PRIVACY POLICY

This privacy policy discloses the privacy practices of Arctic Hotel Collection hotels City Hotel Oy and Arctic Light Hotel Oy. It will notify the following:

  1. What customer information is collected from you
  2. How information is collected, used and shared
  3. Customer right to access and control information
  4. Security of the collected information
  5. Passenger card
  6. Contact details

 

1. What customer information is collected from you

We will ask you for following information for room reservation:

  1. name
  2. email address
  3. phone number
  4. credit-/debit card number, last date valid and security number

This information is used to reserve requested services, to send confirmation details and, if necessary, to inform you of any changes or news regarding your journey. If we have issues of fulfilling your wishes, we will contact you. Phone number is only used if we need to urgently contact you or you have made a mistake filling your information. Credit and debit card information is only used to guarantee or charge required and booked services. 

Additionally we may collect following information for customer service:

  1. nationality
  2. birthday
  3. all additional information related to reservation
  4. payment, invoicing and payment issue information
  5. information if you have denied using your information for marketing
  6. information if you have allowed your information to be used for marketing
  7. information regarding your use and purchases of our services
  8. your wishes and requests regarding reservation for example room location, type etc.
  9. other information required to uphold customer service relations

Passenger card

All accommodation services are required to collect passenger card information from all accommodation passengers. Accommodation service provider is designated information holder of this information in order to comply with Finnish law. More information in section 6. 

 

 2. How information is collected, used and shared

Only Arctic Light Hotel Oy and City Hotel Oy own all customer information.

All information is only collected for reservations and customer service. Information may also be used for direct marketing in the form of email newsletters. 

We only collect information that is voluntarily provided to us by:

  1. reservation
  2. email
  3. phone
  4. at the hotel

We will never forward, rent or sell customer information for third parties. 

Names and contact details are only forwarded if you ask us to book or use third party services for you. 

Passenger card information is forwarded to police if requested by authorities. 

 

3. Customer right to access and control information

As our customer, you have a right to:

  1. ask us to delete or modify your customer information, (excluding passenger card) 
  2. see all possible information collected of you
  3. notify us of any concerns you have regarding customer information use
  4. deny us from contacting you or sending you marketing messages

For above mentioned we ask you to contact us in writing:

Arctic Light Hotel Oy City Hotel Oy
hotel@arcticlighthotel.fi hotel@cityhotel.fi 

 

4. Security of the collected information

We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline.

Wherever we collect sensitive information (such as credit card data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a closed lock icon at the bottom of your web browser, or looking for ”https” at the beginning of the address of the web page.

While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment. The information kept at our computers/servers is encrypted. 

Our hotels can not be held responsible for any information that third parties for example reservation websites or travel agents collect and use regarding your reservation. Our hotels are responsible of only the information provided directly to us. 

Your information is kept in database until further notice. If you do not use our services, your data is deactivated automatically. 

 

5. Passenger card

Collecting passenger card information is based on Finnish law 28.4.2006/308 ”Laki majoitus- ja ravitsemistoiminnasta” or rough translate law regarding accommodation and restaurant services. 

Passenger cards are collected and handled for general safety and security and to prevent and solve criminal activities as well as to collect statistics for Finnish authorities. Accommodation providers may use the collected information for direct marketing unless denied by customer. 

6 § Passenger card and passenger information 

Accommodation provider is obliged that all accommodation customers fill passenger card accurately. Group reservation can be handled as one passenger notice. Passenger card must state company details, contacts and address. Passenger card must contain following information:

  1. full name of the passenger as well as his or hers personal identification number or if missing birthday
  2. full names of all other passenger travelling with the primary traveler and their personal identification number or if missing birthday
  3. living address
  4. country of entry to Finland 
  5. passport or identity card number
  6. Check-In and Check-Out date

Passenger may also state the reason for journey.

Passenger card information must be verified with passenger’s signature. Groups leader may verify group notice with his or hers signature. Section b travelers do not have to provide signature. 

Accommodation service provider must verify the identify the passenger. 

Physical copies of passenger cards are required to be kept for one year after which cards are destroyed. 

 

6. Contact details

If you feel that we are not abiding by this privacy policy or you have any question you should contact us.

Arctic Hotel Collection’s Manager in charge of data protection:

Miko Gröhn
miko.grohn(a)arctichotelcollection.fi