Privacy Policy

Privacy Policy

Botanika Uppsala is committed to the privacy and confidentiality of your information. This Privacy Policy describes our current policies and practices about our use of personal information. Please take your time to read this Privacy Policy carefully. When using the Botanika website, this Policy should be read alongside the Website Terms and Conditions.

  1. About us

This is the Privacy Policy of Botanika Uppsala AB, which trades as Botanika. We are a company registered in Uppsala Sweden under registration number 559215-7332, at Skolgatan 45, Uppsala 75232.

Botanika is a botanical oasis in the heart of Uppsala, featuring a large variation of rooms, two bars, café, social gaming area and coworking. Botanika is a biophilic experience for the modern traveler. Som tjänsteleverantör samlar vi in och bearbetar data så att vi kan hantera din bokning, hantera dina bokningsförfrågningar, förbättra din upplevelse när du använder vår webbplats och hantera eventuella problem du kan ha. Detta gör oss till en ”controller” av dina personuppgifter.

Vi använder också tredjepartsleverantörer (”Partners”) som levererar tjänster där vi kommer att använda din personliga information för att boka tjänster åt dig. För denna aktivitet är våra partners också ”Controllers” och denna sekretesspolicy täcker deras behandling av dina personuppgifter. Any processing of your personal information by our Partners that is outside the scope of the above will be carried out in accordance with that Partner's Privacy Policy.

  1. 2. Our processing of your personal information

We will collect and use different personal information about you for different reasons, depending on our relationship with you. Ibland får vi ”speciella kategorier av personlig information” (som är information som rör din hälsa, ras eller etniskt ursprung, religiös eller filosofisk övertygelse) där du tillhandahåller detta till oss som en del av en speciell begäran om din vistelse. Där du ger oss din specialkategori personlig information kommer vi att använda detta för att ge dig råd och för att hjälpa dig hitta en service som är anpassad till dina behov.

Where you provide personal information to us about other individuals (for example, members of your family or other guests staying in the accommodation) we will also be controller of their personal information and we are responsible for protecting their personal information and using it appropriately. This Policy will therefore apply to those individuals and you should refer them to this Policy.

What personal information will we collect?

At booking stage

Your full name and title, address, telephone numbers and email addresses, date of birth and gender.
Identity documents such as passport, driving license and national insurance number.
Employment status and related information such as job title.
Details of your special requests which are relevant to your booking.
Details of your previous stays or bookings with Botanika.
Vehicle registration number.
The number of adults and children that will be staying in the accommodation with you.
Details of the payment card that you use to make the booking, including the type of card, expiry date and last four digits.
Recordings of telephone calls we make when you book over the telephone. On arrival at your accommodation

Vid ankomst till ditt boende
Identity documents such as passport, driving license and national insurance number.
-Your full name and title
Your unique booking reference

Under eller efter din vistelse
Any feedback that you provide to us, including any complaints that you may have.
What special category information will we collect?
Information about your health if relevant to your booking (for example whether you have a physical disability that would require you to have wheelchair access to an apartment).
We will also collect information that you provide to us through a special request as part of your booking where you deem it relevant, for example which reveals or is likely to reveal your race or ethnicity, religious or philosophical beliefs, political views or data concerning your sex life or sexual orientation

How will we collect your personal information?

Directly from you
when you book one of our accommodations through our website or over email
when you book one of our accommodation over the telephone; during any subsequent communications we have with you, such as by telephone, email or live chat or when you make a general enquiry.

We will also collect your personal information from:
Your employer, if the booking is made by your employer on your behalf. What will we use your personal information for?

We use your information for the following legal reasons:

We need to use your personal information to enter the booking contract with you. We will rely on this legal reason for all activities that are connected to your booking and without using your personal information we would be unable to do, such as confirming your booking details following confirmation of payment.
We have a business need to use your personal information. This will include for the purpose of operating and improving our website, ensuring the security of our website and services, maintaining back-ups of our databases, and responding to your enquires. When relying on this legal ground, we are under a duty to assess your rights and to ensure that we do not use your information unless we can demonstrate a legitimate business need.
When we use your “special category information" (such as information about your health), we will ask for your explicit consent. We are also permitted to use your special category information if we need to establish or defend our legal rights.
-Lagförvaltningsorgan som polis, HMRC och skattemyndigheter

Vad kommer vi att använda din personliga information till?

Vi använder din information av följande juridiska skäl: Vi måste använda din personliga information till ange bokningskontraktet med dig. Vi kommer att lita på detta juridiska skäl för alla aktiviteter som är anslutna till din bokning och utan att använda din personliga information skulle vi inte kunna göra, till exempel att bekräfta din bokningsinformation efter bekräftelse av betalningen.

Vi har ett affärsbehov för att använda din personliga information. Detta kommer att inkludera i syfte att driva och förbättra vår webbplats, säkerställa säkerheten på vår webbplats och tjänster, underhålla säkerhetskopior av våra databaser och svara på dina förfrågningar. När vi litar på denna rättsliga grund är vi skyldiga att bedöma dina rättigheter och se till att vi inte använder din information om vi inte kan visa ett legitimt affärsbehov.

När vi använder din ”speciella kategoriinformation” (t.ex. information om din hälsa) kommer vi att be om ditt uttrycka samtycke. Vi har också tillåtelse att använda din speciella kategoriinformation om vi behöver fastställa eller försvara våra juridiska rättigheter.

  1. 3. What marketing activities do we carry out?

When you subscribe to our email notifications and/or newsletters we will send you the relevant notifications and/or newsletters – but only if you’ve agreed. You can unsubscribe from this type of communication at any time by clicking the link in the footer of the email, or emailing us on contact@botanika.se. We also collect additional information about your participation in any competitions that we run. We also use Facebook marketing services in order to promote our services and accommodations on Facebook and Instagram. We do not sell your information to third parties. Vi säljer inte din information till tredje part.

