Privacy Policy

Hospitality Guys GmbH attaches great importance to the protection of your personal data. We treat your personal data confidentially and in accordance with the applicable statutory requirements. This Privacy Policy explains how we handle your personal data and any other usage data that we receive from you.

Controller

Hospitality Guys GmbH
Czernyring 40
69115 Heidelberg, Germany
Phone: +49 6221 - 18757-56
E-mail: datenschutz (at) hospitalityguys.com

External Data Protection Officer
Kerberos Compliance-Managementsysteme GmbH
Im Zollhafen 24
50678 Köln, Germany
E-mail: datenschutz (at) kerberos-cms.com

Personal Data

Personal data are individual details concerning the personal or material circumstances of an identified or identifiable natural person. This includes information such as your name, your address, your telephone number and your date of birth. We collect, process or use your personal data only for the purposes for which you have provided them to us. Personal data you transmit to us will not be disclosed to third parties without your consent. This does not apply in cases where we are obliged to disclose the data by mandatory statutory provisions.

Usage Data

Every web server automatically registers access to websites. When you visit our website, our web server temporarily stores each access in a log file (server log files). The following data are recorded and stored until they are automatically deleted:

• IP address of the requesting computer
• Date and time of access
• Name and URL of the file retrieved
• Volume of data transferred
• Notification of whether the retrieval was successful
• Identification data of the browser and operating system used
• Website from which access is made
• Name of your internet access provider

The processing of these data enables the use of the website (establishing a connection) and serves the purposes of system security, the technical administration of the network infrastructure and the optimisation of our website.

By default, our web server is configured to delete the log files automatically every 14 days. However, we reserve the right to extend the retention period of the log files (manually) or of individual IP addresses (manually or automatically) temporarily where this is necessary for legitimate security reasons.

The recipient of the data is our web hosting provider. No data are transferred to a third country. The legal basis for the temporary storage of the data and the log files is Art. 6(1)(f) of the General Data Protection Regulation (GDPR).

Third-Party Content and Services

Our website may also include content, services and features provided by other providers that complement our offering. Examples of such offerings include maps from Google Maps, YouTube videos or third-party graphics. Accessing these third-party services generally requires the transmission of your IP address. This enables these providers to detect your user IP address and also to store it.

We make every effort to integrate only those third-party providers that use IP addresses solely for the purpose of delivering content. However, we have no influence over which third-party provider may store the IP address.

Such storage may, for example, serve statistical purposes. Should we become aware of any storage operations by third-party providers, we will inform our users of this fact without delay. In this context, please also refer to the specific privacy policies of the individual third-party providers and service providers whose services we use on our website. Further information is available at:

Facebook: https://www.facebook.com/policy.php
Instagram: https://help.instagram.com/155833707900388
LinkedIn: https://www.linkedin.com/legal/privacy-policy?trk=hb_ft_priv
Twitter: https://twitter.com/privacy
YouTube: https://www.google.de/intl/de/policies/privacy/

Cookies

Our website uses cookies. Cookies are text files that are stored in the internet browser or by the internet browser on the user’s computer system. When a user visits a website, a cookie may be stored on the user’s operating system. These cookies contain a characteristic string of characters that enables the browser to be uniquely identified when the website is visited again. We use cookies to make our website more user-friendly. Some elements of our website require the requesting browser to be identifiable even after a page change.

The session ID is stored and transmitted in the cookies.

When users access our website, they are informed about the use of cookies for analytical purposes and their consent to the processing of the personal data used in this context is obtained. In this connection, reference is also made to this Privacy Policy.

The legal basis for the processing of personal data using technically necessary cookies is Art. 6(1)(f) GDPR.

The purpose of using technically necessary cookies is to make it easier for users to use websites. Some functions of our website cannot be offered without the use of cookies. For these, it is necessary for the browser to be recognised even after a page change.

We require cookies for the following applications:

• (1) Remembering page views
• (2) Applying language settings

These purposes also constitute our legitimate interest in the processing of personal data pursuant to Art. 6(1)(f) GDPR.

The user data collected by means of technically necessary cookies are not used to create user profiles.

