Hotel Gertrude | Privacy policy

Gertrude Hotel (SIA “MART HOUSE”)

1. Introduction
This Privacy Policy explains how SIA “MART HOUSE” (“we”, “us”, “our”), operating under the name Gertrude Hotel, collects, uses, stores and protects your personal data when you visit our website, submit an enquiry through our forms, contact us, or otherwise interact with our services.
We process personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (the General Data Protection Regulation, “GDPR”) and applicable Latvian data-protection laws.

2. Data Controller
The controller responsible for your personal data is:

SIA “MART HOUSE”

Registered with the Commercial Register of the Republic of Latvia, unified registration No. 40103497076

Registered (legal) address: Ģertrūdes iela 70 – 18, Rīga, LV-1009, Republic of Latvia

Trading as: Gertrude Hotel · Website: www.gertrudehotel.lv

E-mail: info@gertrudehotel.lv

For any questions about this Policy or about how we handle your personal data, please contact us using the details above.

3. What personal data we collect
Depending on how you interact with us, we may collect the following categories of personal data:

Identification and contact data: name, e-mail address, telephone number.
Enquiry / booking details: planned length of stay, type of accommodation or event, event date, number of participants, and any other information you provide in a form or message.
Communication data: the content of e-mails, messages and other correspondence you send us.
Technical and usage data: IP address, device and browser type, pages viewed, and similar information collected automatically through cookies and server logs.

We do not intentionally collect special categories of personal data (such as data revealing health, religion or political opinions). Please do not include such information in your messages.

4. How we collect your data

Directly from you — when you fill in a contact/enquiry form, write to us, or call us.
Automatically — through cookies and similar technologies when you use our website (see Section 7).
From third parties — when you make a reservation through Booking.com, we receive the booking details necessary to provide your accommodation.

5. Purposes of processing and legal bases
We process your personal data only where we have a valid legal basis under Article 6 of the GDPR:

Purpose	Data used	Legal basis (GDPR)
Responding to enquiries submitted via our forms or by e-mail/phone	Contact data, enquiry details, communication data	Art. 6(1)(b) – steps prior to a contract; Art. 6(1)(f) – legitimate interest in responding
Managing accommodation and conference-hall reservations	Contact data, booking details	Art. 6(1)(b) – performance of a contract
Bookings made through Booking.com	Contact and booking data received from Booking.com	Art. 6(1)(b) – performance of a contract
Operating and securing the website (essential cookies, logs)	Technical/usage data	Art. 6(1)(f) – legitimate interest in a secure, functional website
Analytics and marketing cookies	Technical/usage data	Art. 6(1)(a) – your consent
Complying with legal, accounting and tax obligations	Transaction and contact data	Art. 6(1)(c) – legal obligation
Establishing, exercising or defending legal claims	Relevant data as necessary	Art. 6(1)(f) – legitimate interest

6. Recipients of personal data
We share personal data only where necessary and with appropriate safeguards. Recipients may include:

Service providers acting as processors on our behalf — e.g. our website/hosting platform (Tilda) and IT service providers.
Booking platform — Booking.com, in connection with reservations you make through it.
Analytics and advertising providers — where you have consented to the relevant cookies.
Public authorities — where we are legally required to disclose data.

We do not sell your personal data to third parties.

7. Cookies
Our website uses cookies and similar technologies. You can manage your preferences at any time through the “Manage cookies” / cookie-settings panel on the website. We use the following categories:

Essential cookies — always on; required for the website to function. These cannot be switched off.
Analytics cookies — help us understand how the website is used. Enabled only with your consent.
Advertising cookies — used to deliver more relevant advertising and limit ad repetition. Enabled only with your consent.

You can also control cookies through your browser settings. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

8. International data transfers
Your personal data is primarily processed within the European Economic Area (EEA). Where a service provider (for example, an analytics or advertising provider) processes data outside the EEA, we ensure appropriate safeguards are in place, such as an adequacy decision of the European Commission or the European Commission’s Standard Contractual Clauses. You may request a copy of the relevant safeguards using our contact details.

9. Data retention
We keep personal data only for as long as necessary for the purposes described above, and thereafter for the periods required by law:

Data category	Retention period
Enquiry/form submissions that do not result in a booking	Up to 12 months from the last contact, then deleted
Booking and contract-related data	For the duration of the contract and as required by accounting/tax law (generally 5–10 years under Latvian law)
Accounting and tax records	As required by Latvian law (generally at least 5 years)
Cookie and analytics data	For the lifetime of the relevant cookie or as set by the provider

10. Your rights
Under the GDPR, you have the following rights in relation to your personal data:

Right of access — to obtain confirmation of, and a copy of, the personal data we hold about you.
Right to rectification — to have inaccurate or incomplete data corrected.
Right to erasure (“right to be forgotten”) — to have your data deleted where legally permissible.
Right to restriction — to limit how we process your data in certain circumstances.
Right to data portability — to receive your data in a structured, commonly used, machine-readable format.
Right to object — to object to processing based on our legitimate interests, and to direct marketing at any time.
Right to withdraw consent — where processing is based on consent, at any time, without affecting prior processing.
Right to lodge a complaint — with a supervisory authority (see Section 13).

To exercise any of these rights, please contact us using the details in Section 2. We will respond within one month, as required by the GDPR. We may need to verify your identity before acting on a request.

11. Data security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. While no method of transmission over the internet is completely secure, we take reasonable steps to safeguard your information.

12. Children’s privacy
Our website and services are not directed at children, and we do not knowingly collect personal data from children without appropriate consent. If you believe a child has provided us with personal data, please contact us so we can take appropriate action.

13. Supervisory authority
If you believe your data-protection rights have been infringed, you have the right to lodge a complaint with the competent supervisory authority in Latvia:
Data State Inspectorate (Datu valsts inspekcija)
Address: Elijas iela 17, Rīga, LV-1050, Latvia
Website: www.dvi.gov.lv · E-mail: pasts@dvi.gov.lv
You also have the right to lodge a complaint with a supervisory authority in your EU/EEA country of residence or work.

14. Automated decision-making
We do not make decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects concerning you.

15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The current version, with its effective date, will always be available on our website. Material changes will be indicated by updating the “Last updated” date at the top of this document.

16. Contact us
If you have any questions, requests or concerns regarding this Privacy Policy or your personal data, please contact:

SIA “MART HOUSE”

Registered with the Commercial Register of the Republic of Latvia, unified registration No. 40103497076

Registered (legal) address: Ģertrūdes iela 70 – 18, Rīga, LV-1009, Republic of Latvia

Trading as: Gertrude Hotel · Website: www.gertrudehotel.lv

E-mail: info@gertrudehotel.lv

Gertrude Hotel

Address: 70 Gertrudes Street, Riga, LV-1009, Latvia

Phone: +371 25 938 545

Email: info@gertrude.lv

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