Legal information
Privacy Policy
Romantic Villa Pápa
1. Data controller details
The controller of personal data relating to the accommodation service and the operation of the website of Romantic Villa Pápa is:
- Name
- Varga Petra
- Name of accommodation
- Romantic Villa Pápa
- Address
- 8500 Pápa, Szabadság utca 10., Hungary
- Tax number
- 42983864-1-39
- NTAK registration number
- MA24088222
- hello@romanticvillapapa.hu
- Phone
- +36 30 550 7556
- Website
- https://www.romanticvillapapa.hu
Questions, requests and complaints relating to data processing may be addressed to the data controller at the email address above.
2. Purpose of data processing
Romantic Villa Pápa processes the personal data necessary for providing the accommodation service, informing enquirers and guests, managing bookings, fulfilling legal obligations, and requesting the guidebook and sending newsletters.
Data processing is carried out in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR), as well as the applicable Hungarian legislation.
3. Contact and enquiries
Through the Romantic Villa Pápa website, enquirers may request an offer by email or WhatsApp, or contact us by telephone.
The categories of data processed are:
- Name and email address
- Phone number, if provided by the enquirer
- Planned arrival and departure dates
- Number of adult and child guests
- Type of enquiry
- Further requests and information provided by the enquirer
- Messages generated during communication
The purpose of data processing is to answer enquiries, prepare offers, maintain contact with guests and prepare bookings.
The legal basis for data processing is taking steps prior to entering into a contract at the request of the data subject, pursuant to Article 6(1)(b) of the GDPR.
Answering general enquiries not connected with entering into a contract may be based on legitimate interest pursuant to Article 6(1)(f) of the GDPR.
The enquiry form on the website prepares a pre-composed email or WhatsApp message from the details provided.
The website does not store the contents of the form in its own database.
Enquiries sent by email arrive in the Zoho Mail system, while WhatsApp messages arrive through the WhatsApp service.
The necessity of retaining closed enquiries and the related correspondence is reviewed annually.
Data that is no longer required for further contact, contract performance, handling legal claims or fulfilling legal obligations is deleted.
Data relating to enquiries that result in a booking may also be subject to the retention rules applicable to bookings.
4. Management of accommodation bookings
Romantic Villa Pápa accepts bookings directly, as well as through the Booking.com and Szallas.hu accommodation booking platforms.
The categories of data processed are:
- The name and contact details of the person making the booking
- The booking identifier
- Arrival and departure dates
- Number of guests
- The booked services and the booking price
- The payment status of the booking
- Messages, amendments and cancellations relating to the booking
The purpose of data processing is to record, confirm and amend the booking, perform the accommodation service and maintain contact with guests.
The legal basis for data processing is performance of a contract, and taking steps prior to entering into a contract at the request of the data subject, pursuant to Article 6(1)(b) of the GDPR.
Where a booking is made through a booking platform, we receive the necessary data from the relevant service provider.
Booking.com and Szallas.hu provide separate information about their own data processing activities connected with their services.
Personal data relating to bookings is processed for as long as necessary for contract performance, handling legal claims and fulfilling applicable legal obligations.
Separate retention rules apply to billing data and mandatory guest registration data.
5. Mandatory guest registration and data reporting
In accordance with Hungarian accommodation service legislation, Romantic Villa Pápa records specified personal data of staying guests.
We use the VENDÉGEM accommodation management application for guest registration and mandatory data reporting.
The processed data includes guest identification and stay data defined by law, in particular name, birth details, nationality, specified details of the identity document, and arrival and departure dates.
The purpose of data processing is to keep the mandatory guest register, identify guests and fulfil the data reporting required by law.
The legal basis for data processing is compliance with a legal obligation pursuant to Article 6(1)(c) of the GDPR.
Guest data is recorded in the VENDÉGEM application.
The data defined by law is transmitted to the National Tourism Data Supply Centre (NTAK) and to the Closed Guest Information Database (VIZA), according to the rules applicable to the given system.
Providing the data required for guest registration is a legally defined condition for using the accommodation service.
Guest data is retained for the period defined in the applicable accommodation service and data protection legislation.
The data controller does not make a separate copy of guests’ identity documents for its own purposes and does not retain such copies.
6. Invoicing and financial records
Romantic Villa Pápa issues invoices relating to the accommodation service in the National Tax and Customs Administration NAV Online Invoicing system.
The categories of data processed are:
- The name and billing address appearing on the invoice
- Further identification details necessary for invoicing
- The name and price of the service
- The date of issue and identifier of the invoice
- Data necessary for payment and financial records
The purpose of data processing is to issue invoices, keep financial records and fulfil tax and accounting obligations.
The legal basis for data processing is compliance with a legal obligation pursuant to Article 6(1)(c) of the GDPR.