Cookies are stored on the user’s computer and transmitted from it to our website. As a user, you therefore also have full control over the use of cookies. By changing the settings in your internet browser, you can disable or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are disabled for our website, it may no longer be possible to use all functions of the website to their full extent.

SSL Encryption

Our website uses SSL encryption for the transmission of confidential or personal content from our users. This encryption is activated, for example, when processing payments and for enquiries that you send to us via our website. Please ensure that SSL encryption is activated on your side when carrying out such activities.

The use of encryption is easy to recognise: the display in your browser’s address bar changes from "http://" to "https://". Data encrypted via SSL cannot be read by third parties. Only transmit your confidential information when SSL encryption is activated and, if in doubt, please contact us.

Contact

You may contact us using the e-mail addresses we provide or via our contact forms. In this case, the user’s personal data transmitted with the e-mail or form will be stored. In this context, the data will not be disclosed to third parties. The data will be used exclusively for the purpose of handling the conversation.

The legal basis for the processing of personal data transmitted in the course of sending an e-mail or enquiry is Art. 6(1)(f) GDPR. If the e-mail contact is aimed at the conclusion of a contract, for example in the case of an enquiry about holding an event, Art. 6(1)(b) GDPR additionally applies to the processing.

The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. For personal data sent by e-mail or form, this is the case when the respective conversation with the user has ended. The conversation is deemed to have ended when it can be inferred from the circumstances that the matter in question has been conclusively resolved. If you send us enquiries by contacting us, your details, including the contact details you provided, will be stored by us for the purpose of processing the enquiry and in the event of follow-up questions.

We will use the data only for the purposes stated above and store them in accordance with the statutory retention period. Any further use of the data from the contact form will take place only in anonymised form for statistical purposes (e.g. number of enquiries, success rate of enquiries, etc.).

Application Procedure

You have the option of applying via our website. In this case, the application documents you submit are collected and processed electronically by us for the purpose of handling the application procedure. The applicable legal basis for this processing is Art. 6(1)(a) GDPR in conjunction with Art. 6(1)(b) GDPR for the decision on establishing an employment relationship.

The data required for handling the application procedure include your personal details with contact information as well as a description of your education, work experience and skills. In addition, you have the option of providing us with documents such as references or covering letters.

If an employment contract is concluded following the application procedure, we will store the data you transmitted in your application in your personnel file for the purposes of the employment relationship. The legal basis for this processing is likewise Art. 6(1)(b) GDPR.

If your application is no longer considered in the further procedure, we will delete the data transmitted to us after the application procedure has been concluded. Exceptions may arise from statutory provisions, such as the General Equal Treatment Act (AGG), which require longer storage of up to six months or until the conclusion of legal proceedings. In this case, the legal basis is Art. 6(1)(f) GDPR. Our legitimate interest lies in the defence of legal claims.

If you expressly consent to a longer storage period for your data, for example for inclusion in an applicant or talent pool database, the data will be further processed on the basis of your consent and stored for a period of 12 months.

The legal basis in that case is Art. 6(1)(a) GDPR. You may, of course, withdraw your consent at any time with effect for the future pursuant to Art. 7(3) GDPR by notifying us accordingly.

Newsletter

You have the option of subscribing to our newsletter on our website. We send newsletters and e-mails containing promotional information only with the express consent of the recipients or where permitted by law. Our newsletters contain information about products, promotions, events and news.

Your e-mail address is required in order to subscribe to the newsletter. Optionally, we ask you to provide your first name and surname. This information serves solely to personalise the newsletter. In addition, we also process the following personal information about you:

• E-mail address
• Date and time
• IP address
• Type of action
• Metadata of the action

In order to be able to document proof of consent and unsubscription in a legally compliant manner, we retain the following data for each user profile created with an e-mail address confirmed by means of the double opt-in procedure, in respect of the events of subscription to, amendment of, confirmation of and unsubscription from the newsletter:

• Date and time
• IP address
• Online identifiers

Your consent to the processing of the data pursuant to Art. 6(1)(a) GDPR is obtained during the subscription process, and reference is made to this Privacy Policy. Online subscription to our newsletter takes place using a double opt-in procedure, i.e. after subscribing online you will receive a confirmation e-mail asking you to confirm your subscription. This process is necessary to ensure that no one can subscribe using another person’s e-mail address and thus to prevent misuse.

