1. Information We Collect

Personal Information

We collect personal information that you voluntarily provide to us when you:

• Fill out contact forms on our website
• Request a free 40-minute strategy consultation
• Subscribe to our newsletter or marketing communications
• Engage our services as a client
• Communicate with us via email, phone, or other means

This personal information may include:

• Full name and professional title
• Email address
• Phone number
• Hotel or company name
• Business address
• Job role and responsibilities
• Marketing preferences and interests

Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and usage patterns, including:

• IP address and geographic location
• Browser type and version
• Operating system
• Device type and screen resolution
• Pages visited and time spent on each page
• Referral sources
• Date and time of visits

Analytics Data

We use Google Analytics and other analytics tools to understand how visitors interact with our website. This includes:

• Website usage patterns and user behavior
• Popular content and pages
• Conversion tracking and goal completions
• Traffic sources and marketing campaign performance

Business Information

For our hotel clients, we may collect and process business-related information necessary to provide our services:

• Hotel performance data and booking metrics
• Marketing campaign data and analytics
• Competitor analysis information
• Revenue and occupancy statistics
• Guest demographic and behavior data

2. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

• Providing hotel marketing services including PPC, meta search, content creation, and AI solutions
• Conducting strategy consultations and assessments
• Developing and implementing customized marketing campaigns
• Monitoring and reporting on campaign performance

Communication

• Responding to inquiries and consultation requests
• Scheduling and conducting strategy sessions
• Providing customer support and technical assistance
• Sending service updates and important notifications

Marketing

• Sending newsletters and promotional materials about our services
• Sharing industry insights and hospitality marketing trends
• Inviting you to webinars, events, or educational content
• Conducting market research and surveys

Improvement and Analytics

• Analyzing website usage to improve user experience
• Developing new services and features
• Conducting performance analytics and optimization
• Testing and improving our marketing strategies

3. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal information based on the following legal grounds:

Consent

Where you have given clear consent for us to process your personal information for specific purposes, such as receiving marketing communications or participating in our newsletter.

Contract Performance

Processing necessary for the performance of a contract with you or to take steps at your request before entering into a contract, such as providing our hotel marketing services.

Legitimate Interests

Processing necessary for our legitimate business interests, such as:

• Improving our website and services
• Conducting analytics and market research
• Preventing fraud and ensuring security
• Direct marketing to existing clients about similar services

Legal Obligations

Processing necessary to comply with legal obligations, such as tax requirements, regulatory compliance, or responding to legal requests.

4. How We Share Your Information

We may share your information in the following limited circumstances:

Service Providers

We share information with trusted third-party service providers who assist us in operating our business:

• Email marketing platforms (for sending newsletters and communications)
• Customer Relationship Management (CRM) systems
• Analytics and tracking services
• Cloud storage and hosting providers
• Payment processing services

Business Partners

With your explicit consent, we may share information with business partners for joint marketing initiatives or collaborative services that benefit our hotel clients.

Legal Requirements

We may disclose your information when required by law or in response to:

• Court orders or legal processes
• Government investigations or regulatory requests
• Protection of our rights, property, or safety
• Prevention of fraud or illegal activities

Business Transfers

In the event of a merger, acquisition, or sale of our business, your information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and analyze website performance.

Types of Cookies We Use

• Essential Cookies: Necessary for basic website functionality and security
• Analytics Cookies: Help us understand how visitors interact with our website
• Marketing Cookies: Used to deliver relevant advertisements and track campaign performance
• Preference Cookies: Remember your settings and preferences for future visits

Third-Party Cookies

We use third-party services that may place cookies on your device:

• Google Analytics: For website analytics and user behavior tracking
• Google Ads: For advertising and conversion tracking
• Meta (Facebook) Pixel: For advertising and audience insights
• LinkedIn Insight Tag: For B2B marketing and analytics

Cookie Management

You can control cookie settings through your browser preferences. Note that disabling certain cookies may affect website functionality and your user experience. Most browsers allow you to:

• View and delete cookies
• Block cookies from specific websites
• Block third-party cookies
• Clear all cookies when closing the browser

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

Security Measures

• SSL Encryption: All data transmission is protected using SSL/TLS encryption
• Access Controls: Strict access controls limit who can view or modify personal information
• Regular Security Audits: We conduct regular security assessments and updates
• Employee Training: All staff receive privacy and security training
• Secure Storage: Data is stored on secure servers with appropriate protections
• Incident Response: We have procedures in place to respond to potential security breaches

7. Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law.

Retention Periods

• Contact Inquiries: 3 years from last contact or until you request deletion
• Client Data: Duration of service relationship plus 7 years for legal and tax purposes
• Marketing Communications: Until you unsubscribe or request deletion
• Website Analytics: 26 months (Google Analytics standard retention)
• Financial Records: 7 years as required by law
• Legal Documentation: As required by applicable laws and regulations

Data Deletion

When retention periods expire or when you request deletion (where legally permissible), we securely delete or anonymize your personal information using industry-standard methods.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

Right of Access

You have the right to request confirmation of whether we process your personal information and to obtain a copy of that information.

Right to Rectification

You can request that we correct any inaccurate or incomplete personal information we hold about you.

Right to Erasure (Right to be Forgotten)

Under certain circumstances, you can request that we delete your personal information, such as when:

• The information is no longer necessary for the original purpose
• You withdraw consent and there's no other legal basis for processing
• Your information has been unlawfully processed

Right to Restrict Processing

You can request that we limit how we process your personal information in certain situations.

Right to Data Portability

You have the right to receive your personal information in a structured, commonly used format and to transmit it to another controller.

Right to Object

You can object to processing of your personal information for direct marketing purposes or when processing is based on legitimate interests.

Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw that consent at any time.

Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority if you believe we have violated your privacy rights.

9. International Data Transfers

Hotel Promo operates globally and may transfer your personal information to countries outside your country of residence, including countries that may not have the same level of data protection as your home country.

Safeguards

When transferring personal information internationally, we implement appropriate safeguards, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by relevant data protection authorities
• Appropriate technical and organizational security measures
• Regular assessments of transfer mechanisms and safeguards

10. Third-Party Services

Our website and services integrate with various third-party platforms. We encourage you to review their privacy policies:

Analytics Services

• Google Analytics: Google Privacy Policy
• Google Tag Manager: Google Privacy Policy

Advertising Platforms

• Google Ads: Google Privacy Policy
• Meta (Facebook/Instagram): Meta Privacy Policy
• LinkedIn: LinkedIn Privacy Policy

Communication Tools

• Email Marketing Platforms: We use various email service providers, all of which comply with applicable privacy laws
• CRM Systems: Our customer relationship management tools are selected for their security and privacy compliance

Note: We are not responsible for the privacy practices of third-party services. We encourage you to read their privacy policies before providing any information.

11. Children's Privacy

Our services are designed for businesses and professionals in the hospitality industry. We do not knowingly collect personal information from children under the age of 16. If we become aware that we have collected personal information from a child under 16 without proper consent, we will take steps to delete that information promptly.

If you believe we have collected information from a child under 16, please contact us immediately using the contact information below.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email if you have subscribed to our communications
• Post a notice on our website highlighting significant changes
• For material changes, provide additional notice as required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after changes become effective constitutes acceptance of the revised Privacy Policy.

13. Contact Information