4. Automated Decision-Making

Automated decision making refers to a situation where a decision is taken using personal information that is processed solely by automatic means (i.e. using an algorithm or other computer software) rather than a decision that is made with some form of human involvement. Botanika does currently undertake automated decision making. 

We do this in several ways:
Automatically sending you pre- and post- stay emails based on the dates of your stay.
Assigning accommodation types based on any special requirements that have been received (such as a wheelchair accessible room).
Automatically assigning specific rooms based on arrival date and availability.
We also may send email communications based on your chosen language; this will be done on an automatic basis.
-Om du stannar hos oss vid mer än ett tillfälle kommer våra system att märka dig som återvändande kund. Detta gör att vi kan erbjuda en mer personlig service baserad på tidigare vistelser.

  1. 5. How long do we keep personal information for?

We will only keep your personal information for as long as reasonably necessary to fulfil the purposes set out in section 3 above and to comply with our legal and regulatory obligations. - If you would like further information about how long we will keep your personal information for, please contact us using the details set out in section 9.

  1. What is our approach to sending your personal information overseas

We are entitled under European data protection laws to transfer your personal information to countries outside the EEA in the following circumstances: 
It is necessary for the performance of the contract we have with you.
It is necessary to protect your vital interests i.e. it is a life or death situation.
There may also be some instances where your personal information is transferred to countries outside the EEA such as when we transfer information to third party suppliers who are based outside the EEA or when third parties who act on our behalf transfer your personal information to countries outside the EEA.
Where such a transfer takes place, we will take the appropriate safeguarding measures to ensure that your personal information is adequately protected.

We will do so in a number of ways including:
Ingå dataöverföringskontrakt och använda specifika avtalsbestämmelser som har godkänts av europeiska dataskyddsmyndigheter som annars kallas ”standardavtalsklausuler”.
Överföring av personuppgifter till företag i USA som är certifierade enligt ”Privacy Shield”. Privacy Shield är ett system där företag certifierar att de tillhandahåller en tillräcklig dataskydd;
We will only transfer personal data to companies in non-EEA countries who have been deemed by European data protection authorities to have adequate levels of data protection for the protection of personal information. 

If you would like further information regarding our data transfers and the steps we take to safeguard your personal information, please contact us using the details set out in section 9.

  1. 7. How do we protect your information?

Botanika ensure that all our systems are protected using secure passwords and multi-factor authentication mechanisms. All customer data is held within secure data centers using industry standard protection and encrypted where applicable. All data access is segmented by role and user rights.

  1. 8. Your rights

You have several data protection rights which entitle you to request information about your personal information, to dictate what we do with it or to stop us using it in certain ways. If you wish to exercise the rights set out below, please contact us at any time using the details set out in section 9. There will not normally be a charge for this. We respect your rights in relation to personal information we hold about you, however we cannot always comply with your requests, for example: We may not be able to delete your information if we are required by law to keep it for a longer period of time; orIf we delete your information we would not have the necessary information we need to complete your booking or manage your Botanika account.

Rätten till tillgång till din personliga information
You can request a copy of the personal information we hold about you and certain details of how we use it. Your personal information will normally be provided to you in writing unless you request otherwise or where you have made a request by electronic means such as email, we will provide such information in electronic form where possible.

Rätten att dra tillbaka ditt samtycke
Where we rely on consent as the legal ground to use your personal information, you are entitled to withdraw that original consent.

Rätten till rättelse
We make reasonable efforts to keep your personal information where necessary up to date, complete and accurate. We encourage you to ensure that your personal information is accurate so please regularly let us know if you believe that the information we hold about you may be inaccurate or not complete. We will correct and amend any such personal information and notify any third-party recipients of necessary changes.

Rätten till begränsning av behandlingen
Med förbehåll för omständigheterna under vilken du utövar denna rättighet, kan du begära att vi slutar använda din personliga information, till exempel där du tror att vi inte längre behöver använda din personliga information.

Rätten till dataportabilitet
Subject to the circumstances in which you exercise this right, you can request that we port across personal information you have provided to us to a third party in a commonly used and machine-readable format.

Rätten att radera
You can request that we delete your personal information. For example, where we no longer need your personal information for the original purpose we collected it for or where you have exercised your right to withdrawn consent. Whilst we will assess every request, this request is subject to legal and regulatory requirements that we are required to comply with.

Rätten att invända mot direkt marknadsföring
Du kan begära att vi när som helst sluta skicka marknadsföringsmeddelanden genom att klicka på knappen ”avsluta prenumerationen” i alla e-postmeddelanden som vi skickar till dig eller genom att kontakta oss med hjälp av informationen i avsnitt 9. Please note that even if you exercise this right because you do not want to receive marketing messages, we may still send you service related communications where necessary.

Rätten att klaga hos ICO
Where you believe that we have breached data protection laws when using your personal information, you can complain to the reception by contacting contact@botanika.se. Please note that exercising this right and lodging a complaint will not affect any other legal rights or remedies that you have.

  1. Contacting us

If you would like further information about the ways we use your personal information, further clarity on how we use your personal information or anything referred to in this Policy, please contact us at contact@botanika.se.

  1. Updates to this Privacy Policy

We are continually improving our methods of communication and alongside with changes in the law and the changing nature of technology, our data practices and how we use your data will change from time to time. If and when our data practices change, we will notify you and we will provide you with the most up-to-date Policy. You can view it by checking our website www.botanika.se

This Policy was last updated on 22nd of January 2020.



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