Like Magic Data Protection

1.1. General information

From booking to check-in and access to our facilities and even check-out, we predominantly use digital processes in our hotel so that we can offer our guests a unique hotel service and stay which can be organized and designed by our guests according to their needs via their mobile device (hereinafter “Guest Journey”). The following explanations for the website also apply analogously for apps and other channels that are used by us to create the Guest Journey.

We use the software-supported hotel management solution and central data management platform likeMagic from SV (Schweiz) AG, Memphispark, Wallisellenstrasse 57, 8600 Dübendorf, Switzerland (hereinafter “Platform”) for the Guest Journey, which enables the management, support, processing, analysis and evaluation of lodging processes in hotel facilities and in which all functions in the areas of reservation, front office, and property management functions are combined in one user interface. Interfaces connect the Platform with other applications and infrastructure for operating and managing our hotel. Furthermore, the Platform bundles access for us via corresponding interfaces to application programs that we license from third parties and thereby supports defined services in essential operational processes typical for hotels within the framework of the Guest Journey, such as booking, billing, guest check-in and guest check-out processing, guest communication, guest catering, locking system management, facility management, etc. The data entered into the Platform is in our responsibility (MOOI Apartments AG) and is stored on Google’s servers in Switzerland.

We have entered into a data processing agreement with SV (Schweiz) AG to ensure that your personal data is protected. By agreeing to this privacy policy, you hereby authorize SV (Schweiz) AG to use the personal data that we process for proprietary research and product development purposes.

1.2. Categories of personal data

The personal data that we collect from you and other people (e.g., family members, companion) via our website, apps, and other channels in connection with the Guest Journey are entered into and processed in the aforementioned Platform (see also section 1.3).

In particular, this concerns the following categories of personal data:

Data and information that is provided to us during bookings (particularly title, first and last name, address, e-mail address, date of birth, telephone number, language, reservation details [date of stay, number of rooms, room category, number of people on the booking, selected additional packages, etc.], credit card information (encrypted as per PCI/DSS), date and time of booking [time stamp]; where applicable, the expected arrival time, desired bed type and/or other preferences, comments)
Data and information related to your stay at our hotel that are disclosed to us or become known to us, particularly for complying with statutory registration requirements (first and last name, address and canton, date of birth, place of birth, nationality, day of arrival and departure; incl. copy of official identification document and signature, room number), along with the purchase of additional (fee-based) services such as restaurant, mini bar, wellness, excursion offerings, sports offerings, etc. (particularly first and last name, object of performance, time of service procurement/rendering), or about which you inform us (e.g. preferences)
Data and information that is generated in conjunction with the use of our facilities, common areas and your room (e.g. date and time of entry)
Data and information that is provided to us when using the communication functions and during communication with you (particularly first and last name and/or user name, where applicable; communication channel; communication product/solution; e-mail address and/or telephone number; date and time of communication; status of messages (opened, read, clicked); content of communication)
Data that is provided to us when opening a customer account (particularly first and last name, e-mail address, password [encrypted as a hash with salt], date and time of registration [time stamp], status of the e-mail verification)
Data that is provided to us when logging into the customer account, depending on the type of login that you have chosen (e-mail login authentication data [e-mail address, password] and/or social login authentication data [e-mail address, ID token], data and time of login [time stamp])

Personal data are generally collected from our guests themselves. However, they can also be collected via third parties such as when a guest provides personal information from other people/companions (e.g. family members) or, for instance, a third person makes a booking. If you provide us with personal data from other people (e.g. family members, companions), we ask that you ensure that these people are familiar with this privacy policy and only share their personal data with us if you are authorized to do so and if this personal data is correct.

We will obtain certain data of you via interfaces that connect the Platform with application programs licensed from third parties in connection with the Guest Journey and that deal with essential operational processes that are typical for hotels such as booking, billing, guest check-in and guest check-out, guest communication, guest catering, locking system management, facility management etc., along with the remaining applications and infrastructure of our hotel.

If a booking or check-in is made using a customer account, the required booking and/or check-in data that is already saved in the customer account such as title, first and last name, address, e-mail address, date of birth, telephone number, language and registration form data are used by us for that purpose.

If you book your stay via a third-party platform, we obtain many different kinds of personal data from the respective platform service provider that we enter into and process in the Platform that we use. This is essentially data and information that we also collect in case of a booking that we receive without a third party platform, i.e. title, first and last name, address, e-mail address, date of birth, telephone number, language, reservation details (date of stay, number of rooms, room category, number of people in the booking, selected additional packages, etc., date and time of the booking [time stamp]; where applicable, expected arrival time, type of bed and/or other preferences, comments).

