Private & Confidential
Your Privacy Matters
This Privacy Notice explains how HotelMap collects, uses, and protects your personal information when you use our services. We've written this in clear language while ensuring compliance with privacy laws across multiple jurisdictions where our users are based.
Applicable Laws and Your Region
While we're a UK-based company governed primarily by UK data protection laws, we recognise and comply with privacy requirements in other regions where our users are located. If you're accessing our services from these regions, you may have additional rights specific to your jurisdiction, which we detail in the "Your Rights by Region" section below.
Who We Are
HotelMap operates as a hotel booking platform, connecting you directly with hotels while ensuring your personal data is handled responsibly. We're registered with the UK Information Commissioner's Office (ICO) and act as the data controller for information you provide through HotelMap.com and our related services.
How We Collect and Use Your Information
The Information We Collect
Essential Booking Information
- Your name, email address, phone number
- Payment details (processed securely by hotels, not stored by HotelMap)
- Check-in/out dates and room preferences
- Special requirements or accessibility needs
Technical Information
- IP address and location data (for accurate hotel-venue distance calculations, regional compliance with pricing or tax requirements)
- Browser type and device information (for language preference settings)
- Website usage patterns (to monitor performance and improve our services)
- Cookies and similar technologies (subject to your preferences)
Communications
- Correspondence with our customer service team
- Booking confirmations and updates
- Optional marketing communications on behalf of events (with your consent)
How We Use Your Information
Our primary purpose is to facilitate your hotel booking effectively. Specifically, we use your information to:
Core Services
To provide our core hotel booking service, HotelMap uses your personal data to calculate accurate distances between hotels and your chosen venues, send essential booking confirmations and updates, and deliver timely customer support when you need it.
Legal and Security Purposes
To protect both you and our service, HotelMap uses your personal data for essential security and legal purposes, including fraud prevention, identity verification, booking record maintenance, and compliance with our legal obligations.
Service Improvement
To improve your experience, HotelMap analyses service performance and user behaviour to enhance our website functionality and improve how you interact with our booking platform.
Legal Bases for Processing
Your personal information is only used by HotelMap when we have one of these legal valid reasons:
Contract Performance
When you make a hotel booking, we need your information to fulfil that booking. This includes managing your reservation and processing payments.
Legal Requirements
We must collect certain information to comply with tax laws, financial regulations, and other legal obligations.
Legitimate Interests
We may use your information when we have a valid business reason that doesn't override your privacy rights for service improvement, fraud prevention, customer support, and search personalisation.
Your Consent
Sometimes we need your specific permission, particularly for marketing communications. You can withdraw this consent at any time.
Who We Share Your Data With
HotelMap Group Companies
HotelMap and its subsidiaries may share your personal data within our corporate group to fulfil our services to you, with each entity acting either as a joint data controller or data processor, all operating under our unified data protection standards.
Essential Partners
- Hotels you book with (to fulfil your reservation)
- Payment processors (for secure transaction handling)
- Customer service providers (for assistance with your booking)
To deliver your hotel booking experience efficiently, HotelMap works with carefully selected third-party service providers. They may only use your information to deliver specific agreed services, such as payment processing or customer support.
Legal Requirements
- Regulatory authorities where legally required
- Law enforcement under valid request
- Tax authorities as required by law
HotelMap may disclose your data when required by law, including for tax reporting, regulatory compliance, legal proceedings, or to protect our legitimate interests, and we will only do so in accordance with applicable UK and international data protection laws.
Service Providers
- Technical support services
- Analytics providers
- Security services
We may disclose your personal data with essential service providers who help us deliver your booking experience, including technical support teams who maintain our systems, analytics providers who help us improve our service, and security services who protect your data.
International Data Transfers
Your personal data may travel globally as part of HotelMap's services. While our main servers are based in Ireland (EU), our team members and trusted service providers may access your data from various locations worldwide to provide you with our booking services.
We understand the importance of protecting your data wherever it goes. That's why we've put robust safeguards in place to ensure your information receives the same high level of protection as required by UK law, regardless of its location, including:
- UK-approved data transfer mechanisms
- Security assessments of overseas partners
- Legally binding agreements with international recipients
- Additional protections required by local data protection authorities
When we transfer your data internationally, we do so only when necessary to provide ourservices or for the purposes outlined in this Privacy Statement, always ensuring compliance with UK and relevant local data protection laws. Depending on your location, you may have different rights regarding your personal data. Below, we outline the rights available to users based on their region. Please refer to the section that corresponds to your location to understand your specific rights:
United Kingdom & European Union
- Access your personal data
- Correct inaccurate information
- Request deletion ('right to be forgotten')
- Object to processing
- Data portability
- Withdraw consent
- Lodge complaints with supervisory authorities
United States
California Residents (CCPA/CPRA):
- Know what personal information is collected
- Access your personal information
- Delete personal information
- Opt-out of data sales
- Non-discrimination for exercising rights
- Limit use of sensitive personal information
Virginia, Colorado, and Other State Residents:
- Access and portability rights
- Correction rights
- Deletion rights
- Opt-out rights for targeted advertising
- Appeal rights for denied requests
Canadian Residents (PIPEDA):
- Access your personal information
- Challenge accuracy and completeness
- Withdraw consent
- File complaints with the Privacy Commissioner
- Be informed of cross-border data transfers
Minors
HotelMap's services are designed for adults, and whilst we collect minimal necessary information about children when included in family hotel bookings (which must be made by a parent or legal guardian), we do not knowingly process data from anyone under 16 without parental consent, and we will promptly remove any such information if discovered, with parents or guardians invited to contact Privacy@HotelMap.com with any concerns about their child's data.
Data Security Measures
HotelMap protects your data through comprehensive technical measures, including SSL/TLS encryption for data transmission, encrypted storage systems, robust firewalls, and regular security testing, alongside organisational safeguards such as staff training, strict access controls, regular security audits, and thorough vendor assessments.
Our use of Artificial Intelligence
HotelMap uses artificial intelligence and machine learning technologies to enhance our booking platform and services, ensuring that any data used in these processes is properly anonymised in accordance with UK data protection standards.
Data Retention
Your personal data is retained by HotelMap for different periods depending on the type ofdata and the purpose for which it was collected. For example, booking information is retained for up to 7 years for tax and legal purposes, while technical data used for service improvement may be retained for up to 24 months. After these periods, the data is securely deleted using industry-standard methods, though some information may remain in controlled backup systems purely for system protection and disaster recovery purposes.
Changes to This Notice
We may update this notice to reflect legal and regulatory changes, new services and features and improved privacy practices.
Contact Us
For privacy enquiries: privacy@hotelmap.com
Jurisdiction and Disputes
This notice is governed by English law, but additional rights may apply based on your location.
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