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Data protection regulations

At Hotel Reservation Service Robert Ragge GmbH (HRS) we take the protection of your privacy and data security very seriously. We would like to explain to you what kind of data we collect, what we use it for, and how we protect it. These data protection regulations apply to the mobile site and HRS mobile apps ('products').

1. General information on data protection and purpose of storage

What kind of data is collected?

Server logs

When using our products, your usage and connection data are stored in the server log files. This information includes:

a) IP address of the accessing system;

b) app and browser information (e.g. operating system, software version, screen resolution, language setting);

c) web page accessed and web page from which you were directed to our website;

d) amount of data transferred and status code;

e) time of access.

We use this data solely to prevent misuse and disruption, as well as to optimise our products.

2. Booking

If you make a hotel reservation via HRS, we collect the necessary data from you to process the reservation. The data in question includes in particular: your name, your phone number and your email address ('contact details'), as well as your arrival and departure dates, your hotel and the type of room booking ('booking data').

3. Contact

You can send all queries to us via the Contact screen. We collect your contact data in order to process these queries. We delete this data after we have dealt with your query.

4. MyHRS

In MyHRS you can register as a user of our website with your contact data. The advantage of registration, among other things, is that you do not have to re-enter your details every time you make a booking. If you would like to delete all your contact data and your myHRS account, please contact datenschutz@hrs.de. We will then delete this data unless they are subject to any further statutory archiving requirements.

In MyHRS, you also have the opportunity to receive email updates with travel tips, improvements to the website, special offers, etc. You can also subscribe to our newsletter here. You can choose to receive this kind of customer service or you can terminate it at any time. It's completely up to you.

5. HRS Smarthotel service

You can register in your HRS App to use the HRS Smarthotel Service. The HRS Smarthotel Service is provided by our service provider, Hotel Beacons GmbH, Ohlauer Straße 43, 10999 Berlin, with whom we entered into a Data Processor Agreement as per Section 11 of the BDSG (German Federal Data Protection Act). All data collection, processing and use is the sole responsibility of HRS.

The HRS Smarthotel Service collects and processes signals broadcasted from Bluetooth devices ('Beacons') being collected by a smartphone on which the HRS App is running and on which you have registered to use the HRS Smarthotel Service. During this processing, the HRS App communicates with the server of Hotel Beacons GmbH ('Server').

If and to which scope any personal data is collected, processed or used, depends on how you use the HRS App or the HRS Smarthotel Service. We collect the personal data that you provided when registering for the HRS Smarthotel Service or that you subsequently update or add in your user account. This information ('Personal Data') consists of:

a) Guest information: First name, last name, date of birth, gender, photo, address, email address, information on identity documents, nationality, password, allergies, information on preferences such as late checkout or extra pillows, and all other information that you can choose from when entering data, plus

b) Visit information: Location, time and date, information on your hotel stays (e.g. frequency, categories, when and how often you visited the hotel) and limited information on third parties; payment, invoicing and payment transaction dates, feedback provided, communications.

We process this Personal Data exclusively to ensure that the HRS Smarthotel Service functions properly. We also process this data in aggregated form in order to improve our product range and the HRS Smarthotel Service (jointly referred to as the 'Purpose').

Duration of data processing when using the HRS Smarthotel Service

We process your Personal Data for as long as is needed to achieve the purpose described above for which we have collected or received the Personal Data and when our statutory archiving requirements have elapsed.

Deletion of data generated when using the HRS Smarthotel Service

Your Personal Data are deleted when you delete the relevant Personal Data for using the HRS Smarthotel Service from the HRS App. If you would like to delete all your Personal Data and your myHRS account, please contact datenschutz@hrs.de. We will then delete this data unless they are subject to any further statutory archiving requirements.

How does the HRS Smarthotel Service work?

When you arrive at an accommodation you have booked, and have installed the HRS App and activated Bluetooth, the HRS Smarthotel Service will be able to recognise the hotel ('Smarthotel') via a Beacon located in the Smarthotel. The HRS App checks on the Server to see whether there is a booking for the user in the relevant Smarthotel and then transfers your guest information to the 'conichi Merchant Center', the conichi user platform for Smarthotels that has been provided to this Smarthotel by Hotel Beacons GmbH and enables the Smarthotel to provide the HRS Smarthotel Service.

If you have selected the HRS Smarthotel Service´s 'Pre checkin' function when booking, the Smarthotel is given the option to access your data when you book and not only when you make contact with the Beacon.

