Bookassist's Privacy Policy
Last Update: May 24, 2018
Bookassist provides services to hotels or other accommodation providers including
web-site hosting, online reservations booking engine and online voucher purchase.
Please find the following information here:
- Legal Information for Bookassist
- Security Information
- Privacy Policy
- Cookies Policy
1. Legal Information for Bookassist
-
Company Name:
Automatic Netware Limited, trading as Bookassist
-
Company Number:
IE312796
-
Registered Address:
1st Floor South Block, Rockfield Central, Dublin D16 R6V0, Ireland.
-
Contact Phone No.
+353 1 676 2913
-
Email Address:
ireland@bookassist.com
-
Website:
https://www.bookassist.com
-
Data Protection contact:
email dpo@bookassist.com
2. Security Information
Security Certificate
Bookassist is verified as a service provider through the Thawte Certification Authority.
Follow this link to learn more:
Credit Card Security
If you are making an online reservation or voucher purchase for a hotel or other
accommodation provider via the Bookassist system, then Bookassist may need to collect
your credit card details.
The credit card details page of Bookassist is protected by powerful Secure Sockets Layer
(SSL) encryption technology. SSL encrypts your credit card details before they travel
over the Internet. This ensures that your credit card details will remain completely
confidential while in transit.
Additionally, credit card usage is verified directly through a live secure connection
with the banking system at time of debiting. This ensures that known stolen cards cannot
be used and fraudulent transactions are minimised.
3. Privacy Policy
This sets out the privacy policy applicable to the Bookassist website, mailing list and
the systems of Automatic Netware Ltd. trading as Bookassist. This privacy policy explains
what is being done with your personal data. Personal data ("data") is anything that can be
linked to you. Any personal data which you provide to us will be treated with appropriate
standards of security and confidentiality and in accordance with the General Data
Protection Regulation 2016/679 and associated national legislation.
All references to "you" or "your" mean you, the user of a Bookassist service, and all
references to "we", "us" or "our" refer to Bookassist.
What information does Bookassist collect and process about you and why?
-
Online reservations and voucher purchase:
-
In order to carry out the reservation process and online voucher purchase we
require all the information marked with the asterisk including your name, address,
phone number, email address, recipient name (if voucher purchase) and the credit
card details that shall be used to pay for the accommodation or voucher. We will
collect any other data you may choose to provide, which may include special categories
of personal data such as dietary requirements.
-
During the online reservation process, we will ask whether you consent to your
contact details being used in the future by the accommodation provider other than
in direct connection with your reservation, for example for special offers or other
communications from the accommodation provider.
-
Such data is collected and processed based on our contractual obligation to perform
the online reservation or voucher purchase.
-
Bookassist’s Newsletter:
-
If you have subscribed to Bookassist’s Newsletter, we collect your email address to
keep you informed on Bookassist news.
-
If you are subscribed, we may track your interaction with the email i.e. if you
opened the email or clicked on a link, to track whether you like the content being
sent. We also may collect your IP address and timestamp in order to facilitate the
workings of the mailing list.
-
Such data is collected on the basis of your request and or consent to subscribe
to Bookassist’s Newsletter.
-
Bookassist clients:
-
Contact information is collected about our clients based on our contractual
obligation to provide services to the client. This may include personal contact
details, such as names, email addresses and phone numbers.
-
We may track your interaction with the email i.e. if you opened the email
or clicked on a link, to track whether you like the content being sent.
We also may collect your IP address and timestamp in order to facilitate
the workings of the mailing list.
-
On our web-site, and during the online reservation process and online voucher
purchase, we may collect Cookies. Please see details of our Cookies Policy below.
How does Bookassist use the information?
-
Online reservations and voucher purchase:
-
To complete or support the online reservation process or online voucher purchase
process.
-
Bookassist will not contact you other than in direct connection with your
reservation or voucher purchase.
-
Bookassist’s Newsletter:
-
Where you subscribe to our newsletter, we may send you product updates or other news.
-
Where you subscribe to our newsletter we shall take note if you are already a
client and we may or may not send you specifically targeted mail in line with your
company's preferences.
-
Bookassist clients:
-
To complete or support an activity required for providing our service to you the
client.
-
For statistical usage in order to facilitate improvements.
What if you do not want to provide your personal data?
-
Online reservations and voucher purchase:
-
If you do not wish to provide data that is required for the online reservation
process or online voucher purchase process as symbolised by the asterisk then
you will not be able to proceed with the process and we advise that you contact
the accommodation provider directly.
-
If you do not wish to provide data during the online reservation process or online
voucher purchase process that is not required, i.e. that does not have an asterisk
beside it, then you may choose to not provide such information and this shall not
impact upon the process.
-
Bookassist’s Newsletter:
-
If you do not wish to provide information that is requested for signing up to
Bookassist’s Newsletter, then you will not receive the Newsletter. If you sign up
initially and no longer wish to receive the Newsletter, you may withdraw consent at
any time by unsubscribing and or contacting our Data Protection contact, see contact
details above.
