Privacy Policy

1. Purpose of policy

The purpose of this privacy policy is to make you aware of how Halberg Hotels A/S (”we”, ”us”) processes personal data. With this policy we want to inform you about what information is collected and processed, and how long it is stored. The privacy policy covers the processing of personal data by Halberg Hotels A/S. which includes Hotel Svendborg, Hotel Fredericia, Hotel Garni and Hotel Ærø (collectively referred to as ”Halberg Hotels A/S” hereinafter) when you enter into agreements, interact or otherwise exchange personal data with us.

2. Description of the treatments

Halberg Hotels A/S processes your information for one or more specific purposes and in accordance with data protection regulations. We process your information, among other things, if you are a customer/guest, business partner, supplier, visit our website or our social media, contact us via our contact forms, receive our newsletter or apply for a job with us. The information will, as a general rule, come directly from you, and we will only process your information for as long as it is necessary for the purpose for which it was collected.

Below you can read more about the types of treatments we perform.

2.1.3 Customer relations

Halberg Hotels A/S processes personal data in connection with visits or stays at our hotels about private customers and about the contact person of our business customers in order to enter into and fulfill an agreement GDPR art. 6(1)(b). This information includes contact information such as name, job title, company name, email, address, telephone number and information about your purchase or stay as well as payment and/or bank details.

In certain cases, we also process health data, including information about disabilities, allergies, special food preferences and other health or medical information. We process this data on the basis of your explicit verbal consent, cf. GDPR art. 9(2)(a)

We delete the information on an ongoing basis, but no later than 5 years after the customer relationship ends.

In some cases, we may supplement our information about you with the information you provide us on an ongoing basis, such as information about requests in connection with previous events or conferences, so that we can make our marketing as relevant as possible to you. This is done on the basis of our legitimate interest, cf. GDPR Art. 6(1)(f), as we assess that our interest in offering you the best service outweighs your interest in such general information – you provide us – not being processed. Of course, you always have the opportunity to gain insight into such information and have it deleted. Read more about your rights in section 4 below

2.1.1 Website and cookies

In connection with the normal operation of our website, we collect personal information about you via cookies to improve the appearance and user experience of the website, as well as to compile statistics. We only collect your personal information if you have given your consent to this. The information we collect via cookies includes your IP address, browser type, device (type, version, operating system, etc.) and user behavior, including page referrals.

You can withdraw your consent at any time. Read more about this in the different hotels' cookie policies.

Cookie declaration for Hotel Ærø here
On the websites of Hotel Svendborg, Hotel Fredericia and Hotel Ærø you have the opportunity to contact us via various contact forms. When you contact us via our general contact form on our website, we process personal data such as name, email and telephone number. It is also possible to write in a free text field, but we advise against writing personal data in this field unless it is relevant to the inquiry. When you use the contact form regarding an inquiry about a stay, we also process information about arrival time and number of children. In connection with our contact form regarding receipt of offers, you also consent to us contacting you with an offer via email, cf. GDPR art. 6(1)(a).

The information we process via our contact form is deleted on an ongoing basis and no later than 5 years after the last contact.

We also collect your information if you use our chat function. In this situation, we process information about your name, email and telephone number. We process the information in accordance with GDPR Art. 6(1)(f), as we have a legitimate interest in answering your inquiry.

On our website we also have integrated plugins from social media, through which they have the possibility to collect data about you, if you have given your consent to this. In this connection, we have a joint data responsibility with each media. We use integrated plugins from Facebook, Instagram and LinkedIn.

2.1.2 Social media

We use the following social media Facebook, Instagram and LinkedIn to get in touch with our customers and potential customers, and to promote our marketing initiatives. If you have visited and "liked" our fan page on the social media or have been in contact with us through this, we inevitably process your personal data. For this purpose, we only process information about your name and email and possibly information about your purchase or stay, if this is apparent from the context.

If you contact us via social media, we process your personal data based on our interest in being able to contact you and respond to your inquiries, cf. GDPR Article 6(1)(f). The information will originate from you and the social media through which you contact us.

We have a so-called joint data controllership with the social media we use, as we both process your personal data for our own purposes. You can read more about the social media's processing of your personal data below:

You can read more about Facebook and Instagram's processing of your personal data here, and about the joint data responsibility.
You can also read about LinkedIn's processing of your personal data here and the joint data responsibility here.
Information processed in connection with social media, which concerns direct communication via social media, is deleted at the same time. Posts on, for example, Facebook pages or in public groups are not deleted, as a post or comment on Facebook pages or in public groups is considered to be public areas. You can read more about public areas here

2.1.4 Marketing

We only process your personal data for marketing purposes if you have given your consent in accordance with GDPR Art. 6(1)(a) to, for example, receive newsletters about events, activities and offers. The scope of our processing is stated in the specific consent.

