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At Square Old Chelsea, protecting the privacy of our customers is important to us. This privacy policy explains how we collect, use, disclose and protect your personal information. By booking a stay, activity or table with us, using our website, or interacting with our staff, you consent to our collection and use of your personal data in accordance with this policy.
CORPORATE RESPONSIBILITY
Square Old Chelsea assumes full responsibility for the protection of personal information under its control. Information that is collected, used, disclosed, retained or destroyed is governed by this policy in order to protect the privacy of all individuals.
To ensure optimal protection of personal information, the person responsible for the protection of information at Square Old Chelsea must :
● Oversee and examine internal practices and procedures for handling personal information and compliance with current legislation;
● Suggest measures to ensure the ongoing protection of personal information that are consistent with Privacy Impact Assessments;
● Implement the necessary measures within the company to ensure the protection of information;
● Ensure staff compliance and training in good practice to protect personal information;
● Coordinate, investigate and respond to requests and complaints relating to the protection of personal information;
● Communicate with the person(s) concerned and the Commission d’accès à l’information (CAI) in the event of a data leak or any other incident; and,
● Keep a register of incidents relating to personal data.
COLLECTING PERSONAL INFORMATION
The personal information collected allows Square Old Chelsea to carry out its functions and activities in accordance with applicable laws and standards. Old Chelsea Square collects personal information only if it is necessary and for specific, previously defined purposes. Personal information is collected directly from the person concerned and with his or her consent, unless an exception is provided for by law. Square Old Chelsea ensures that personal information is collected for justified, clear and specific reasons and with the free and informed consent of the individual.
If you book a stay at our hotel, book a table, rent a room/organise an event, receive more information about our establishment or make an online purchase (show, activity, etc.), we collect the personal information you provide in order to :
● Complete the transaction;
● To be able to contact you if necessary;
● Verify your identity for legal and security purposes.
We collect personal information directly from you when you make a reservation, check in to the hotel, use our services, communicate with our staff or complete our online form, make an online purchase or call us to make a reservation. This information may include:
● Your name, address, phone number, e-mail address and credit card details.
● Information about your stay, such as arrival and departure dates, room preferences and special requests.
● Information about the members of your travel group.
● Information about your booking or event;
● Information on the use of our services, including those of some of our partners.
We recommend that you do not send payment information by email or social media. In order to protect your personal information, please only send it to us via the booking engine on our website or by phone or via the web platform dedicated to transactions.
LIMITS ON USE OF PERSONAL INFORMATION
Old Chelsea Square must provide certain information in order to satisfy legal and regulatory audit requirements and processes. Personal information will not be used or disclosed for purposes other than those for which it was collected unless required by law. Uses may vary and may include, but are not limited to:
● Reservations and registering
● Billing
● Personalised services
● Communicating with customers
● Safety management
● Room and related services
● Managing complaints and claims
● Data analysis
● Compliance with legal obligations
Consent
The use of personal information must be limited to the purposes for which customers have given their explicit consent.
Necessity
We collect and use your personal information only when it is necessary to achieve the purposes for which it was collected.
Length of data storage
Personal data will only be kept for as long as is necessary to achieve the purpose for which it was collected, in accordance with applicable laws.
Security and protection of personal information
Personal data will be adequately protected against unauthorised access, disclosure, loss or destruction. Square Old Chelsea takes all reasonable precautions and has implemented significant physical and technical measures to prevent unauthorized or unlawful use of or access to personal information. These measures include, but are not limited to, the following:
● Use of information only when necessary;
● Ensuring the confidentiality and protection of personal information that has come to the knowledge of a person in the course of his or her duties, unless the person concerned has authorised the person to disclose the information;
● File protection with selective access limited to authorised persons;
● A commitment to using security standards to protect credit card data;
● Information on how long personal information is kept and the policy of regularly deleting unnecessary data;
● A promise to notify customers quickly in the event of a data breach;
● Immediate withdrawal of access following dismissal of an employee.
Disclosure of personal information to third parties
Information may be passed on to third parties to the extent necessary for the purposes of the activities mentioned. Square Old Chelsea undertakes to ensure that such third parties comply with the same data protection standards.
We do not disclose your personal information to third parties without your consent, except in the following cases:
● To commercial partners, for example, for shuttle, spa or restaurant services booked through Square Old Chelsea;
● When required by law or by a government authority.
Commitment to transparency
Square Old Chelsea is committed to transparency with respect to the processing, procedures and purposes for which personal information is collected from customers.
Rights of those concerned
Square Old Chelsea undertakes to respect the rights of customers in terms of data protection, in particular the right to access their data, to rectify it, to delete it, to limit its processing, to object to its processing and to request the portability of their data. Square Old Chelsea also undertakes to provide customers with the means to exercise their rights.
Revocable consent
Customers have the right to withdraw their consent at any time. For any consultation, withdrawal and/or modification of personal information, you may contact the Privacy Officer at [email protected].
You may withdraw your consent to the disclosure of your personal information at any time. A written request must be submitted to the Privacy Officer. A reply will be provided within 30 days of receipt.
When consent is withdrawn, Square Old Chelsea must stop using the personal data for which consent was given.
Purpose limitation
Personal data will not be used for discriminatory, illegal or abusive purposes, and will not be collected in an excessive or unfair manner.
Personal information will not be used or disclosed for purposes other than those for which it was collected, unless required by law.
FILE A COMPLAINT
Fraudulent use of personal data is a serious offence which may be subject to disciplinary action, including dismissal, and/or legal proceedings.
An individual who believes that his or her personal information has been collected, retained, used, disclosed or destroyed in a manner that does not comply with the provisions of this policy may file a confidential complaint with the Privacy Officer. The individual must provide his or her name, contact details, including a phone number, as well as the subject of the complaint and the reasons for it. Sufficient detail must be provided for the complaint to be properly assessed. A response will be provided within 30 days of receipt of the complaint. If the complaint is insufficiently specific, the Privacy Officer may request any additional information deemed necessary to assess the complaint. The Privacy Officer will investigate the complaints received, minimise any damage and take any necessary corrective action.
It is also possible to file a complaint with the Commission d’accès à l’information du Québec. However, Square Old Chelsea encourages those concerned to first contact the person responsible for the protection of personal information and to wait for the conclusion of the planned treatment process.
APPROVAL
This policy has been approved by Square Old Chelsea’s Privacy Officer.
Person responsible for the protection of personal information
248 Old Chelsea, Chelsea, QC, J9B 1J3
If you have any requests, questions or comments regarding this policy, please contact the person responsible by e-mail at [email protected].
Updated : Septembre 7 2024