-
Bookassist clients:
-
If you do not wish to provide any contact details, please contact Bookassist as to
how you wish to be contacted.
-
If you do not wish for us to collect Cookie information please see our Cookie Policy
below for further details.
Who has access to some or all of the information Bookassist collects?
-
Bookassist, its parent company, its branches and its subsidiary companies.
-
We use third parties to aid with data storage and back-up.
-
For any email communications, including to our clients or to our newsletter
subscribers, we use third parties to aid with email administration and tracking.
-
If data needs to be transferred outside the EU, Bookassist shall ensure the appropriate
data protection and security measures are in place.
-
Certain third parties have access to your Cookies, see our Cookies Policy below for
further details. Such third parties may store and process such data outside of the EU.
-
Legal authorities where obligated to do so.
-
Online reservations and voucher purchase:
-
If you are making an online reservation or voucher purchase for an accommodation
provider via the Bookassist system, Bookassist provides the relevant data to the
accommodation provider. These accommodation services may not share our Privacy Policy
so be sure to also check their Privacy Policy.
-
Financial clearing services, including financial payment providers, possibly not
sharing our Privacy Policy shall be given access from time to time to credit card
information in order to facilitate the reservation process.
-
Bookassist's Newsletter:
-
We use third parties to aid with our marketing activities, such as our mailing list.
Is your data secure?
Yes, Bookassist has secure storage systems and processes in place.
What are your rights?
-
You have the right to request access to all data Bookassist holds concerning you.
-
You have the right to request rectification of any data Bookassist holds concerning you.
-
You have the right to request the erasure of any data concerning you; please note that
the erasure of certain data may impact on the provision of our services.
-
You have the right to data portability; this means that you can request for your data
to be provided in a suitable format.
-
Where consent is obtained in order to collect and process certain aspects of your data,
you have the right to withdraw your consent at any time, for example, you may unsubscribe
from our mailing list at any time by clicking the unsubscribe button at the bottom of
the email.
-
You have the right to lodge a complaint with the relevant supervisory authority.
How long will we keep your data for?
-
Online reservations and voucher purchase:
-
Your credit card information shall be retained for no longer than one month from
your departure from the accommodation provider.
-
Your personal data, other than your credit card information, gathered via the
reservation process, including your name, address, email address and phone number
shall be retained for no longer than 12 months from your departure from the
accommodation provider. Your booking reference number, in isolation from any other
personal data, shall be retained indefinitely for statistical purposes.
-
Your personal data, other than your credit card information, gathered via online
voucher purchase shall be retained for no longer than 12 months after the voucher
expiry.
-
Bookassist’s Newsletter:
-
Your email address is removed from the Bookassist mailing list once you have
requested to unsubscribe.
-
Your personal details are completely removed from our database once you click the
option that you want to be completely removed from the Bookassist database.
-
Bookassist clients:
-
Any personal data that we received from our clients shall be retained for two years
after the date of last invoice.
-
We shall retain aggregated anonymised data indefinitely for statistical and
administrative purposes.
What can you do if you have issues or want to exercise your rights?
You may contact our Data Protection contact, see contact details above.
In particular, if you believe that our websites or systems have collected incorrect
information or if you would like to dispute any information, please do not hesitate
to contact us.
4. Cookies Policy
This Policy outlines how Bookassist may use Cookies on our website and or on the
websites of our clients. To make the website work properly, Bookassist sometimes places
small data files called Cookies on your device. Cookies used by us enable us to improve
the website and to deliver a more personalised service for you.
What are Cookies?
Cookies are text files containing small amounts of information that are downloaded to
your device when you visit our website. Cookies are then sent back to the originating
website on each subsequent visit, or to another website that recognises that Cookie.
Cookies are useful because they allow a website to recognise a user’s device. It enables
the website to remember your actions and preferences (such as login, language, font size
and other display preferences) over a period of time, so you don’t have to keep
re-entering them whenever you come back to the site or browse from one page to another.
There are a number of different types of Cookies, each having a different purpose.
For example, certain Cookies are used to remember a user’s action, to identify the user
or for online behavioural advertising.
What different types of Cookies are there?
Strictly Necessary Cookies
Strictly Necessary Cookies are essential in order to enable you to move around the
website and use its features. We use these Cookies to enable the services which you have
specifically asked for.
Performance Cookies
Performance Cookies are Cookies which collect information on how visitors use a website,
i.e. which pages visitors go to most. We use these Cookies to collect information
anonymously on the pages which you have visited.
Functional Cookies
Functional Cookies are Cookies which allow the website to remember choices made by the
user (name, address, language). We use these Cookies to remember choices made to improve
our users experience.