The guest information is available to the Smarthotel in the conichi Merchant Center and the Merchant app until you check out. Smarthotels can also view statistics and analyses based on the aggregated data of their own guests. Smarthotels can create and print out a report that contains the data required by law (date of arrival and probable departure, last names, first names, date of birth, nationality, address, number of travellers and their nationalities, and serial number of their approved and valid passport or document in lieu of passport in the case of foreign persons). Smarthotel guest information cannot be exported from or stored outside of the conichi Merchant Centre. However, HRS has no influence on the further processing and use of your guest information by the Smarthotel and shall therefore not be responsible for this.

How can you deactivate the HRS Smarthotel service?

You can prevent your smartphone communicating with the Beacon and the Smarthotel by either deactivating Bluetooth or switching on the HRS Smarthotel Service incognito mode in the HRS App.

6. Who will my data be passed on to?

When you make a booking via HRS, your booking data is passed on to the hotel you selected so that your reservation can be made. Your contact data will never be sold or distributed by HRS.

In exceptional cases, we are obliged to pass data on to the regulatory authorities or courts due to legal requirements and associated legal or regulatory orders. We will only do so if we are obliged to by law.

7. Information on data protection

How secure is data transfer to HRS?

All personal data you provide to HRS is encrypted and transferred using the 128-bit SSL (secure socket layer) protocol. SSL is a reliable and globally-used encryption system which helps the system to automatically encrypt your data before sending it to us.

How secure is my data in the HRS database?

We apply high HRS security standards to our database and web server in order to ensure effective protection of your data against loss, misuse, unauthorised access, disclosure, amendment and deletion.

8. Cookies

What are cookies? Cookies are small information files that are saved on your computer's hard drive by your browser. They make your booking process even easier by automatically showing you frequently used data when you revisit our site. You can change your browser settings so cookies are not stored on your computer. However, you may then not be able to take full advantage of some of the functions in our products. Nevertheless, you can use the basic 'Search and book' functions without cookies.

9. Device recognition

As an additional service, we can give you HRS applications for your smartphone ('HRS apps'), which you can download for free from HRS websites or various partner websites and use to search for and book hotels. If you use HRS apps on your smartphone, we will collect and use your information in the same way and for the same purpose as when you use HRS websites.

When using the app, the analysis products of the providers

a) Adobe Systems GmbH, Georg-Brauchle-Ring 58, 80992 Munich and

b) adeven GmbH, Saarbrücker Straße 36 10405 Berlin are used instead of a cookie.

They collect anonymous unique device identification information in connection with usage information (e.g. MAC address, anonymised IP address, device ID, Android ID, IDFA, bundle ID, time of access, network provider inc. mobile network code, installation ID, session ID, functions used and settings). We have concluded service contracts with these companies which ensure that data is only processed under our instructions solely for our purposes. We use this pseudonymised data to improve our apps and our offer.

Your device identification and your booking number are also transferred to our partners during installation and when making each booking. Under no circumstances is it possible for our partners to link the identification to an individual.

By using this app, you declare your agreement to the processing of the anonymised data collected in this way in the described manner and for the previously stated purpose. You can disagree to this data collection by deactivating it in the HRS app settings. On iOS devices you can disagree to the building of your profile by deactivating it in Settings->Privacy->Advertising->Limit Ad Tracking. Switching off the data collection will only take effect from the next time you start the app.

10. Push notifications

If you have activated it so we can send additional messages directly to your app ('push notifications'), you declare your agreement that a pseudonymised email address will be used by the app in order to send the notifications to the device.

To send the push notification, we use a service provider, 360dialog GmbH, Marienburger Str. 16, 10405 Berlin, with whom we have established a service contract under Section 11 BDSG (German Federal Data Protection Act).

11. Location data

When searching for hotels, you can display results close to your current location using our mobile solutions. To do this, you need to share your current location with HRS. Your location is only shared when you use the local search function. The data is only used for determining the appropriate search results. The location data is not saved by HRS and is not reused in any other form.

12. Questions

You can obtain information about your stored data at any time. You have the right to amend, delete and block (inaccurate) data. Please amend your contact data in MyHRS. However, contractual and/or legal provisions may mean we cannot delete data, particularly if it is needed for accounting and invoicing purposes. If you have any questions about our data protection principles, please contact us at:

datenschutz@hrs.de