Legal & Data Protection
Privacy Policy
How Hotel Employee Rate B.V. collects, uses, shares and protects personal information.
Hotel Employee Rate B.V. is committed to protecting the privacy of its users and complying with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
We do not sell personal data. We disclose personal data only where necessary to provide, administer, secure and improve our services, as described in this Privacy Policy. This may include disclosure to participating hotels, authorized hotel or employer administrators, payment providers, technology providers and other service providers.
Hotel Employee Rate B.V. generally acts as the data controller for personal data processed through the Hotel Employee Rate platform. Participating hotels and employers may act as separate data controllers for personal data they receive and process for their own purposes.
What personal data do we collect?
Depending on how you use our services, Hotel Employee Rate may collect:
- Your name, personal or work email address, telephone number, country and place of employment.
- Your employer, participating hotel, hotel group or other organization associated with your account.
- Information used to verify your employment, membership or eligibility to participate in the program.
- Your account details, membership status, access level, login information and account preferences.
- Reservation information, including the hotel booked, travel dates, room details, booking status, special requests and accompanying guest information.
- Payment, billing and transaction information. Payment-card information may be processed directly by our payment service providers.
- Communications with Hotel Employee Rate, participating hotels and customer-service providers.
- Information supplied by an employer or authorized hotel administrator concerning your account or eligibility.
- Technical information, including your IP address, browser, device information, login records and cookie identifiers.
- Information about how you use our website, platform, emails and services.
We collect only the personal data reasonably necessary for the purposes described in this Privacy Policy.
Back to top ↑How do we collect personal data?
We may collect personal data:
- Directly from you when you register, make a reservation, contact customer service, complete a form or otherwise use our services.
- From your employer, participating hotel or an authorized administrator when they create, verify, update or manage your account.
- From a colleague, friend or family member who invites you to participate in the program or includes you in a reservation.
- From participating hotels in connection with reservation fulfilment, changes, cancellations or service-related matters.
- From booking, connectivity, payment, security and technology providers used to operate the platform.
- Automatically through cookies, server logs and similar technologies when you use our website or platform.
Where someone provides personal data concerning another person, they must ensure that they are authorized to provide that information and that the person has been informed about the processing described in this Privacy Policy.
Back to top ↑How do we use personal data?
Hotel Employee Rate may process personal data for the following purposes:
1. Account creation and administration
To create and maintain user accounts, confirm eligibility, manage access rights, process invitations, administer membership levels and enable users to manage their account information.
The legal basis for this processing is generally the performance of our agreement with the user and our legitimate interest in administering the Hotel Employee Rate program.
2. Employee eligibility verification
To confirm that a user is employed by, associated with or otherwise eligible through a participating hotel, hotel group, employer or program partner.
This may include comparing account information with records supplied by an authorized hotel or employer administrator.
The legal basis for this processing is generally the performance of our services and our legitimate interest in protecting the integrity of the program and preventing unauthorized access.
3. Hotel reservations
To search for availability, make, confirm, amend or cancel reservations, communicate booking information and provide reservation-related support.
Relevant reservation information will be provided to the participating hotel and to booking or connectivity providers where necessary to process and fulfil the reservation.
The legal basis for this processing is the performance of the reservation agreement and the provision of the services requested by the user.
4. Participating hotel and employer administration
Where a user’s account is associated with a participating hotel, hotel group or employer, Hotel Employee Rate may disclose limited personal data to its authorized administrators.
This information may include the user’s:
- Name.
- Email address.
- Place of employment.
- Account or membership status.
- Eligibility status.
- Account activation or deactivation status.
- Membership level or other relevant administrative classification.
Authorized administrators may use this information only to verify eligibility, administer employee accounts, maintain account rosters, manage participation in the program, prevent misuse and receive account-level reporting.
Individual travel destinations, reservation values, travel dates and detailed booking activity will not be disclosed to an employer or hotel administrator unless this is necessary to administer the program, required by law or separately communicated to the user.
The legal basis for this processing is generally our legitimate interest, and the legitimate interests of participating organizations, in administering and protecting the employee travel program.
