Privacy Statement - Magnus Hotel Group (2025)

1. Scope of this Statement

This Privacy Statement applies to all data processing activities carried out by Magnus Hotel Group B.V. and its affiliated hotels and services, as listed in the attached overview. It covers all interactions when you visit our properties, use our websites, book a stay, or otherwise engage with our services.

This statement does not apply to:

• Job applicants or employees (a separate privacy statement is available for them).
• Third-party platforms (e.g., booking websites, payment processors, or social media). For those, please refer to their respective privacy statements.

2. Legal Basis and Purpose of Processing

Magnus Hotel Group processes personal data only when there is a lawful basis to do so, including:

• Performance of a contract (e.g., managing hotel reservations or event bookings)
• Legal obligations (e.g., tax or visitor registration requirements)
• Legitimate interest (e.g., service improvement, security, or fraud prevention)
• Consent (e.g., newsletters, marketing, or personalized communication)

We use your data for the following purposes:

• Managing reservations, check-in/out, and guest experience
• Providing requested services and facilities
• Managing billing, invoicing, and financial administration
• Ensuring on-site security and access control
• Sending relevant updates, offers, or news (only with your consent)
• Complying with legal requirements or court orders

3. Categories of Data Processed

Depending on your interaction with us, we may process:

• Identification and contact details (name, address, email, phone)
• Booking information (dates, preferences, payment data)
• Guest feedback or communication history
• Technical data (IP address, device type, cookies for website analytics)
• Loyalty, marketing, or newsletter subscriptions (only if you've opted in)

Sensitive data is processed only when strictly necessary and in accordance with legal safeguards.

4. Data Sharing and Third Parties

Your data may be shared with:

• Other entities within Magnus Hotel Group (for operational or administrative purposes)
• Service providers (e.g., IT, accounting, housekeeping, transport, or marketing partners)
• Public authorities when legally required

All external parties are contractually bound to process your data securely, confidentially, and solely according to Magnus Hotel Group's instructions and applicable law.

5. International Data Transfers

When personal data is transferred outside the European Economic Area (EEA), we ensure adequate protection through:

• EU Standard Contractual Clauses (SCCs)
• Adequacy decisions approved by the European Commission
• Binding Corporate Rules (BCRs) where applicable

We only work with partners who guarantee equivalent levels of data protection.

6. Data Retention

We retain your personal data only for as long as necessary for the purposes described above, unless a longer retention period is required by law. After expiry of the retention period, your data will be securely deleted or anonymized.

7. Security

Magnus Hotel Group uses advanced technical and organizational measures to safeguard your personal data against unauthorized access, loss, misuse, or alteration. In case of a data breach with potential impact on your rights, we will notify you and the relevant supervisory authority without undue delay.

8. Your Rights

Under the GDPR, you have the right to:

• Access and obtain a copy of your personal data
• Rectify inaccurate or incomplete data
• Request erasure of your data ("right to be forgotten")
• Restrict or object to processing
• Withdraw consent at any time
• Request data portability

You may exercise these rights by submitting a request via our contact form or the contact details below. We respond within one month of receipt of your request. If more time is required, we will notify you promptly.

9. Cookies and Analytics

Our websites use cookies and analytical tools to optimize performance and improve user experience. Functional cookies are necessary for proper site operation; other cookies (analytics, marketing) require your explicit consent. You can manage or withdraw your cookie preferences at any time via our cookie settings page.

10. Contact

For any questions, concerns, or privacy-related requests, please contact:

Magnus Hotel Group B.V.
Email: m.lammers@magnushotelgroup.com
Website: www.magnushotelgroup.com
Address available upon request.

We typically respond within 24 hours on business days.

If you believe your data is being processed unlawfully, you may also lodge a complaint with the Autoriteit Persoonsgegevens (Dutch Data Protection Authority).

11. Updates to this Statement

We may update this Privacy Statement periodically to reflect legal or operational changes. The latest version will always be available on our website, with the date of the most recent revision clearly indicated.

Last updated: January 2025