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Privacy Policy & Cookies
This document describes the processing and use of your personal data by the Flexibook reservation system, in a transparent manner, and in accordance with EU Regulation 2016/679 (GDPR). The contractual terms of our agreement are described in a special document, i.e., Flexibook Terms and Conditions. Our privacy policy applies to all personal data collected and processed through our web based reservation system accessible by any web browser(Safari, Google Chrome, Firefox, Opera, Microsoft Edge, Internet Explorer). Regarding the privacy policy of linked Hotels, please read their specific policy. By using our services, you agree to be bound by our policy on data protection, described in this document. If you disagree with any part of the policy, you must not access and use our reservation system. Our privacy policy may be updated or revised anytime without warning. You are responsible to occasionally review the relevant terms. By using this website, you confirm your consent with any modification of these terms.

Personal data
Personal data is any information which can be associated to a physical person and may be used to identify this person. Personal data does not include information which has been made anonymous or processed in such a way that it can no longer be used to identify a specific person.

Any personal information collected and subjected to processing by the Flexibook reservation system is controlled by the Flexibook e-commerce travel technology GmbH, Kirchstraße 27, 71634 Ludwigsburg, Germany. The data controller is responsible for the collection, use, disclosure, storing and protection of your personal data, in accordance with the law.

Collection and processing of personal data
To process requests for reservation, we collect the following personal data by our customers/users of the service: i) title, ii) first name, iii) phone number, iv) mobile phone (optional), v) email and vi) country (detected by the IP address of the user). The period for which the personal data are stored is limited to 1 year after check-in. However, each hotel reserves the right to use a different period. The purpose of the collection and use of your data is to process your bookings and reservations, according to your preferences exclusively.

Recipients of personal data
Your personal data are disclosed to hotels which are using our reservation system for managing online reservations. We also share certain information of your reservation with the payment service provider and the competent financial institution carrying out the payment process. It is also possible that personal data should be disclosed to law enforcement agencies for the detection or prosecution of criminal acts or to other government authorities. We do not share this information with any other parties.

Legality of processing
The legal ground for the processing of your personal information is because the processing is necessary for the performance of the contract that we have, since we are using this information each time you make an online reservation in order to accomplish the reservation on the basis of the contract.

Protection of children’s’ data
Flexibook provides services to those who are over 16 years of age. Personal data of children younger than that are only provided if the parents or legal guardians of children grant their consent.

Rights of data subjects
Users of our services have the right of access to their personal data, i.e. the right to obtain confirmation as to whether or not their personal data are being processed and if so, to have access to such data. Furthermore, you have the right to obtain the rectification of inaccurate personal data concerning you, the right to erasure (“right to be forgotten”) and the right to restriction of processing, as well as the right to data portability. Please use our online tool found in the Flexibook Web Booking Engine of the specific hotel to access your personal information and request erasure. Finally, you also have a right to file a complaint with the competent data protection authoritiy with regards to our processing of your personal data.

Online Flexibook GDPR Tool
Using our online tool, you may provide your e-mail address to access all of your reservations, view your personal information which is stored in the Flexibook Web Booking Engine database and request removal of your personal information with just one click. After your requests have been processed by the hotel administration, you will be able to verify with the use of the online tool that your personal information has been permanently removed from our systems.

Automatically obtained non-personal data
Our own website may anonymously gather non-personal data such as your browser type or IP-address, operating system used, or the domain name of the website through which you reached or left on our website.

Security of processing
We implement organizational and technical measures for the security of personal data and their protection against accidental or unlawful destruction, accidental loss, alteration, unauthorized disclosure or access as well as any other form of unlawful processing.

Mobile devices
Our services are also available through mobile devices. This does not change anything in the processing of personal data.

Social media
We use social media to publish commercial information about our services and promote new services. However, we do not share any personal information of users of our services in social media.

Questions or complaints
If you have any question or a complaint about our policy on data protection and in case you wish to exercise the above rights, you can contact the hotel that is using our web booking engine.  

Cookies Policy
We use cookies for the following purposes: to maintain i) title, ii) first name, iii) phone number, iv) mobile phone (optional), v) email and vi) country only across one browser session(when the browser is closed, these cookies are automatically deleted), and for the only purpose to prevent to re-type personal information again in case of more bookings or rejection by the credit card processors provided by banks where a new reservation is required. In particular, cookies are small text files (typically made up of letters and numbers) placed in the memory of your browser or device when you visit a website or view a message. Cookies allow a website to recognise a particular device or browser.
There are several types of cookies:
  • Session cookies expire at the end of your browser session and allow us to link your actions during that particular browser session.
  • Persistent cookies are stored on your device in between browser sessions, allowing us to remember your preferences or actions across multiple sites.
  • First-party cookies are set by the site you are visiting.
  • Third-party cookies are set by a third party site separate from the site you are visiting.
What are your choices regarding cookies
If you'd like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser. Please note, however, that if you delete cookies or refuse to accept them, this will not prevent you from completing your reservation with Flexibook reservation system(in case you need to make more reservations, you will have to re-type your personal information).

Where can you find more information about cookies
You can learn more about cookies and the following third party websites: AllAboutCookies: Network Advertising Initiative:

Google Analytics
We also use Google Analytics, a web analysis service provided by Google Inc. for statistical purposes. Google Analytics itself uses cookies (temporary, permanent and direct) to analyse how visitors use the Flexibook reservation platform The information generated by the cookies concerning your use of our services (including your IP address, time of visit to the site, the type of browser that you use, the pages you consult and the files you download) is transferred to and archived by Google on servers in the United States. Google uses this information to create reports on the website activity. Google may not supply this information to third parties unless there is a legal obligation to do so. Google will not combine your IP address with other data at its disposal. By using our services, you consent to the processing of the information by Google in the manner and for the purposes as described above. In the event that you do not wish data on your website visit to be forwarded to Google Analytics, you can download and install the Google Analytics Opt-out Browser Add-on.

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