If you subscribe to our newsletter by other means (e.g. by entering a prize draw), you will not be sent a confirmation e-mail. By signing, you confirm that you wish to receive a newsletter.

The newsletter is sent by means of ‘CleverReach’, a newsletter distribution platform operated by CleverReach GmbH & Co KG, Felix-Wankel-Str. 16, 26125 Oldenburg, Germany.

The e-mail addresses of our newsletter recipients, as well as their other data described in this notice, are stored on CleverReach’s servers. CleverReach uses this information to send and evaluate the newsletters on our behalf as a processor pursuant to Art. 28 GDPR. Furthermore, according to its own information, CleverReach may use these data to optimise or improve its own services, e.g. for technical optimisation.

With the help of the distribution service provider, we analyse the success and reach of our newsletters (and newsletter campaigns). In particular, we evaluate, for example, whether you open a newsletter or how you otherwise interact with it. For this purpose, the newsletters contain a so-called web beacon, i.e. a pixel-sized file that is retrieved from the distribution service provider’s server when the newsletter is opened. In the course of this retrieval, technical information about your browser and system, as well as your IP address and the time of retrieval, are collected. The purpose of this collection is the technical improvement of the service. In addition, data are collected to determine whether and when the newsletters were opened and which links were clicked.

Such tracking is not possible if you have disabled the display of images by default in your e-mail program. In this case, however, the newsletter will not be displayed in full and you may not be able to use all of its functions. If you choose to display the images manually, the tracking described above will take place.

The legal basis for the processing of personal data required for the technical delivery of the newsletter to you, and for the processing of the cookie and measurement data, is your consent pursuant to Art. 6(1)(a) GDPR. The legal basis for the processing of the other personal data is our legitimate interest pursuant to Art. 6(1)(f) GDPR. We have a legitimate interest in being able to demonstrate the consent you have given.

Your data will be stored until you unsubscribe. You may cancel your subscription to our newsletter at any time, i.e. withdraw your consent. For this purpose, you will find a link to unsubscribe from the newsletter at the end of every newsletter. Further information on CleverReach’s data protection provisions is available at https://www.cleverreach.com/de/datenschutz/.

If you give your consent to receive advertising in connection with a prize draw, we also process your data on the basis of Art. 6(1)(a) GDPR. In doing so, we use the communication channel you have authorised to inform you by post or electronically about attractive offers, news, services and promotions. Your consent to receive promotional information is voluntary and may be withdrawn at any time via the ‘unsubscribe’ button. We will delete the data arising in this context upon your withdrawal.

Not providing your data for advertising purposes, or withdrawing them, has no effect on your participation in the prize draw. The recipients of the data are service providers with whom we have concluded corresponding data processing agreements.

Use of Google Analytics

On our website we use the web tracking service of Google LLC, 1600 Amphitheatre Parkway in CA 94043 Mountain View, USA (hereinafter: Google Analytics). As part of its web tracking, Google Analytics uses cookies that are stored on your computer and enable an analysis of the use of our website and of your browsing behaviour (so-called tracking). We carry out this analysis on the basis of the Google Analytics tracking service in order to optimise our website continuously and make it more readily available. In the course of your use of our website, data, in particular your anonymised IP address and your user activities, are transmitted to servers of Google LLC and processed and stored outside the European Union, e.g. in the USA.

By activating IP anonymisation within the Google Analytics tracking code of this website, your IP address is anonymised by Google Analytics before transmission. This website uses a Google Analytics tracking code that has been extended by the operator ‘gat._anonymizeIp()’ in order to allow only anonymised collection of IP addresses (so-called IP masking).

The legal basis for the processing of personal data is Art. 6(1)(a) GDPR (insofar as you have registered with Google) and Art. 6(1)(f) GDPR (if you have not registered with Google).

Insofar as the processing is carried out on the basis of Art. 6(1)(f) GDPR, the legitimate interest of the website operator lies in obtaining anonymised information about website visitors and using it to optimise and improve the website.

