Accommodation unit Retro Hostel is committed to protecting and respecting the confidentiality of the personal data you entrust to us. This document contains important information about how we use the collected data. It describes how we collect, use, process, and transmit the data you provide when accessing and using our booking system. Those who access and use our booking system will be referred to as ”users”. We invite users to carefully read this document called ”Privacy Statement”. The user expresses free will to provide personal or third-party data to Retro Hostel. By ”booking system”, ”booking engine”, ”system”, ”website”, ”platform”, ”application”, ”web application”, ”services”, ”online services” we refer to all the online and the services with which we operate on the hostel site www.retro.ro , except the cases mentioned as such. By accessing the platform and giving us your data, you agree to the terms of our Privacy Statement, as described in this document. The statement may be subject to change from time to time, so we advise you to check periodically to make sure you are up to date with the latest version.
By the terms ”we” and ”ours” we refer to the accommodation unit Retro Hostel. Data Controller: Accommodation unit Retro Hostel operates the booking system through a data processor, as explained below. According to the General Data Protection Regulation (GDPR), the accommodation unit is the data controller and the controller that determines the purpose and means of processing the data.
Accommodation unit: Retro Hostel
Company: SC RETROINN SRL.
Address: Cluj-Napoca, Potaissa st. 11 – 13
Fiscal Identification: 14320331
Registration no.:: J12/1609/2001
Retro Hostel operates the booking system for the accommodation unit Retro Hostel and undertakes to protect the confidentiality of data provided by system users. Our own booking reservation is empowered by the accommodation unit Retro Hostel to process the data on its behalf.
What kind of personal data is required from users
Retro Hostel by using its own booking and management software collects and stores the information that users provide when making a reservation. They are asked for the name, address, telephone number and e-mail address, financial data for payment when pre-payment is made, and names of guests traveling with them. This information is required and mandatory (unless otherwise specified in the dedicated fields) to handle the user request, and stored in the retro.ro back office system to process the booking. If the user refuses to provide them, the request cannot be executed. Users can be contacted by those who manage the accommodation about the reservation. Also, their personal data is stored after the stay, but will only be retained for as long as necessary in accordance with legal obligations.
Personal data of third parties (reservations for companions, friends, family members, etc.)
If the user provides the data of a third party, it is assumed that he has the agreement of said party and has transmitted the information from this Privacy Statement, the controller and the data processor being relieved of any responsibility in this regard. However, we may carry out additional checks by taking appropriate measures in accordance with the legislation in force.
The purpose of using personal data
Depending on user requests, the collected data will be processed for the following purposes:
- to manage the reservations made, including making payments (when applicable) and managing user requests and preferences
- to administer users' subscription for loyalty programs and membership
- to contact users for the purposes listed here
- to send customized commercial offers by electronic means if the user has given his / her consent
- to manage additional services
- to make surveys and assessments of the quality of the services provided
The duration of the retention of personal data
The data is kept for a period required to meet the above-mentioned goals, unless they are needed for a longer period, and this is permitted by law, or unless the user requests their deletion, withdrawing their consent. The criteria for determining the duration are:
- The length of time the user has a relationship with the data service provider (such as when the user has an account on the booking system or the one in which he uses his services or the period prior to his / her stay)
- Where there is a legal obligation (certain laws require the data controller to retain transaction data for a certain period before being allowed to delete it)
Using accounts from social networks of users
In the event of registering or logging in through a social network user account, we can collect and access various information from the user profile on that social network for internal administrative purposes and / or the purposes previously indicated.
According to GDPR, retro.ro ensures that the necessary procedures to prevent unauthorized access and misuse of personal data are reasonably met. We use appropriate systems and procedures to protect and maintain the information that has been passed on to us. We also call for technical and security procedures and physical restrictions to prevent access and use of personal data on our servers. Only authorized personnel have access to personal data and this only during the completion of their job tasks.
Data is processed in such a way as to ensure its security and to combat the risk of being altered, lost, processed or accessed illegally, depending on the nature of the technology, the stored information and the risks to which it is exposed.