1.3. Centralized storage and linking of your data

The data and information mentioned in section 1.2 above, which we particularly collect in connection with the Guest Journey, are systematically collected and linked by us for the purpose of processing your booking and providing the contractual services. As mentioned above, we use likeMagic, a software-assisted hotel management solution and central data management platform from SV (Schweiz) AG, Dübendorf, Switzerland to that end. Your personal data is entered into the Platform via interfaces that the Platform connects with application programs licensed from third parties in connection with the Guest Journey in the area of essential operational processes that are typical for hotels such as booking, billing, guest check-in and guest check-out, guest communication, guest catering, locking system management, facility management etc., along with other applications and infrastructure of our hotel.

In order to store and link the personal data of our guests, a standalone guest ID for the respective hotel and/or a hotel group is created for each guest. Accordingly, we also aim to identify the guest in our database each time a booking is made. If you have previously stayed with us and we are authorized to do so, we furthermore will compare your personal data with personal information we may have saved in order to keep our customer data in particular up to date, to make check-in efficient for you and to ensure that your stay is tailored to your needs.

We base this processing on our legitimate interest in efficiently managing and directing our hotel and in customer-friendly and efficient customer data management.

Furthermore, please note that – with your permission by consenting to this privacy policy – we may also use the personal data and information aforementioned in section 1.2, which we save and link in the Platform, with the help of the software-assisted hotel management solution we employ to analyze certain personal aspects such as personal preferences, interests, etc. We may use the knowledge gained from this to tailor your stay to your needs or to present you with offers that are tailored to your personal interests and preferences. Furthermore, such data generally assists us to increase the efficiency of our operational processes and to consistently improve our offer for our guests.

1.4. Disclosure of personal data

The personal data collected from you in the course of the Guest Journey will be passed on, if necessary, to internal recipients or, via corresponding interfaces, to external service providers domestically and abroad – particularly when processing and handling your booking and your stay. In addition to the aforementioned SV (Schweiz) AG, Dübendorf, Switzerland, there are additional processors and service providers to which your personal data may be forwarded and/or who have or may have access to them (including IT service providers, service providers for processing booking data [property management] or CRM, payment processing, digital key solution, etc.). An overview of the processors and service providers associated with the Platform can be found on SV (Schweiz) AG’s website at www.likemagic.tech.

We contractually ensure the protection of your personal data (e.g. by using the EU standard contractual clauses for data transfers) if – in association with the procurement of an external service provider – your personal information needs to be transferred to a country whose level of data protection does not match that of Switzerland or Europe.

Furthermore, we disclose your personal information only if you have explicitly agreed to do so, if it is necessary for initiating or processing the contract, if there is a legal obligation to do so, or if it is necessary for enforcing our rights – particularly for enforcing claims arising from the contractual relationship or other rights – or if the processing is carried out to protect a legitimate interest on our part or on the part of third parties. In rare cases, it may be necessary to disclose personal data in order to protect the vital interests of the person concerned or another natural person.

1.5. Retention period

Without your consent, we store your personal information on the Platform beyond the retention period only to the extent necessary to meet our statutory obligations or if we have a legitimate interest in doing so (such as an interest in furnishing evidence in case of claims, documenting compliance of legal or other provisions, or an interest in non-personal evaluations). For instance, we particularly store contractual data according to statutory retention obligations. Retention obligation that oblige us to retain data originate from provisions regarding the right to report, financial reporting, and fiscal law. According to these provisions, business communications (incl. e-mails), concluded agreements and booking receipts must be stored for up to 10 years. If we no longer require this data to render the services for you, the data shall be blocked. This means that, afterwards, the data may be used only for invoicing and fiscal purposes.

If we are authorized to process your personal data beyond contract initiation and execution of the contract processing, we generally process this data for an indefinite time period. We store this data for as long as necessary to achieve the contractual purposes or until you request that we cease this processing (and for a short period of time afterwards so that we can comply with your request), unless we have other legally permissible grounds to continue storing your personal data. We also record the fact that you have ask to stop processing your data so that we can continue to carry out your wish. The consent to retention may be revoked at any time, with effect for the future, by sending an e-mail to info@mooi-apartments.ch.

If you have a customer account, we will save the data saved in your customer account and/or linked with it until you delete your customer account, unless otherwise stipulated by statutory retention obligations or our legitimate interests.