On our behalf, Google will use this information to evaluate your visit to this website in anonymised form, to compile reports on website activity and to provide us with further services relating to website and internet use. The IP address transmitted by your browser as part of Google Analytics will not be merged with other data held by Google LLC.

Google will store the data relevant to the provision of web tracking for as long as is necessary to fulfil the web service booked. Data are collected and stored in anonymised form. Should any personal reference nevertheless exist, the data will be deleted without delay, unless they are subject to statutory retention obligations. In any event, the data will be deleted once the retention obligation has expired.

You can prevent the collection and transmission of personal data to Google (in particular your IP address) and the processing of these data by Google by disabling the execution of script code in your browser, installing a script blocker in your browser (available, for example, at www.noscript.net or www.ghostery.com) or activating the ‘Do Not Track’ setting in your browser. You can also prevent the collection by Google of the data generated by the Google cookie and relating to your use of the website (including your IP address), and the processing of these data by Google, by downloading and installing the browser plug-in available at https://tools.google.com/dlpage/gaoptout?hl=de. Google Analytics’ security and privacy principles can be found at https://www.google.com/intl/de/analytics/learn/privacy.html.

Google Maps

On our website we use Google Maps to display our location and to generate directions. This is a service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter referred to simply as ‘Google’. Through its certification under the EU-US Privacy Shield, Google guarantees that the EU’s data protection requirements are also complied with when data are processed in the USA. If you access the Google Maps component embedded in our website, Google stores a cookie on your device via your internet browser. Your user settings and data are processed in order to display our location and generate directions. In this respect, we cannot rule out that Google uses servers in the USA.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest lies in optimising the functionality of our website. Through the connection to Google established in this way, Google can determine from which website your request was sent and to which IP address the directions are to be transmitted.

If you do not agree to this processing, you can prevent the installation of cookies by adjusting the relevant settings in your internet browser. Details can be found under ‘Cookies’ above.

In addition, the use of Google Maps and of information obtained via Google Maps is subject to the Google Terms of Service https://policies.google.com/terms?gl=DE&hl=de and the Google Maps Terms of Service https://www.google.com/intl/de_de/help/terms_maps.html.

Further information is available at: https://policies.google.com/privacy

Online Booking

This website uses the HotelNetSolutions booking system via an API. The provider is HotelNetSolutions GmbH, Genthiner Str. 8, 10785 Berlin, with whom a data processing agreement pursuant to Art. 28 GDPR has been concluded.

If a user makes use of the online booking facility, the data entered in the input form are transmitted to us and stored. These data are: first name, surname, e-mail address, telephone number, address, number of fellow travellers, estimated time of arrival, requests, payment details, date and time.

When a page is accessed, your browser loads the required scripts into its browser cache in order to display the booking function correctly. For this purpose, the browser you use must establish a connection to the servers of HotelNetSolutions GmbH. As a result, HotelNetSolutions GmbH becomes aware that our website has been accessed via your IP address. All data you enter are always transmitted in encrypted form.

HotelNetSolutions is used in the interest of making the booking process as simple and quick as possible. This constitutes a legitimate interest within the meaning of Art. 6(1)(f) GDPR. Our contractual partner has undertaken to handle the data you transmit in compliance with data protection law. It takes all organisational and technical measures to protect your data.

We will delete these data or restrict their processing as soon as this is permitted under the provisions of the Federal Registration Act (BMG), provided that you have not given any further consent (Art. 6(1)(a) GDPR) and we have no other legitimate interest in continuing the processing. Your data will not be made available to third parties. Personal data are transferred to state institutions and authorities only within the framework of mandatory national legal provisions.

Further information on HotelNetSolutions is available at https://www.hotelnetsolutions.de/Datenschutz

Facebook

Hospitality Guys GmbH uses the platform and services of Facebook Ireland Ltd., 4 Grand Canal Square Grand Canal Harbour, Dublin 2, Ireland, and operates a Facebook fan page.

We operate this page in order to draw attention to our services and products and to get in touch with you as a visitor. Please note that you use this Facebook page and its functions on your own responsibility. This applies in particular to the use of the interactive functions (e.g. commenting, sharing, rating). This is also where our legitimate interest pursuant to Art. 6(1)(f) GDPR lies in processing your data, namely to offer our visitors up-to-date means of obtaining information and interacting with us.

