Park Hotel Tornio register descriptions

This document contains three register descriptions:
Customer register
Email register
Camera surveillance register

The register descriptions must be compiled on the basis of the Personal Data Act 523/1999.

Customer register
1. Data controller
Park Hotel Tornio, Itäranta 4, 95400 Tornio

2. Register manager
Suvi Kärenlampi, sales director

3. Register name
Park Hotel Tornio customer register

4. Purpose of personal data processing
The data controller processes customers’ personal data for the following purposes:
– maintaining and developing customer relationships
– managing reservations
– payments, monitoring payments, and debt recovery
marketing the data controller’s goods and services
– developing the data controller’s business activities and the related customer service
– making reservations for customer meals and reserving conference facilities
– considering loyal customers’ suggestions, developing customer service, and targeting offering
The personal data processing is based on the Personal Data Act, 8 §, (1), sub-paragraphs 1, 2, 5 and 6.

5 Data content of the register
The following data about customers are gathered and stored:
– customer data: name, date of birth, customer number, contact information (e.g., telephone and mobile number, email, other electronic address information) for contact, rank or profession, language code, sex, citizenship, number of adults and children staying with the customer, billing details
– customer feedback information: customers’ satisfaction information, comments on the data controller’s services and other data obtained with the customer’s consent
– booking data (e.g., data from earlier and future bookings)
– data related to use of services: e.g., basic information about service use, purchase and cancellation and data about which hotel or restaurant the customer has bought the servcie
– data related to customer’s wishes or selections: e.g., non-smoking room or table, room level information, and information about desired services
– customer payment method and payment behaviour data (including payment delay data), billing data
– customer consent to direct marketing via email, SMS and other automated systmes
– legally complliant data on declining to receive direct advertising, direct sales and other direct marketing
– data on hobbies and interests
– other data gathered with customer’s consent (e.g, data about mobility limitations, injuries and illnesses supplied by the customer which are necessary to delivery the requested service)

6. Regular data sources
The data sources of the register are: – the hotel’s reservation and invoicing systems
– email and telephone conversations with the customer
– data entered on the online services of Park Hotel Tornio and its partners by the customer.
Data gathering: Personal data are gathered, in compliance with the Personal Data Act, when the customer place room, table or conference services reservations by telephone, fax, email or the website.

Data concerning the customer are obtained with the customer’s consent from him or her (Personal Data Act 8 §, (1), sub-paragraph 1) and from transactions related to the reservations and purchases of desired services (Personal Data Act 8 §, (1), sub-paragraphs 2 and 5). Personal data may also be gathered, saved and updated from the registers of the Population Registration Centre and other data controllers offering address, update or other corresponding services.

Park Hotel Tornio retains data concerning customers for the validity of the customer relationship between the customer and Park Hotel Tornio. The customer relationship is considered terminated when one year has passed since the last accommodation, conference or restaurant service purchase, after which the customer’s data are removed from the Park Hotel Tornio system.

7. Regular disclosure of data
INFORMATION FOR CUSTOMERS IN ACCORDANCE WITH PERSONAL DATA ACT 24 § The register description is on display in the hotel reception at the address: Itäranta 4, 95400 Tornio.

A customer has the right to inspect data concerning him or her in the customer register. When a customer avails of this inspection right, he or she must send a personally signed inspection request to Park Hotel Tornio at the aforementioned address. The customer may also visit the Park Hotel Tornio, with an identity document. In the inspection request, the customer must provide his or her name, address and telephone number. Park Hotel Tornio shall send its written response to the customer within 30 days of the customer personally visiting the hotel or receipt of the customer’s written inspection requestion.

If there are errors in the customer data, the customer may submit a requestion for correction of the errors.

The customer has the right to prohibit the data controller from processing data concerning him or her for direct advertising, remote sales or other direct marketing, and to withdraw previously given consent for data processing to the extent that the processing is based on consent.

The customer has the right to request data concerning him or her be transferred from one system to another.
The customer has the right to submit a complaint to a supervisory authority regarding the processing of data concerning him or her.

8. Transfer of data outside the EU or EEA
Data on the register are not transferred outside the EU or EEA, nor are they processed outside the EU or EEA.

9. Principles of register protection

A MANUALLY PROCESSED MATERIAL Manually processed material is stored until the data have been input in the appropriate systems. Manually processed material is destroyed when it has become unnecessary.

B COMPUTER-PROCESSED DATA Only employees of Park Hotel Tornio who need the data for their duties have user privileges for this register. They use user names and passwords.

