Data Protection Policy

I. GENERAL INFORMATION

This Charter outlines the data protection policy of Hôtel de Cavoye (hereinafter referred to as “the Hotel”).
It applies to all personal information you provide or that is collected during your stay at the Hotel or while browsing the website https://hoteldecavoye.com (hereinafter referred to as the “Site”).

Through the Site, the Hotel may collect personal data from anyone submitting a question via the “Contact” section or making an online reservation.
The personal information you provide is subject to the French Data Protection Act No. 78-17 of January 6, 1978 (as amended) and the European Regulation (GDPR).

II. YOUR RIGHTS

You have the following rights at any time:

• Right of access, rectification, and erasure of your data

• Right to object to and restrict processing

• Right to data portability

• Right to withdraw your consent

• Right to lodge a complaint with a supervisory authority

• Right to decide the fate of your data after your death

These rights may be exercised at any time by writing to:
📍 Hôtel de Cavoye, 6 rue d’Avon, 77300 Fontainebleau, France
📧 contact@hoteldecavoye.com

III. MANAGEMENT OF PERSONAL DATA

3.1 Purpose of data collection

The collection of your data aims to:

• Respond to your messages and provide information about the Hotel’s services

• Allow you to book online or on-site

• Manage your stay

• Ensure a personalized and consistent experience

• Manage newsletter subscriptions

• Send you offers or marketing communications (with your consent)

• Handle financial, accounting, and potential litigation matters

Mandatory information (name, surname, address, email, etc.) is marked with a distinctive symbol on the forms. Without this information, the Hotel will not be able to process your request.

3.2 Retention of personal data

Personal data is retained for a limited period depending on its purpose:

Customer management:

• Active database: during the relationship + 5 years

• Passport: for the duration of the stay (or until the validity date upon request)

• Archived database: additional 5 years

Sensitive data:

• During the stay, then 5 years after the last stay (with consent)

Payments:

• Active database: duration of the transaction

• Archived database: until the payment method’s validity date (with consent)

Accounting:

• Active database: until the end of the fiscal year

• Archived database: 10 years thereafter

Cookies:

• Session: duration of the session

• Consent-based cookies: 13 months

Newsletter: as long as the subscription is active
Commercial prospecting: 3 years after the last contact

3.3 Recipients of the data

The main recipients are:

• Hôtel de Cavoye

• Médialog, publisher of the Syprostem PMS

• Get Welcom, email and customer satisfaction tool

• D-EDGE, GDS, booking engine, and channel manager

As well as:

• The booking website host

• Payment service providers and financial institutions

The Hotel only shares your data with third parties in the following cases:

• Prior consent

• Need to provide the requested service

• Legal or judicial obligation

Reservations are hosted on a dedicated server at Médialog.

3.4 Transfers of data overseas

Some recipients may be located outside the European Economic Area (EEA).
These transfers are governed by contractual guarantees in compliance with the law.
You may request a copy from:
📍 Hôtel de Cavoye, 6 rue d’Avon, 77300 Fontainebleau, France
📧 contact@hoteldecavoye.com

3.5 Security and confidentiality of personal data

The Hotel implements technical and organizational measures to protect your data (information system security, confidentiality, integrity).
When making reservations, a personal password will be assigned to your customer account.

IV. COOKIES

4.1 What is a cookie?

A cookie is a text file that may be saved in a dedicated space on your device’s hard drive when you consult an online service through your browser.
A cookie allows its issuer to identify the device on which it is stored, during its validity or storage period.

(1) “Device” refers to the hardware equipment (computer, tablet, smartphone, etc.) you use to view or access a website, application, or advertisement.

4.2 Cookies that we issue on our site

When you connect to our website, we may, subject to your selection, install various cookies on your device to enable us to recognise the browser on your device for the period of validity of the cookie concerned.
The cookies we use enable us to:

• compile statistics and visitor and use volumes of the various elements making up our website (headings and contents visited, history), enabling us to upgrade the interest and user-friendliness of our services
• adapt the presentation of our website to the display preferences of your device (language used, display resolution, operating system used etc.) during your visits to our website in line with the materials and display and reading software your device supports
• to the extent you have given us personal data concerning yourself, particularly your contact data, during your registration or your access to one of our services associate these data with navigation information relating to your device, in order to send you, for example, electronic advertising likely to be of interest to you personally
• record information relating to a form you have completed on our website (registration or access to your account) or products, services or information you have selected on our website (service subscribed to, details of a reservation etc.)
• permit you to access reserved and personal spaces on our website such as your account thanks to identifiers or data we may have given you subsequently
• implement security measures, for example when you are required to reconnect to a content or service after a certain lapse of time.