If you have given consent to receive marketing from Hotel Svendborg or Hotel Fredericia, we will generally process information about your name, email, and company.

We store your information as long as you are subscribed to the newsletter and for 3 years after unsubscribing.

You have the right to withdraw your consent at any time by using the link in the newsletters you receive.

2.1.5 Video surveillance

We have permission to set up TV surveillance, as we are a hotel and restaurant business, according to the TV Surveillance Act. Therefore, TV surveillance has been set up in areas such as the parking lot, hallways, reception, restaurant and back entrance. The purpose of the TV surveillance is to ensure the safety of guests and employees and to prevent crime, according to art. 6 (1)(f).

Personal data is deleted 7 days after the recordings have been recorded, cf. Section 4 c, subsection 4 of the Danish Television Surveillance Act.

Image and audio recordings containing personal data will only be disclosed if you have given your express consent, if required by law, or if the disclosure is made in connection with crime investigation purposes.

2.1.6 Job applicants

If you apply for a job at Hotel Svendborg, Hotel Fredericia or Hotel Ærø, we process your personal data in order to assess whether you are qualified for an existing or future position with us. We process the information you provide to us, including name, contact information, work and educational circumstances, level of education, photo, CV, application, references and availability date, and if relevant, video presentation.

We process your information in order to enter into an employment agreement with you GDPR Art. 6(1)(b) and in cases where we assess that our interests in processing your personal data outweigh your interests in not processing them, e.g. information collected from social media published by you or information obtained through the completion of a personality and skills test (GDPR Art. 6(1)(f).

We share your personal information with the employees involved in the recruitment process and pass on your personal information to the companies that conduct the personality and skills test and any recruitment company.

If we want to store your information beyond the recruitment period, we will obtain your consent.

2.1.7 Suppliers and partners

When we enter into agreements with suppliers and business partners, we process information about their contact persons. This includes information about name, job title, telephone number, email address and, if necessary, payment or banking information.

The information is processed either because it is necessary for the fulfillment of the agreement with the supplier or business partner in question GDPR Art. 6(1)(b), or because we have a legitimate interest in processing the contact information of the person in question as part of the agreement GDPR Art. 6(1)(f).

We store relevant contact information throughout our collaboration. Written correspondence is deleted on an ongoing basis, and information necessary to fulfill our obligations under the Danish Accounting Act is stored for 5 years plus the current financial year, cf. section 10(1) of the Danish Accounting Act.

3. Recipients of personal data

We treat your personal data confidentially and do not generally disclose the information to third parties. However, we may disclose your personal data if you have given your consent or we have a legitimate interest in the disclosure.

Hotel Fredericia is part of the hotel chain Best Western International Inc, which is why we share your information with both Best Western Scandinavia and Best Western International. Since Best Western International Inc is located in the USA, personal data is transferred to a third country where a legal basis for transfer has been provided in the form of the EU Commission's standard provisions.

We may entrust personal data to our system suppliers who process personal data on our behalf and according to our specific instructions in accordance with the concluded data processing agreement.

In some cases, we use data processors outside the EU/EEA, whereby personal data may be transferred to third countries, including in connection with our use of cloud solutions. For this, we use a valid transfer basis (possibly including Standard Contractual Clauses) before we transfer the personal data. The transfer takes place only in compliance with the necessary security guarantees as required by applicable data protection legislation and an individual assessment is always made regarding the need for additional measures. You can contact post@hotel-aeroe.dk for information about the specific processing basis in this context.

4. Your rights

When we collect information about you, you have a number of fundamental rights under the personal data regulations that you can exercise. Your rights include the right to request access to and rectification or erasure of your personal data, restriction of and objection to our processing, and the right to receive your information in a structured, commonly used and machine-readable format (data portability).

The above-mentioned rights may be subject to conditions and limitations. Whether you as a data subject can request, for example, to have your personal data deleted will in all cases depend on a specific assessment.

If you have given your consent to our processing of your information, you have the right to withdraw this consent at any time.

If you are dissatisfied with our processing of your personal data, you can file a complaint with the Danish Data Protection Authority via their website www.datatilsynet.dk or by calling tel. 33 19 32 00.

5. Our contact details

The company responsible for processing your personal data is:

Hotel Aero A/S

CVR.no.: 43105957

Brogade 1-3, 5700 Svendborg

Email: post@hotel-aeroe.dk

Tel.: +45 62 21 07 60

If you have any questions regarding our processing of your personal data, you can contact us at post@hotel-aeroe.dk or by phone. +45 62 21 07 60

6. Changes

We reserve the right to update and change this Privacy Policy. In the event of significant changes, we will notify you by email or by posting a visible notice on our website.

This privacy policy was last changed on 06.01.2025.