According to the ruling of the Court of Justice of the European Union (CJEU), operators of a Facebook page are jointly responsible with Facebook for the processing of personal data. Facebook processes personal data for the following purposes:

• Market research
• Creation of user profiles
• Advertising and analysis

When you visit our Facebook page, Facebook collects, among other things, your IP address and other information stored on your PC in the form of cookies. This information is used to provide us, as the operator of the Facebook pages, with statistical information about the use of the Facebook page. Facebook provides further information on this at the following link: https://de-de.facebook.com/help/pages/insights.

You can exercise the corresponding options to object here: https://www.facebook.com/settings?tab=ads

The data collected about you in this context are processed by Facebook Ltd. and may be transferred to countries outside the European Union. General information on what information Facebook receives and how it is used can be found in Facebook’s Data Policy. There you will also find information on how to contact Facebook and on the settings options for advertisements. The Data Policy is available at the following link:
https://de-de.facebook.com/about/privacy and https://de-de.facebook.com/full_data_use_policy.

Statistical Data

As page operators, we are able to retrieve statistical data generated and provided by Facebook via the so-called ‘Insights’. The categories of data concerned are, in particular:

• Page activity, post interactions, shared content
• Total number of page views, ‘Likes’
• Video views
• Clicks on route planner, clicks on telephone numbers

Further information can be found in Facebook’s privacy policy. We wish to make clear that we have no influence over the generation and presentation of these data. We use the statistical analyses provided by Facebook to optimise the timing of our posts and to tailor the way we address our users.

Beyond this, we as the provider of the information service do not collect or process any personal data arising from your use of our service, unless we expressly inform you of this in a personal communication.

If you wish to exercise your rights (e.g. the right of access or the right to erasure), we recommend that you contact Facebook directly. You are, of course, welcome to contact us should you require assistance or have any further questions. You can reach us at the following e-mail address: datenschutz (at) hospitalityguys.com. If you no longer wish this data processing to take place in future, please use the ‘Unlike’ button.

Your Rights

You have the right to obtain confirmation from the controller as to whether or not personal data concerning you are being processed. Where that is the case, you have the right of access to these personal data and to the information set out in detail in Art. 15 GDPR.

You have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning you and, where applicable, the completion of incomplete personal data (Art. 16 GDPR).

You have the right to obtain from the controller the erasure of personal data concerning you without undue delay where one of the grounds set out in detail in Art. 17 GDPR applies, e.g. where the data are no longer required for the purposes pursued (right to erasure).

You also have the right to obtain from the controller restriction of processing where one of the conditions set out in Art. 18 GDPR applies, e.g. where you have objected to the processing, for the period during which the controller is verifying the matter.

You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you which is based on Art. 6(1)(e) or (f) GDPR. The controller will then no longer process the personal data unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims (Art. 21 GDPR).

Where personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for such purposes.

Without prejudice to any other administrative or judicial remedy, every data subject has the right to lodge a complaint with a supervisory authority if the data subject considers that the processing of personal data relating to him or her infringes the GDPR (Art. 77 GDPR). The data subject may exercise this right before a supervisory authority in the Member State of his or her habitual residence, place of work or place of the alleged infringement. The competent supervisory authority in Baden-Württemberg is:

Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg (State Commissioner for Data Protection and Freedom of Information Baden-Württemberg)
Postfach 10 29 32, 70025 Stuttgart
Königstraße 10a, 70173 Stuttgart
Tel.: 0711/61 55 41 – 0
Fax: 0711/61 55 41 – 15
E-mail: poststelle (at) lfdi.bwl.de
Website: https://www.baden-wuerttemberg.datenschutz.de

For this purpose, and for any other questions regarding data protection, you may contact us at any time at the address given in the imprint. Alternatively, our data protection coordinator is available to assist you in exercising your rights at datenschutz (at) hospitalityguys.com.

General Equal Treatment (AGG)

We endeavour to use gender-neutral terms. Where this is not possible, no gender-specific distinction is made for ease of reading. In the interests of equal treatment, the relevant terms apply to both genders.