Control and user rights on personal data
Users have the right to access the data stored by the accommodation units they have booked through the www.retro.ro system. To do so, they have to contact directly Retro Hostel accommodation unit.
Users have the right to request whenever they wish to delete the provided data.
Users have the right to modify any incomplete or invalid data.
Users are entitled to request data deletion when it is no longer required for the purposes for which it was collected and stored.
Users have the right to confirm the revocation of the agreement.
Users have the right to obtain limitation of data processing when the conditions for personal data processing regulations permit.
Users have the right to request the transfer of their data.
Users will also be informed that at any time they can submit a complaint about their personal data protection with the competent authorities.
Reviews, ratings, feedback
Users may be asked to provide an opinion on the quality of the accommodation services once the stay is completed, with a view to improving services. The user's e-mail address will be used for this purpose. If they complete a review, it may be posted on the accommodation unit's website, Facebook, Twitter or Google plus page. No user details will be published. Storage of users’ information may be required to meet the obligations that the accommodation unit has to them.
Legitimate interest in processing user data
We may use the information of users for legitimate purposes, such as administrative, fraud detection or legal purposes.
The processed data that we request for the purposes listed above cannot be used without the consent of the user. Also, if the user withdraws his / her consent, this will not affect the legality of the previous processing of his / her data. To cancel the agreement, the user must contact us through the channels mentioned above. Similarly, in those cases where it is necessary to process a user's data to fulfil a legal obligation or to perform a contractual relationship between us and the user, the processing of the data will be legitimate as it is necessary to achieve those objectives.
The term ”cookie” defines a small amount of information placed in the web browser of the computer or mobile device that users use. Cookies are used to facilitate the booking process and contain information such as the searched data and the language of the booking. There is a difference between temporary cookies and long-time cookies. The temporary ones will only exist until the web browser is closed. The long-lasting ones are used for longer and are not automatically deleted when the browser is closed. We use lasting cookies in Google Analytics to analyze traffic and visitor behavior.
Use of services by minors
The services are not for those under the age of 18 and we do not require them to provide personal information.
Disclosure of personal data
Personal data will be used and disclosed in the following cases:
- To comply with applicable laws, including the laws of the user's country of residence
- To respond to a request in a legal process
- To respond to requests from government authorities, including authorities outside the user's country of residence, and to meet national security requirements
- To implement the terms and conditions
- To protect the rights, privacy, security of our data, of the users’ data and of the third parties’ data
We may use and disclose Other Data for any purpose, except where current legislation does not allow it. In some cases, we can combine Other Data with personal data (for example, user name with location). If we do so, we will consider and treat the data resulting from this combination as personal data as long as the combining process is practiced.
The user guarantees that he / she is legally responsible in the fullness of the mental faculties and that the information provided is real, valid, complete and current. The user is solely responsible for the accuracy of the data communicated and undertakes to update the information when appropriate.
The user undertakes to inform the third parties whose personal data they provide, where applicable, about the information in this document. It also undertakes to obtain the approval of third parties regarding the provision of personal data for the purposes outlined above.
The user is responsible for false or invalid information provided through the website and for any direct or indirect damages caused to us or to third parties.
Reservation policies, cancellations, and refunds.
Being a small location, late cancelations, and no-shows really affect our business.
Cancellations can be done for free, 30 days before check-in.
For cancellations less than 30 days before the check-in date, we reserve the right to charge 50 % of the total amount of the booking.
For cancellations less than 15 days before the check-in date, we reserve the right not to refund the reservation.
For cancellations less than 30 days before the check-in date, Retro Hostel is open to changing the dates of the original reservation or holding the booking payment for any other period of interest.
In the case of late check-in, if the reception is closed, the access into the hostel and room will be done by using the access codes provided by Retro Hostel. Any kind of issue that might appear on the accommodation time will be solved together with the reception of Retro Hostel, either directly of by telephone, by calling the displayed numbers.
Any change of the original reservation – the duration of accommodation, the number of beds/rooms reserved, requested during the time of accommodation, can be the object of a presumptive nonrefunding policy. This can be influenced by the touristy season, or by the touristy occupation rates or request at Retro Hostel location.