4.3 Your choices CONCERNING cookies

You have several options to manage cookies.
Any settings you choose may affect your Internet browsing and access to certain services requiring cookies.

4.3.1 The choice you are offered by your navigation software

You have free choice whether to configure your navigation software to allow cookies to be installed on your device or to reject them on a systematic basis or by issuer. You may also configure your navigation software, so that you are asked in good time whether to accept or refuse cookies in advance of available registration on your device.

a) Agreement to cookies

As a matter of principle registration of a cookie on your device is at your discretion, which can be voiced at any time freely in line with choices offered by its navigation software. If in your navigation software you have accepted registration of cookies on your device, cookies embedded in the pages and contents you view may be stored temporarily in a dedicated space on your device. There they can be read only by their issuer.

(b) Refusal of cookies

If you refuse registration of cookies on your device, or if you delete those that are registered, you can no longer enjoy a certain number of functionalities that are nevertheless necessary for surfing certain areas of our website. This is the case if you try to access our contents or services requiring you to identify yourself. This is also the case when we or our providers are for technical compatibility purposes unable to recognise the type of browser used by your device, its language and display parameters or the country where your device appears to be connected to the internet. If applicable, we refuse any responsibility for consequences connected with the degraded functioning of our services resulting from the impossibility for the Hotel of registering or consulting the cookies necessary for their functioning that you have refused or deleted.

(c) How to exercise your choice with the browser you are using

The configuration of each browser is different as regards management of cookies and your choice. This is described in the help menu of your browser, which can guide you as to which method should be used to change your wishes in connection with cookies.

• Internet Explorer™: http://windows.microsoft.com/fr-FR/windows-vista/Block-or-allow-cookies 
• Microsoft Edge™: https://support.microsoft.com/en-us/windows/microsoft-edge-browsing-data-and-privacy-bb8174ba-9d73-dcf2-9b4a-c582b4e640dd
• Safari™: https://support.apple.com/kb/ph21411?locale=fr_CA 
• Chrome™: http://support.google.com/chrome/bin/answer.py?hl=fr&hlrm=in&answer=95647
• Firefox™: https://support.mozilla.org/fr/kb/activer-desactiver-cookies-preferences 
• Opera™: http://help.opera.com/Windows/10.20/fr/cookies.html

4.3.2 Your choices expressed on inter-professional platforms online

In the matter of advertising cookies, you can also connect to the website Youronlinechoices prepared by digital publicity professionals grouped within the EDAA (European Digital Advertising Alliance) and managed in France by Interactive Advertising Bureau. In this way you can learn of the companies registered on this platform offering you the possibility of refusing or accepting cookies used by these companies to adapt to your browser publicity information likely to be sent to your device: http://www.youronlinechoices.com/fr/controler-its-cookies/.
This European platform is shared by hundreds of internet publicity professionals and constitutes a centralised interface enabling you to express your refusal or acceptance of cookies likely to be used to adapt the publicity likely to be used to your device’s browser. Note this procedure does not prevent display of publicity on websites you visit. It only blocks the technologies enabling adaptation of that publicity to your areas of interest.

4.4 If you share use of your device with others

If your device is used by several persons, and the same device has diverse navigation software, we cannot be totally sure that the services and publicity destined for your device in fact correspond to your own use of this device and not to that of another user. Actually, sharing use of your device with others and configuration of your browser parameters as regards cookies affects your free choice and responsibility. For more information on cookies and their use you may consult the file of the Commission Nationale de l’Informatique et des Libertés at the following address: https://www.cnil.fr/fr/site-web-cookies-et-autres-traceurs

V. PAYMENT SECURITY

Payments made by card are performed via a secure system using the SSL (Secure Socket Layer) protocol in such a way that information transmitted is software-encrypted, and no third party can access it during transport on the network.

VI. OBJECTION TO COLD CALLING

In application of article L.223-2 of the French Consumer Code, the consumer has the possibility of registering on the cold calling blocking list linked to the Bloctel system.
Register for free on this list on the website www.bloctel.gouv.fr.