Who are the recipients or the categories of recipients which will receive the personal data? 

In order to serve you, we may share your personal and anonymous data with:

• other companies (including companies within the Pandox group), such as vendors, contractors and co-operation companies. Their use of information is limited to these purposes and subject to agreements that require them to keep the information confidential. Our vendors provide assurance that they take reasonable steps to safeguard the data they hold on our behalf, although data security cannot be guaranteed.
• third parties that are data processors that perform services to us (e.g. companies that assist us in marketing activities and IT operations).
• other group companies (e.g. to facilitate reservations).
• lawyers and advisors of Pandox group,external Data Protection Officer.
• relevant authorities. 
• analytics companies may access anonymous data to help us understand how our services are used. They use this data solely on our behalf. They do not share it except in aggregate form; no data is shared as to any individual user.
• potential acquirers of the company: in case (part of) our business is sold to a third party, your data may be shared with the acquirer.

 

Will transfers be made to any third country? 

As a main rule, we will not transfer any personal data to a third country (i.e. a country outside the EU/EEA).It is possible that service providers of Hotel Hubert process your data outside the EEA. In this respect, Hotel Hubert is committed to ensuring an adequate and sufficient level of protection for your data (e.g. by concluding the standard contractual clauses of the European Commission - article 46 GDPR) or by any other appropriate safeguards. If you have any questions about the transfer of your personal data outside the EEA or if you want to obtain a copy of the relevant documents, you can send a dated and signed request to privacy@hotelhubert.be.

 

How long is the personal data saved?  

We will not save personal data longer than necessary taking into consideration the purpose of the relevant processing. Our responsible managers shall ensure that any routines applicable to deletion of personal data are complied with. Please note that certain laws require that certain types of information must be saved for specified periods of time (e.g. we are required to keep data about hotel guests for a period of minimum 7 years after their stay). Camera images are kept for a period of in principle one month.

 

What rights do you have as a data subject? 

You have the right of access to your data, to have your personal data corrected, in certain cases to object to the processing and to require the personal data to be erased, to be restricted (a marking that the processing of the personal data should be restricted to a particular purpose), and to be turned over to you on an IT medium (data portability).

Please note, however, that some personal data is necessary in order to be able to fulfil certain duties, such as payment information, and may therefore not be restricted or erased for this purpose.

You also have the right to withdraw your consent where the processing is based on consent. Where this is the case, this will be stated as the legal basis in the relevant sections.

In order to exercise your rights under the GDPR, you must send your request including a copy of a document that proves your identity to Hotel Hubert (please see contact details below). We cannot process your request without a proof of your identity.

Please see below for a more detailed description of your rights as a data subject but note that exercising your rights may be subject to exceptions or conditions.

 

A. Right of access 

You are entitled to obtain access to your personal data. If you want to exercise this right, send us a request as explained below.

B. Right to correction

As a data subject, you have the right to ask that we correct any incorrect personal data about you as a data subject. This also means that you, as a data subject, are entitled to supplement incomplete personal data, among other things by providing a supplemental statement. Such supplementation relates to personal data which is missing and which is relevant taking into consideration the purpose of the processing of the data.

C. Right to erasure

You are entitled to contact us and request for your personal data to be erased. We are entitled to deny erasure in certain cases, among others in order to fulfil a legal obligation.

D. Right to restrict processing

In certain cases, you have the right to require that we restrict the processing of your personal data. A restriction entails that the data is marked so that in the future it may only be processed for certain limited purposes. The right to restriction applies where you believe that the data is incorrect and request a correction. In these cases, you can request a restriction of the processing during the period of time in which we are investigating the accuracy of the data.

E. Right to data portability

In certain cases, you have the right to receive personal data regarding you as a data subject which you have provided to us and the right to transfer this data to another controller. This right applies to automated processing where the processing of personal data is supported by consent from you as the data subject, or in order to perform an agreement with you and this applies only to such data as you yourself have provided. 

F. Right to make objections

You are entitled, at any time whatsoever, to object to our processing of your personal data where it involves personal data which is being processed based on a legitimate interest. In such case, we may no longer process the personal data unless we can demonstrate a compelling legitimate reason for the processing which overrides the interests, rights and freedoms of the data subject, or where takes place in order to establish, exercise or defend against a legal claim.

Where the personal data is processed for direct marketing, you as a data subject are entitled at any time whatsoever to object to the processing of personal data involving you for such marketing, including profiling to the extent this is connected to such direct marketing.

 

Have we asked for your consent? Then you can always withdraw your consent!

In certain cases, we ask for your consent in order to provide you with certain services and process your personal data. Following your consent, we will only process your personal data for the purposes related to such service, product or similar.

In the following cases, inter alia, we may request your consent:

• Marketing activities;
• In relation to processing of children’s data (where we will obtain consent from a parent);
• If we process special categories of personal data (such as allergies).

Where the processing is based on consent, you are entitled at any time whatsoever to withdraw the consent (without this affecting the lawfulness of the processing carried out on the basis of the consent before the consent was withdrawn). If you would like to withdraw your consent, please refer to the same service, website or similar where you consented or contact us at the address or telephone number below.

You are always entitled to file a complaint with the Belgian Supervisory Authority, the Data Protection Authority.

You can contact the Belgian Data Protection Authority at contact@apd-gba.be or by going to its webpage https://www.dataprotectionauthority.be. The complaint can also be made to a data protection authority other than that of Belgium, if said data protection authority is that of the EU Member State in which you have your habitual place of residence or of the place where the alleged breach took place. A list of the national Data Protection Authorities can be found here.

However, in case of any questions or objects, we request you contact us first to enable us to resolve the issue.

 

Security measures

We have implemented appropriate technical and organizational measures to ensure a level of security appropriate to the risk with relevant processing activity (including reasonable steps to secure your personally identifiable information against unauthorized access or disclosure). We encrypt transmission of data on pages where you provide payment information. However, no security or encryption method can be guaranteed to protect information from hackers or human error. Please always use the internet with caution.

 

Miscellaneous

You are not obligated to provide us with any information and personal data about you. However, in some cases, we will not be able to provide you with some of our services or products if we are not allowed to process your personal data.

 

The Bar

Vouchers may not be exchanged for cash. Cash top up payments can be made.

 

Contact details

If you have any questions or concerns about our privacy policies or our processing of your personal data, please contact us:

Hotel Hubert (Grand Hotel of Brussels SA)

Rue d'Arenberg 18

1000 Brussels

VAT: BE 0443.822.213

privacy@hotelhubert.be

 

Updates of the Policy

This privacy statement was last changed on 28th of April 2023.

We may update this policy from time to time. We will always post an updated copy on our relevant websites. Therefore, please check our site for updates.