PRIVACY POLICY

This Privacy Policy sets out the principles for the processing of personal data through the website available at: https://en.unique-hotels.pl, hereinafter referred to as the “Website”.

The operator of the Website and the controller of your personal data is:
UNIQUE APARTMENTS WARSZAWA Sp. z o.o., ul. Grzybowska 49, 00-844 Warsaw, NIP: 5272831485.
In this document, we may also refer to ourselves as the “Company” or the “Controller”.

If you have any questions regarding the protection of your personal data, you may contact our Data Protection Officer:

• by email: iod@unique-hotels.pl

• by post: writing to our registered office with the note “Data Protection Officer”.

1. Purposes of Processing Personal Data:

Your personal data on the Website is processed for the following purposes and on the following legal bases:

1. Newsletter communication – we would like to stay in touch and keep you informed about our latest services, promotions and the ongoing activities of the Company. Your personal data will be collected and processed on the basis of your consent [Article 6(1)(a) GDPR];

2. Marketing activities – we aim to promote our services to a wider audience. For this purpose, we carry out marketing activities, which may require the processing of personal data. Your personal data will be collected and processed on the basis of your consent [Article 6(1)(a) GDPR];

3. Online chat functionality – in order to respond to your messages quickly, we provide an online chat option linked to the Messenger application operated by Meta Platforms Ireland Limited (which also owns Facebook and Instagram). Using the online chat is entirely voluntary. Your personal data will be collected and processed in pursuit of our legitimate interest, which is responding to incoming messages [Article 6(1)(f) GDPR];

4. Handling contact form enquiries – to make it easier to contact us and ensure quick replies, we provide a contact form through which you can send messages. Your personal data will be collected and processed in pursuit of our legitimate interest, which is replying to your enquiries [Article 6(1)(f) GDPR] ;

5. Processing bookings and orders – to enable clients to access our services more easily, we offer the option to make online bookings. Your personal data will be collected and processed for the purpose of fulfilling a contract [Article 6(1)(b) GDPR], fulfilling legal obligations under tax and accounting regulations [Article 6(1)(b) GDPR], and in pursuit of our legitimate interest, which includes pursuing or defending legal claims and conducting customer satisfaction surveys to improve service quality [Article 6(1)(f) GDPR];

6. Cooperation with client and contractor representatives – in order to ensure efficient cooperation with our business partners and clients, we may process the personal data of individuals designated as contact persons by companies, institutions or other entities. Your personal data will be processed in pursuit of our legitimate interest, which is the proper execution of cooperation with the entity you represent [Article 6(1)(f) GDPR];

7. Website administration – to ensure a secure and user-friendly website, we may process data about the devices you use to access our Website. This may include the processing of personal data through the use of cookies. Your data will be processed in pursuit of our legitimate interest [Article 6(1)(f) GDPR] and on the basis of your consent [Article 6(1)(a) GDPR]. More information is available in the Cookie Policy below.

2. Source of Personal Data:

We primarily process personal data that we receive directly from you. However, in the following situations we may collect your data from other sources:

• In connection with the operation of the Website, we may process personal data that we obtain ourselves via cookies or when you connect to our server (e.g. your IP address), which is necessary to correctly display the website;

• If you use the chat function, we will receive your personal data from Meta Platforms Ireland Limited, the provider of the Messenger application;

• If you operate a business or are authorised to represent a legal entity (e.g. company, foundation, association), we may obtain your personal data from public registers – the Central Registration and Information on Business (CEIDG) or the National Court Register (KRS);

• If you are a representative of one of our clients or contractors, we received your personal data from the entity you represent;

• If you make a booking through third-party websites (such as booking.com), your personal data will be transferred to us by the operator of that platform.

3. Requirement to Provide Personal Data:

If personal data is processed in order to handle enquiries via the contact form, process orders and bookings, or manage cooperation with representatives of clients and contractors – providing such data is necessary to enable us to process your request or fulfil a contract. In other cases, providing your personal data is entirely voluntary.

4. Personal Data Security Measures Applied on the Website:

Login and data entry areas are protected with SSL encryption. This means that any personal and login data entered on the site is encrypted on your device and can only be read by the server;

Personal data stored in our database is encrypted in a way that only we can access it, which helps protect the data in the event of a server breach;

User passwords are stored in hashed form. The hashing function is one-way, meaning it cannot be reversed, which is a current security standard for storing passwords;

We regularly change our administrative passwords and manage access securely;

A key element of our data protection policy is regular updates to all software used in personal data processing, especially programming components.

5. Recipients of Personal Data:

Your personal data may be disclosed to the following categories of entities:

• Data processors who, under signed agreements, process data on behalf of and for UNIQUE APARTMENTS WARSZAWA Sp. z o.o. (e.g. hosting providers, IT support). We have signed data processing agreements with each and we remain responsible for the security of any data shared;

• Meta Platforms Ireland Limited in the case of using the online chat feature;

• LOUVRE HOTELS GROUP, with its head office at Tour Voltaire – 1 Place des Degrés – 92700 PUTEAUX, FRANCE, in the case of bookings made using the form on the Website;

• Entities authorised by law when they request data access – such as law enforcement, tax authorities or the public prosecutor’s office.

Your personal data will not be transferred to a third country (i.e., one outside the European Economic Area) or to an international organisation.

