HotelMap Privacy Notice

Your booking is being made directly with the hotel. You will pay the hotel directly. HotelMap will not charge you a penny.

This Privacy Notice explains how HotelMap processes personal data when you use our event hotel booking platform. Your booking is made directly with the hotel. You will pay the hotel directly. HotelMap will not charge you for your booking.

1. Our Role

When you use the booking platform in connection with an event, HotelMap acts as a data processor on behalf of the event organiser, who is the data controller. This applies whether the booking platform is embedded within the event website or accessed via a link from it.

In all cases, the hotel you book with is an independent data controller for the purposes of fulfilling your reservation.

HotelMap.com Limited is registered with the UK Information Commissioner's Office (ICO), registration number ZA203467.

If you are unsure who controls your data for a specific event, please contact privacy@HotelMap.com.

2. What Information We Collect

Booking Information

• Name, email address, phone number
• Company (if provided)
• Check-in/check-out dates and room preferences
• Accessibility or special requirements (if provided)

Technical Information

• IP address and location data (for hotel-venue distance calculations)
• Device and browser information (for language preferences)
• Website usage data (to monitor performance and improve our services)
• Cookies and similar technologies (subject to your preferences)

Communications

• Booking confirmations and updates
• Customer support correspondence
• Optional marketing communications on behalf of events (with your consent)

HotelMap does not store full payment card details. Payments are processed directly by hotels or authorised payment providers.

3. Lawful Basis for Processing

We rely on:

• Contract performance – to facilitate and manage your booking.
• Legitimate interests – fraud prevention, service improvement, customer support, search personalisation.
• Legal obligations – tax, accounting, regulatory compliance.
• Consent – where required (e.g. optional marketing communications). You can withdraw consent at any time.

4. How We Use Your Information

We use your personal data to:

• Facilitate hotel reservations and transmit booking details to your chosen hotel
• Provide booking confirmations, updates and customer support
• Calculate accurate distances between hotels and event venues
• Prevent fraud and misuse
• Comply with legal obligations
• Improve our platform and services

5. 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, operating under our unified data protection standards.

Accommodation Providers (Hotels)

When you make a booking, we transmit your booking information to the hotel you select. Hotels are independent data controllers and process your information in accordance with their own privacy policies. HotelMap transmits only the minimum personal data necessary for the hotel to fulfil your booking.

To ensure you are offered the best available rate, HotelMap may source hotel rates through third-party booking suppliers such as online travel agencies. Where your booking is fulfilled via a supplier, only the minimum personal data necessary to complete your reservation is shared, and all suppliers are subject to contractual data protection obligations.

Event Organisers

Where you access the platform through an event, relevant booking information may be shared with the event organiser, who acts as a data controller for event management purposes.

Service Providers

We may share data with service providers who help us deliver the booking platform, including cloud hosting providers, IT and technical support, analytics providers, and security and fraud prevention services. These providers act under contractual safeguards.

Legal Requirements

We may disclose your data when required by law, including for tax reporting, regulatory compliance, or legal proceedings, and only in accordance with applicable data protection laws.

We do not sell personal data.

6. International Data Transfers

Our primary hosting infrastructure is located within the EU/EEA. However, because events and hotels may be located globally, personal data may be transferred outside the UK/EEA in the ordinary course of facilitating your booking.

Where required, we implement appropriate safeguards including:

• UK International Data Transfer Addendum
• Standard Contractual Clauses
• Adequacy decisions

Hotels receiving your booking data act as independent controllers and are responsible for their own data protection compliance.

7. Data Retention

We retain your personal data for different periods depending on the purpose:

• Booking data: for the duration of the booking and for up to 7 years where required for tax and legal purposes.
• Technical usage data: generally retained for up to 36 months.
• Dispute resolution and fraud prevention: as long as reasonably necessary.

After these periods, data is securely deleted using industry-standard methods. Some information may remain in controlled backup systems for system protection and disaster recovery purposes.

8. Minors

Bookings must be made by individuals aged 18 or over. We do not knowingly process personal data relating to children under the age of 16. If we become aware that we have received such data without appropriate parental consent, we will promptly delete it. Parents or guardians may contact privacy@HotelMap.com with any concerns.

9. Your Rights

United Kingdom & European Union

You have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion ('right to be forgotten')
• Object to certain processing
• Request data portability
• Withdraw consent (where applicable)
• Lodge a complaint with the ICO (www.ico.org.uk)

To exercise any of these rights, contact: privacy@HotelMap.com

Other Regions

If you are located in a jurisdiction not listed above, you may have additional data protection rights under your local laws. To exercise any such rights, contact privacy@HotelMap.com and we will respond in accordance with applicable requirements.

10. Security

We implement appropriate technical and organisational measures to protect your data, including:

• TLS/SSL encryption for data transmission
• Secure cloud hosting within the EU/EEA
• Access controls based on the principle of least privilege
• Regular security testing and monitoring
• PCI DSS compliance for payment processing environments

11. Cookies

For detailed information about our use of cookies, please see our Cookie Policy.

12. Changes to This Notice

We may update this notice to reflect legal, regulatory or operational changes.

13. Contact Us

For privacy enquiries: privacy@HotelMap.com

This notice is governed by English law. Additional rights may apply based on your location.