5. Customer service and communications
To respond to questions, provide reservation support, send transactional messages, communicate account or service changes and resolve complaints or disputes.
The legal basis is the performance of our services and our legitimate interest in providing effective customer support.
6. Payments and accounting
To process payments, issue invoices, manage refunds, prevent payment fraud and comply with tax, accounting and financial-record obligations.
The legal basis is the performance of the relevant transaction and compliance with our legal obligations.
7. Security and fraud prevention
To authenticate users, secure accounts, investigate suspected misuse, enforce program rules, prevent fraudulent reservations and protect the Hotel Employee Rate platform.
The legal basis is our legitimate interest in maintaining a secure and reliable service and, where applicable, compliance with legal obligations.
8. Service improvement and analytics
To understand how the platform is used, troubleshoot technical issues, improve functionality, develop services and assess platform performance.
Where this processing involves non-essential cookies or similar technologies, we will obtain consent where required.
9. Marketing
Where permitted by law, Hotel Employee Rate may send information about its services, participating hotels, offers or related products.
Users may unsubscribe from marketing communications at any time by using the unsubscribe link in the relevant communication or contacting Hotel Employee Rate.
The legal basis for electronic marketing will be consent where required or our legitimate interest where permitted by applicable law.
10. Legal and regulatory purposes
To comply with applicable laws, court orders and lawful requests from public authorities, enforce our agreements and resolve legal disputes.
The legal basis is compliance with legal obligations and our legitimate interest in establishing, exercising or defending legal claims.
Back to top ↑Friends, family members and accompanying guests
Users may be permitted to invite friends or family members to participate in certain Hotel Employee Rate programs or to include other guests in a reservation.
The person providing another individual’s personal data is responsible for ensuring that the information is accurate, that they are authorized to provide it and that the individual has been informed of this Privacy Policy.
Personal data relating to friends, family members and accompanying guests will be used only to administer their participation, process the relevant reservation, provide customer service, protect the program and comply with legal obligations.
Back to top ↑How long do we retain personal data?
Hotel Employee Rate retains personal data only for as long as reasonably necessary for the purposes for which it was collected.
The applicable retention period will depend on factors including:
- How long the user’s account remains active.
- The duration of the relationship with the participating hotel, employer or program partner.
- The period required to process and support reservations.
- Applicable tax, accounting and record-retention requirements.
- The need to prevent fraud, investigate misuse or resolve disputes.
- Applicable limitation periods for legal claims.
- Whether the user has withdrawn consent or objected to particular processing.
When personal data is no longer required, it will be deleted, anonymized or securely restricted from further use, unless continued retention is required by law.
Back to top ↑International transfers
Hotel Employee Rate and its service providers may process personal data in countries outside the European Economic Area.
Where personal data is transferred to a country that has not been recognized by the European Commission as providing an adequate level of data protection, Hotel Employee Rate will use an appropriate transfer mechanism, such as the European Commission’s Standard Contractual Clauses, together with additional safeguards where required.
Users may contact Hotel Employee Rate for further information about the safeguards used for international transfers.
Back to top ↑Your data protection rights
Subject to the conditions and limitations established by applicable law, users may have the right to:
- Request access to their personal data.
- Request correction of inaccurate or incomplete information.
- Request deletion of their personal data.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Receive certain personal data in a structured, commonly used and machine-readable format.
- Request that certain data be transferred to another organization.
- Withdraw consent at any time where processing is based on consent.
- Object to direct marketing at any time.
- Lodge a complaint with a competent data protection authority.
Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Data-protection requests are generally handled free of charge. A reasonable fee may be charged, or a request may be refused, where permitted by law, including where a request is manifestly unfounded, excessive or repetitive.
Hotel Employee Rate will generally respond to a valid request within one month. This period may be extended where permitted by law due to the complexity or number of requests.
Users also have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, or with the supervisory authority in their country of residence or work.
Back to top ↑How to contact us
For questions about this Privacy Policy, the personal data we process or the exercise of data-protection rights, please contact:
Hotel Employee Rate B.V.
Olympia 2d
1213 NT Hilversum
The Netherlands
Email: service@hotelemployeerate.com
KvK: 81141033