6. Data Retention Period

Your personal data will be stored:

• until you withdraw your consent – where data is processed on the basis of consent [Article 6(1)(a) GDPR];

• until the legitimate interest is achieved or a valid objection is raised – where data is processed on the basis of legitimate interest [Article 6(1)(f) GDPR];

• until the mandatory retention period expires – if your data is processed in connection with legal obligations. As a rule, tax-related data is stored for 5 years;

• until the expiry of the cookie storage period, as defined in the Cookie Policy. You may delete cookies from your device earlier;

• for the duration of cooperation with the client or contractor you represent – and until the expiry of any potential claims related to that cooperation.

7. Your Rights in Relation to Data Processing:

You have the right to:

• object to the processing of your personal data based on your specific situation, where the legal basis for processing is [Article 6(1)(f) GDPR]; (legitimate interest);

• withdraw your consent at any time – which will not affect the lawfulness of processing carried out before the withdrawal [Article 6(1)(a) GDPR];

• access your personal data and obtain a copy;

• rectify inaccurate personal data and supplement incomplete information;

• request the deletion of your personal data (the right to be forgotten);

• request the restriction of processing your personal data.

If you believe that your data is being processed unlawfully, you have the right to lodge a complaint with the supervisory authority:

President of the Personal Data Protection Office, ul. Stawki 2, 00-193 Warsaw.

8. Information About Automated Data Processing:

Personal data collected during your visit to our Website, including via cookies, may be used for profiling, i.e. providing you with marketing information tailored to your activity on the Website. You can block profiling at any time via cookie settings on our site or in your browser.

We do not use automated decision-making in individual cases.

We use statistical traffic analysis tools such as Google Analytics (Google Inc., USA). These tools do not involve the transfer of personal data to Google. They rely on cookies on your device that generate a random unique identifier.

In relation to your advertising preferences collected by the Google ad network, you can view and edit this data using the following tool:

https://www.google.com/ads/preferences/

We also use remarketing technologies that allow us to match advertising content to your behaviour on the site. This may give the impression that your personal data is being used to track you. However, in practice, no personal data is transmitted from us to advertising providers. Such activity requires that cookie support is enabled on your browser.

We use Facebook Pixel, which enables Facebook (Meta Platforms Ireland Limited) to recognise that a logged-in user has visited our Website. In this case, Facebook uses data for which it is the controller. We do not send any additional personal data to Facebook. This tool also works based on cookies on the end user’s device.

We also use automation tools that allow the Website to take action depending on user behaviour – for example, sending an email to a user after they have visited a specific subpage, provided that they have given consent to receive marketing communications​.

COOKIE POLICY

1. A cookie is a small text file that a website uses to store information on a user’s computer or mobile device while they are browsing the site.

2. Cookies may be placed by the Website itself and can only be read by the Website (first-party cookies). The Website may also use cookies from third-party services, in which case the data may be accessed by the provider of those cookies (e.g. Google, Facebook).

3. Cookies can be divided into two types: persistent cookies, which are saved to the user’s device and remain there for a specified period (even after the browser is closed), and session cookies, which are deleted once the browser is closed.

4. Cookies store individual information about the user’s device settings and preferences (e.g. username, language settings, etc.). They may also be used to generate anonymous statistics about how the website is used. Thanks to cookies, you don’t have to re-enter the same information every time you visit the Website, or repeatedly accept cookie banners.

Types of Cookies

The Website uses cookies set by UNIQUE APARTMENTS WARSZAWA SP. Z O.O. as well as cookies provided by third-party services (e.g. Google, Facebook). The number, type and purpose of third-party cookies may vary between users, depending on their individual settings – for example, whether they are logged into a social media account.

UNIQUE APARTMENTS WARSZAWA SP. Z O.O. uses the following categories of cookies:

a) Necessary cookies – essential for the Website to function properly;
b) Statistical / analytical cookies – used to collect anonymous data on how users interact with the Website;
c) Functional cookies – enabling certain user-specific features and preferences;
d) Other cookies – unclassified cookies that are currently being categorised in collaboration with service providers (e.g. cookieinfo, fpopup).

Cookies belonging to Google are used to improve the content, functionality, and overall user experience of the Website, as well as to tailor marketing content. These cookies enable the use of analytical tools such as Google Analytics, which provide us with anonymised data (we are not able to identify individual users). They also help protect the Website from automated traffic generated by bots, which could otherwise disrupt its operation.

For more information on how Google processes data using cookies, please refer to:

Google Cookie Policy.

Cookies provided by Facebook are used to deliver a range of advertising products from third-party advertisers.
For more information on how Facebook processes data using cookies, please refer to: Facebook Cookie Policy

Managing Cookies

You can freely manage and delete cookies. For detailed guidance, please refer to your browser’s help section (links provided below):

1. Google Chrome;

2. Mozilla Firefox; 

3. Microsoft Edge; 

4. Opera; 

5. Safari. 

Deleting Cookies

You can delete all cookies stored on your device, either entirely or selectively by choosing specific files. Please note that doing so may result in the loss of saved information, such as login details or website preferences.

Managing Cookies

Most browsers allow you to block cookies entirely or selectively – for example, only those coming from specific websites. For more information on managing cookies from individual sites, refer to the privacy and cookie settings in your browser of choice.

Blocking Cookies

Most modern browsers give you the option to block cookies from being stored on your device. However, this may require you to reset your preferences every time you visit the Website. Additionally, some services or features may not function correctly – for example, logging in to your user account.