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Terms of data processing (ENGLISH)

PARTIES TO THE AGREEMENT

The undersigned parties to the Agreement in which these terms are referenced shall hereinafter be called:
“The hotel”
&
DigitalGuest ApS
CVR 38059548
Nørre Allé 32, 3. sal
8000 Aarhus C, Denmark
“The organisation”

Background

The Hotel uses the PMS system mentioned in the agreement to which these terms refer. The Hotel and the Organisation wish to share data in relation to the use of the DigitalGuest digital guestbook to the hotel guests.

Data sharing

The Hotel hereby grants the Organisation the right to access and share the Hotel’s data stored in the abovementioned PMS system.

Data type

For the Organisation to provide an adequate product and associated features, the following types of data are required:
The guest’s name, mobile phone number, email address, room number, arrival time, indication of check-out and check-in time in addition to indications associated with cancellation or change of room/reservation. Additional data can be agreed between the Hotel and the Organisation since further data can enhance the guest’s experience and the value of the Hotel through DigitalGuest.

Use of data

The Hotel grants the Organisation the right to use and process the Hotel’s data for any relevant and legal purpose and in the manner chosen by the Organisation. DigitalGuest ApS reserves the right to use the Hotel’s data for statistical purposes – in anonymised form

Data treatment and data flow & hosting

The Organisation receives data in several different ways, including:
– Manual entry into the DigitalGuest system at the hotel by the hotel staff directly.
– Via a web API from the respective booking / PMS system (transmission protected via SSL)
– As a file attached to an email sent from the PMS system to DigitalGuest, (via secure SSL email server)
– As a file directly on our web server (via secure SSH access)
DigitalGuest data flow:
1) When data is received, the guest is checked into the DigitalGuest system via SMS, email or both. Data is added to the database and removed from the web or email server, as requested by the Hotel.

2) The guest is checked out of the DigitalGuest system via SMS, email or both.

3) Digital Guest automatically sends an SMS or e-mail, which includes a link to the digital guestbook. This will only happen when staying at the hotel, such as a digital service and hotel information during the stay.
During a stay, communication can be communicated at several times, including: 24 hours prior to the guest’s arrival at the hotel, currently for check-in at the hotel and when the guest is checked out of the hotel after the end of a stay.

4) The Organisation deletes data from the database within 24 hours after the guest is checked out of the DigitalGuest system.

No data is stored by the Organisation hereafter.

Hosting:
The DigitalGuest system and associated data are hosted on a dedicated server at Google Firebase, with day-to-day monitoring, protection and support.

Protection of personal data

The parties to the Agreement are aware that the Hotel’s data may include personal data about individual persons.
The Hotel holds the sole responsibility for ensuring the necessary consent from the persons who submit their personal data.
The Organisation holds the sole responsibility for ensuring that the Organisation’s storage, use and processing of the Hotel’s data complies with applicable laws relating to personal data.

Data storage and sharing

The Organisation stores data in a dedicated “sandbox” on the web server. No data can thus be accessed among hotels – also not internally within a chain / group of hotels.

Commencement

This Agreement shall enter into force on the day of the last signature of the Agreement.

Termination

The Hotel shall have the right to share the Hotel’s data based on the same terms as described in the software contract.

Litigation

The parties agree that in the event of a legal dispute arising from this agreement, proceedings must be brought before the Copenhagen City Court as the agreed court of law.

Signature & acceptance

By signing the Agreement in which reference to these terms are made, the said terms and conditions are accepted. The terms are also accepted when utilising the DigitalGuest system.


Vilkår for databehandling (DANSK)


PARTER

Omtalte hotel i nærværende kontrakt hvor disse vilkår omtales.

”Hotellet”

&

DigitalGuest ApS
CVR 38059548
Nørre Allé 32, 3. sal
8000 Aarhus C, Denmark

”Organisationen”

Baggrund

Hotellet benytter et PMS system som omtales i nærværende kontrakt hvor der henvises til disse vilkår. Hotellet og Organisationen ønsker at dele data i forhold til anvendelse af DigitalGuest digitale gæstebog overfor hotellets gæster.