Advertising Cookies
Advertising Cookies are Cookies which are used to deliver adverts more relevant to a
user's interests. They remember that a user has viewed a website before. They are often
linked to the functionality of the site. We use these Cookies to collect information
about your browsing habits in order to make advertising relevant to you and your
interests.
Tailored Advertising
If you have Cookies enabled on your device, we will present you with advertisements
relevant to our website. Google and third party vendors show our advertisements across
different internet sites. If you have Cookies switched on you may see advertisements for
this website on other websites.
Third Party Cookies
We may install third party cookies on our website. Third party cookies are cookies that
are set by a domain other than the website that is being visited by the user. If a user
visits a website and another entity sets a cookie through that website, this would be a
third party cookie.
What Cookies does Bookassist use?
Bookassist uses the following Cookies – in order to opt out of any of these Cookies,
please see the section below entitled “How can consent be withdrawn to Cookies
collection?”
-
Bookassist Cookies:
-
Bookassist session cookie
is a Strictly Necessary cookie, it’s essential for the service,
it maintains the user session. It’s controlled by Bookassist; it expires with the session.
-
Bookassist conversion tracking cookie
is a Performance cookie, it’s essential for the service, it tracks conversion statistics.
It’s controlled by Bookassist; it expires in 1 year.
-
Bookassist booking reference cookie
is a Functional cookie, it’s not essential for the service, it saves user preferences.
It’s controlled/accessed by Bookassist and the hotel; it expires in 1 year.
-
Bookassist cookies policy cookie
is a Functional cookie, it’s essential for the service, it’s used to show cookies
policy on first visit. It’s controlled by Bookassist; it expires in 1 year.
-
Bookassist home popup and abandon popup cookies
are Functional cookies, essential for the service, used to collect information
about popups. They are controlled by Bookassist; they expire with the session.
-
Bookassist cms cookie
is a Functional cookie, it’s essential for the service, it maintains
session in hotel’s website and maintains user preferences such as
language. It’s controlled by Bookassist; it expires in 1 year.
-
Bookassist newcms cookie
is a Functional cookie, it’s essential for the service, it saves user
preferences. It’s controlled by Bookassist; it expires with the session.
-
Google Cookies:
Google Cookies are Third Party cookies controlled by Google, and can be accessed by Bookassist and the hotel.
For information about Google cookies, see:
https://policies.google.com/technologies/cookies
-
Google Analytics
is a Third-Party Performance cookie, it’s essential for the service, it’s used to collect
information on how the website is used. See more information about Google Analytics here:
https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage?hl=en
-
Google Remarketing
is a Third-Party Advertising or Tailored Advertising cookie, it’s not essential for the
service, it’s used to deliver advertising relevant to your interests.
-
Google Adwords
is a Third-Party Performance cookie, it’s not essential for the service, it’s used to
collect statistical information about use and conversion.
-
Other Third Party Cookies:
-
Facebook, Twitter and Google+
are all Third-Party cookies, not essential for the service, used for Social Media
sharing. They are controlled by those third parties.
-
Vimeo and Youtube
are Third Party cookies used to provide video, not essential for the service.
They are controlled by those third parties.
Bookassist provides a detailed list of Cookies used by Bookassist here:
https://bookassist.org/cookieslist/
The website of our Clients (e.g. hotels and other accommodation providers) may use
other Cookies – please check their Cookies Policy for details.
Who controls/accesses the Cookies-related information?
Bookassist controls access to cookie-related information and we provide access to
authorised third parties including but not limited to Google Analytics.
Will the Cookies be used for any other purposes than those stated above?
The Cookies will not be used for any purpose other than the ones stated above,
notwithstanding that this Cookie Policy may change from time to time. As such it is
your duty to ensure that you have read the most up to date Cookie Policy whenever you
use our services or visit our website.
How can consent be withdrawn to Cookies collection?
You can control and/or delete cookies as you wish – for details, see
www.aboutcookies.org. You can delete all
Cookies that are already on your computer and you can set most browsers to prevent them
from being placed. If you do this, however, you may have to manually adjust some
preferences every time you visit a site and some services and functionalities may not
work.
Should you wish to opt out of Google Analytics in particular please visit the Google
Analytics opt-out page
https://tools.google.com/dlpage/gaoptout/
Should you wish to opt out of Tailored Advertising in particular please visit the
Network Advertising Initiative opt-out page
http://www.networkadvertising.org/choices/
Please note that by blocking Cookies, you may not be able to use the full functionality
of this website, in particular the use of the booking engine to complete a reservation.
Your right to privacy
Bookassist respects your right to privacy. Any personal information which you provide
on this website will be treated with the appropriate standards of security and
confidentiality and in accordance with the General Data Protection Regulation 2016/679
and associated national legislation.
If, after supplying personal information, you require a copy of it or you wish to
discuss, correct or delete it, please contact us. See our Privacy Policy above for
further details.
Policy Modifications
Bookassist reserves the right to change this Policy at any time and to publish changes
without specific notification to the users of the website.