The data are located in a closed network of Park Hotel Tornio which is technically protected with a firewall.

Email register
1. Data controller
Park Hotel Tornio, Itäranta 4, 95400 Tornio

2. Register manager
Suvi Kärenlampi, sales director

3. Register name
Park Hotel Tornio email register

4. Purpose of personal data processing
The data controller processes customers’ personal data for the following purposes:
– maintaining and developing customer relationships

5. Data content of the register
The following data about customers are gathered and stored:
– customer data: name and email address

6. Regular data sources
Companies’ websites

If there are errors in the customer data, the customer may submit a requestion for correction of the errors.

Data on the register are not transferred outside the EU or EEA, nor are they processed outside the EU or EEA.

9. Principles of register protection
A MANUALLY PROCESSED MATERIAL Manually processed material is stored until the data have been input in the appropriate systems. Manually processed material is destroyed when it has become unnecessary.

B COMPUTER-PROCESSED DATA Only employees of Park Hotel Tornio who need the data for their duties have user privileges for this register. They use user names and passwords.

The data are located in a closed network of Park Hotel Tornio which is technically protected with a firewall.

Camera surveillance register
1. Data controller
Park Hotel Tornio, Itäranta 4, 95400 Tornio
2. Register manager
Suvi Kärenlampi, sales director
3. Register name
Park Hotel Tornio camera surveillance register
4. Purpose of personal data processing
The camera surveillance in the public spaces of the hotel forms a personal data register pursuant to the Personal Data Act (523/1999). In addition, the camera surveillance complies with the Protection of Privacy in Working Life Act (759/2004).

With the aid of the register (image recordings), Park Hotel Tornio may ensure personal safety, safety of business operations on the premises, prevention of crime against staff and property, clarification of matters of liability for damage, maintenance of condition and order of the premises.

The Protection of Privacy in Working Life Act (759/2004) 16 § The Employer has the right to use the data on the register in situations specified in the Protection of Privacy in Working Life Act (759/2004) 17 § (2) sub-paragraphs 1–3 to establish the veracity of grounds for termination of employment, to investigate and establish the veracity of interference pursuant to the Equality between Women and Men Act (609/1986) or harassment and in appropriate behaviour pursuant to the Occupational Safety Act (738/2002), as well as to investigate an occupation accident or other danger or threat intended by the Occupational Safety Act.

It is possible to follow camera surveillance in real time from the surveillance points in which the surveillance is necessary for security or access monitoring.

5. Data content of the register
The data content of the register is the image material of the surveillance cameras, supplemented with necessary technical information such as camera location and time stamp.

6. Regular data sources
Data for the register is produced by the camera surveillance system installed in Park Hotel Tornio. There is no connection between the register and other data sources.

7. Regular disclosures of data
It is possible to follow camera surveillance in real time from the surveillance points in which the surveillance is necessary for security or access monitoring. Otherwise, the data are not used or disclosed regularly.

The data are processed or disclosed only in situations in point 4 matching the purpose of the register.

Everyone has the right, pursuant to the Personal Data Act, to inspect recordings, images and sound concerning him or her.

An inspection request may be presented either in a personally signed letter or by personally visiting the data controller’s premises. The person submitting the request must, to facilitate searching for the data, the place and time, as precisely as possible, when the filming took place. It is recommended that the person submitting the request attach a photograph of himself or herself to the inspection request. The right to inspection shall be honoured within two weeks of the request being submitted.

Recordings from the time indicated in the inspection request shall be stored for a time longer than the usual storage time, until there is no longer need for the material.

INFORMATION FOR CUSTOMERS IN ACCORDANCE WITH PERSONAL DATA ACT 24 § There is a notice regarding recording camera surveillance at entrances.

The register description is on display in the hotel reception at the address: Itäranta 4, 95400 Tornio.

8. Transfer of data outside the EU or EEA
Data on the register are not transferred outside the EU or EEA, nor are they processed outside the EU or EEA.

9. Principles of register protection
A MANUALLY PROCESSED MATERIAL There is no manually processed material on the register.

B COMPUTER-PROCESSED DATA Recording devices related to the register and storage of the material occur in a locked space.
Only employees of Park Hotel Tornio who need the data for their duties have user privileges for this register. They use user names and passwords.

The data are located in a closed network of Park Hotel Tornio which is technically protected with a firewall.

The data are processed or disclosed only in situations in point 4 matching the purpose of the register.

The register data (recordings) are stored for no longer than 3 months. If, during the storage period, a notification of damage or other crime is received, the recording shall be recording to the corresponding extent for the time necessary to investigate the crime.