Datadeling

Hotellet giver hermed Organisationen ret til at få adgang til og dele Hotellets data som er lagret i ovenstående PMS system.

Data type

For at Organisationen kan levere et fyldestgørende produkt og dertilhørende funktioner kræves der en række datapunkter – der er tale om følgende type data:
Hotelgæstens navn, mobiltelefonnummer, email adresse, værelsesnummer, ankomst tidspunkt, indikation i check ind øjeblikket samt indikation i check ud øjeblikket. Indikation i forbindelse med annullering eller ændring af værelse/reservation. Evt. yderligere data kan aftales indbyrdes mellem hotellet og organisation, da flere data kan styrke gæstens oplevelse og hotellets værdi gennem DigitalGuest.

Benyttelse af data

Hotellet giver Organisationen ret til at benytte og processere Hotellets data til ethvert relevant og lovligt formål og på den måde, som er valgt af Organisationen. DigitalGuest ApS har ret til at benytte Hotellets data til statistiske formål – i anonymiseret form.

Databehandling og dataflow & hosting

Organisationen modtager data på flere forskellig måder, herunder:
– Manuel indtastning på hotellet af hotellets personale direkte i DigitalGuest systemet.
– Via et Web API fra det respektive booking / PMS system (overføres beskyttet via SSL)
– Som fil, fra PMS system til DigitalGuest, vedhæftet til mail (via sikret SSL mailserver)
– Som fil direkte på vores webserver (via sikret SSH adgang)

DigitalGuest dataflow:

1) Når data modtages, checkes gæsten ind i DigitalGuest systemet via sms, mail eller begge dele. Data lægges i database og fjernes fra web- eller mailserver, alt efter ønske fra hotellet.

2) Gæst checkes ud af DigitalGuest systemet via sms, mail eller begge dele.

3) Digital Guest sender automatisk en SMS eller en e-mail, som inkluderer et link til den digitale gæstebog. Dette vil kun ske i forbindelse med et ophold på hotellet, som en digital service og hotelinformation under opholdet.
Der kan i forbindelse med et ophold kommunikeres på flere forskellige tidspunkter herunder: 24 timer inden gæstens ankomst på hotellet, i øjeblikket for check ind på hotellet og når gæsten tjekkes ud fra hotellet efter endt ophold.

4) Organisationen sletter data fra databasen senest 24 timer efter at gæsten er checket ud af DigitalGuest systemet.
Data lagres ikke hos organisationen herefter.

Hosting:
DigitalGuest systemet og dertilhørende data hostes på en dedikeret server hos Google firebase, med døgnovervågning, beskyttelse og support.

Beskyttelse af persondata

Parterne er bekendt med, at Hotellets data kan indeholde persondata om fysiske personer.
Hotellet er ene-ansvarlig for, at sikre fornødent tilsagn fra den person, som afgiver person data.
Organisationen er ene-ansvarlig for at Organisationens lagring, benyttelse og processering af Hotellets data overholder gældende lovgivning omkring persondata.

Datalagring og -deling

Organisationen lagrer data i en dedikeret “sandbox” på webserveren. Dermed kan intet data tilgås hoteller imellem – heller ikke internt i en kæde/gruppe af hoteller.

Ikrafttræden

Denne aftale træder i kraft på datoen for den sidst daterede underskrivelse af aftalen.

Opsigelse

Hotellet kan opsige Organisationens ret til at dele Hotellets data ud fra samme vilkår som beskrevet i software kontrakten.

Værnetingsaftale

Parterne er enige om, at i tilfælde af en retslig tvist, som udspringer af nærværende aftale, skal sag anlægges ved Københavns Byret som aftalt værneting.

Underskrivelse & accept

Ved underskrift af nærværende aftale hvor disse betingelser omtales, accepteres vilkårene. Vilkårene accepteres ligeledes ved at tage DigitalGuest systemet i brug.