General Data Protection Regulation
GENERAL DATA PROTECTION REGULATION - DISCLAIMER
The new General Data Protection Regulation (GDPR) rules apply as of May 25th 2018, having revoked Directive 95/46/CE. These rules aim to protect individuals as pertains to the treatment of personal data and its free circulation.
As we strive to comply with our duty to inform our guests, and to keep them informed, we recommend reading this brief text about how Casa do Valle processes and treats personal data.
Data concerning credit cards, payments and contacts
Reservations can be made through online platforms (such as Booking.com, Expedia Group or Bonanza), or directly through our official website (Booking Button – Siteminder).
In order to complete a reservation, future guests must submit their credit card information, which the booking platform (or the web server, in the case of direct online reservations) then partially shares with us.
We access the remaining credit card information through a link contained in the reservation itself, which arrives in the form of an email. The sequence of steps that follow may vary depending on which booking platform was used, yet it will always include a verification email, which we receive, containing the missing information (usually the CCV number of parts of the card number). We write down all of the credit card information, in pencil, on a printed copy reservation email.
Access to credit card information serves four purposes:
1.º To charge a deposit of 30% over the total amount of the reservation, term to which the future guest adheres when booking;
2.º To refund the abovementioned deposit in case of cancellation, on the guest’s part, up to 15 days before the day of check-in;
3.º To charge the remainder of the total amount should the guest, not having cancelled, never show up;
4.º To charge the remainder of the total amount should the guest check-out without settling his or her bill.
Credit card information is kept until 6 months, should it be necessary to issue a refund for an amount paid for by a guest in the course of his or her stay.
Given that we do not usually accept direct reservations via email, it is our policy to ask our future guest to call Casa do Valle and provide his or her credit card information over the phone. We then write down this information, in pencil, on the reservation sheet created in the meantime.
Booking platforms usually provide us with the guest’s telephone number, which is indicated on the reservation email. Regardless, it is our policy to request a telephone number when we confirm the guest’s reservation, in anticipation of certain situations in which it has proven necessary to contact guests:
i. External circumstances have taken or are taking place, which may influence the guest’s arrival at Casa do Valle (e.g. traffic being redirected);
ii. A pressing need to follow-up with requests or previously posed questions (e.g. restaurant reservations);
iii. Na urgente need to alert the guest about personal belongings that may have been unpurposedly left behind after check-out.
Details from a given reservation are kept in a specific folder until the day of check-in, when they are then forwarded to our “in-house guest” folder. Following check-out, we invoice that guest’s payment and file his or her reservation in our “past reservations” folder, the content of which is destroyed, by means of a paper shredder, every two weeks.
All this information is kept in our Reception office, which only our members of staff can access. During closing hours (between 18:30 and 09:30), the Reception is permanently locked.
Data concerning ID cards and passports
In keeping with Portuguese Law n. 23/2007, of July 4th, as well as Ordinance n. 287/2007, of March 16th, and Ordinance n. 415/2008, of June 11th, we are bound by law to periodically provide Portuguese Customs (Serviço de Estrangeiros e Fronteiras – SEF) with check-in and check-out data regarding our guests. Such data is sent through SEF’s official online platform, and it is this institution that is responsible for it’s own platform’s safety.
Upon check-in, we hand our guests a paper form which we request be filled and returned by check-out. From these forms, which must be filled and signed by every guest associated with a given reservation (including small children and babies, whose forms are the responsibility of the parents or legal guardians), we use the following data:
× Full name
× Birth date
× City and country of birth
× City and country o residence
× ID number (passport or others)
× Country that issued ID
This data can only be used for and in keeping with our legal obligation to inform Portuguese authorities of the data itself. Therefore, it cannot be used for any other purposes, such as marketing campaigns, without guests’ written consent, which must also feature in the form itself from which we collect the data.
Our forms contain an additional section, the filling of which is merely optional. The forms are kept in our office, inside their own folder, for one year from the date when they were signed, after which they are promptly shredded.
We are further obliged to send monthly reports to the National Statistics Institute (Instituto Nacional de Estatística – INE) through its official online platform, in regards to:
× Nacionality (including for Portuguese guests)
× Number of nights per nacionality
× Number of employees
× Expenses with employees
The data we send every month to INE does not include any sensitive information about our guests or our employees (namely any information that could identify them).
The permanent disposal of each reservation is preceded by invoicing, generally using the name of the guest who made the reservation. A list of invoices is sent every month to the accounting firm who assists us in our accounting tasks, who holds on to it until July of the following year and then returns it to Casa do Valle. We are legally bound to keep paper records of our accounting activities for 10 years, after which we shred them.