Billing data is processed in the NAV Online Invoicing system and in the necessary financial records.
Invoices and related accounting documents are retained for the period prescribed by the applicable tax and accounting legislation.
7. Family Guide and newsletter
Romantic Villa Pápa offers a free family guidebook (Family Guide) to visitors interested in Pápa.
The guidebook is requested through a form operating in the Wix system.
The categories of data processed are:
- Surname and first name
- Email address
- Data relating to consent for newsletter subscription
- Subscription and unsubscribe data recorded in the system
The purpose of data processing is to send the requested guidebook electronically, and to inform newsletter subscribers about the services and offers of Romantic Villa Pápa and programme possibilities in Pápa.
The guidebook request and newsletter subscription are handled by a form operating in the Wix system.
The automatic electronic sending of the Family Guide is carried out by Wix Automations.
The data of newsletter subscribers is manually transferred to Mailchimp, which we use for sending newsletters.
Documentation of subscription consent is carried out in the Wix system.
The legal basis for sending newsletters is consent pursuant to Article 6(1)(a) of the GDPR.
The subscriber may withdraw their consent at any time via the unsubscribe link in the newsletters or at hello@romanticvillapapa.hu.
Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
Data used for sending newsletters is processed until consent is withdrawn or the data processing purpose ceases.
After unsubscribing, further newsletter sending ceases. Limited data necessary to prove the granting and withdrawal of consent may continue to be retained on an appropriate legal basis.
8. Use of the website and technical data processing
The Romantic Villa Pápa website was created on the Lovable platform and uses its default hosting service.
During operation of the website, the hosting provider may process technical data, such as IP address, browser data, time of access and security log data.
The purpose of data processing is the proper display of the website, maintaining its security and handling technical errors.
The legal basis for necessary technical and security data processing may, depending on the nature of the given processing, be legitimate interest pursuant to Article 6(1)(f) of the GDPR.
The technical review carried out on the website did not identify any marketing tracking code or separate analytics system.
The website may use technical and security cookies.
External Google Fonts are also loaded on the website, during which technical data, such as the visitor’s IP address, may be transferred to the provider.
The scope of technical cookies and any external services used may change as the technical operation of the website changes.
9. Recipients of personal data and external service providers
Personal data may be accessed by the data controller and by persons involved in operating the accommodation who have appropriate authorisation.
In its data processing activities, Romantic Villa Pápa uses in particular the following external services:
- Booking.com – online accommodation booking
- Szallas.hu – online accommodation booking
- VENDÉGEM – accommodation management and guest registration
- NTAK and VIZA – data reporting required by law
- NAV Online Invoicing – invoicing
- Zoho Mail – electronic mail
- WhatsApp – electronic communication
- Lovable – website and hosting service
- Wix – Family Guide request and automatic email sending
- Mailchimp – newsletter sending
Depending on the specific data processing activity, individual providers may act as processors or independent controllers.
When certain external services are used, personal data may also be transferred outside the European Economic Area.
Such transfers are governed by the relevant provisions of the GDPR and the applicable transfer safeguards.
The data controller does not sell personal data and does not use it for purposes other than those specified in this policy without an appropriate legal basis.
10. Data security and retention
The data controller applies technical and organisational measures appropriate to the nature and risks of the data processing in order to protect personal data.
Access to data is limited to the persons necessary for operating the accommodation.
During electronic data processing, the access protection and security solutions of the services used are applied.
The necessity of retaining closed email and WhatsApp enquiries is reviewed annually.
Data that must be retained by law is processed for the applicable statutory retention period.
Personal data is deleted after the data processing purpose ceases, unless further retention is required for compliance with a legal obligation or for handling legal claims.
11. Rights of data subjects
In accordance with the provisions of the GDPR, data subjects are entitled to:
- Request information about the processing of their personal data.
- Request access to the personal data concerning them.
- Request the rectification of inaccurate personal data.
- Request the erasure or restriction of processing of their personal data in the cases defined by law.
- Request data portability under the applicable conditions.
- Object to the processing of their personal data where processing is based on legitimate interest.
- Withdraw their consent at any time where processing is based on consent.
Requests relating to data processing may be sent to hello@romanticvillapapa.hu.
Requests are answered without undue delay and, as a general rule, no later than within one month.
A request for erasure of personal data cannot be fulfilled in every case if further processing of the data is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims.
12. Remedies
If the data subject considers that the processing of their personal data does not comply with the applicable legislation, they may lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH).
The official website of the authority:
The data subject is also entitled to seek judicial remedy in accordance with the applicable legislation.
13. Amendment of this policy
The data controller may amend this policy, in particular if the legal environment, the services used or the data processing processes change.
The current Privacy Policy is available on the Romantic Villa Pápa website.