WHAT IS PERSONAL INFORMATION?
The term “Personal Information” refers to any information that can be used to identify you as an individual. It can include, among other things, your name, address, age, gender, personal financial history and social insurance or social security number.
WHY IS PERSONAL INFORMATION COLLECTED?
1. To Provide Superior Customer Service to our Guests
Personal Information is collected to assist us in making your reservation and providing the services you request, to ensure we meet your needs while you are staying with us and/or to allow us to contact you in relation to matters that arise from your stay with us. By keeping certain stay related Personal Information on file, such as information regarding guest history and itemized spending, guests of Payne Mansion Hotel have the ability to confirm prior transactions and reconcile statements or invoices.
2. To Keep Our Guests Informed
We may use the Personal Information you provide to send you newsletters regarding our properties and to advise you of promotions or to inform you of offers or other information that may be of interest to you. In order to do this, your information may be shared with a third party, including a customer relationship management company and/or a marketing and communications company. These companies are under contract with Payne Mansion Hotel and contractually required to protect all guest information to which they have access. If you do not wish to receive information from Payne Mansion Hotel you may indicate your wishes when you stay with us or you may send an e-mail to: firstname.lastname@example.org
3. For Marketing Research
Finally, we may wish to contact Guests to conduct surveys or focus groups to receive your views of our properties and service delivery. Such information may be collected by a third party under contract with us and they will be contractually required to protect your Personal Information as explained below. Occasionally we will combine information from a number of Guests to better understand trends and Guest expectations. When this occurs, all identifiers are removed and the aggregate information cannot be linked to any specific Guests or Owners.
HOW IS PERSONAL INFORMATION COLLECTED?
1. On Our Web Site
A. Initially Upon Contact With Our Web Site
When you visit our web site, you are initially given a “cookie”, and your computer is assigned an ID number. A cookie is a commonly used device that tracks an individual user’s preferences, and is capable of enhancing your visit to the site. Cookies allow us to provide a customized experience without the visitor having to remind us of his or her preferences each time she or he visits our site. Our cookies do not contain any personally identifying information. Payne Mansion Hotel cookies also do not follow visitors when traveling on the Internet after leaving the Payne Mansion Hotel web site.
B. While Browsing Our Web Site
While in the process of browsing our web site, you also provide us with information that does not reveal your personal identity – what type of destination you’re seeking information about, for example. We use this aggregated, anonymous data mainly for editorial purposes, but we do not connect it to any Personal Information, such as your name or address.
While you explore our web site for the information that interests you, you may wish to put in a specific “Information Request” about one of our rooms, or you may wish to participate in one of our on-line surveys or promotions. To respond to this request or to participate in our various programs, we may ask you for Personal Information, such as your name, zip/postal code, e-mail address, and phone number.
C. Making a Purchase on Our Web Site
When making a purchase you will be asked to complete a form that includes your contact information and payment information. The form is secure (see below). Due to the personal nature of the information you give when making a purchase through our web site, the form is secure, such that your credit card number is protected with the most sophisticated encryption technology available and is transmitted on a private network. Purchasing transactions are assisted by third party processors who are required by contract with us to protect the privacy of your Personal Information.
2. When Making a Reservation
A. On Our Web Site
If you decide that you would like to make a reservation, you will be linked to our reservation service page. Although it appears to be part of our site, the reservation site is, in fact, provided by Frontdesk Anywhere Inc which provides an automated reservations and distribution system to the travel industry. You can search for rates and availability at our hotel without providing any Personal Information.
Due to the personal nature of the information you give when making a reservation through our web site, the reservation system is secure, such that your credit card number is protected with the most sophisticated encryption technology available and is transmitted on a private network.
We also occasionally combine information from a number of web visitors in a way that does not identify any user, in order to identify user patterns.
3. During your stay at a Hotel or Resort
During your stay, we record your itemized spending to properly assemble your folio, which sets out your room rate and other expenses billed to your room. We also record this information to comply with financial reporting requirements, including those imposed by our auditors and government regulators. We may also collect certain information as required by local laws (e.g. passport number). Information particular to your stay may also be stored (i.e. health issues, payment difficulties, special requests, service issues). This stay specific information is stored in the property management system at the hotel where you stayed and is combined with information from previous visits that you have made to that hotel. Certain information regarding your service preferences may be made available to other Payne Mansion Hotel properties through the Payne Mansion Hotel guest history database. You may advise the Hotel if you do not want personal preferences shared.
In addition, we may retain the content of any document (including letters, comment cards, electronic documents such as e-mails and other similar forms of communication) that you send us before, during or following your stay. This information may be shared with employees of the hotel but will not be shared with any third party.
Finally, to be prudent, please be sure to always close your browsers when you are done using a form or the reservation site. Although the session will terminate after a short period of inactivity, it is best to close your browsers immediately upon completion, since while you are logged on it is easier for someone to attempt to get access to your profile.
We will only share Personal Information about you outside Payne Mansion Hotel without your consent, where: (a) it is required or authorized by law (for example, in response to a legal subpoena); (b) it is required to provide you with services you have requested in which case you will be considered to have implied your consent (i.e. car rental); (c) if your stay has been paid for by a third party we will provide billing information to the paying party; (d) if you have failed to pay amounts owed to a property.
If Payne Mansion Hotel suspects any unlawful activity is taking place, it may investigate and/or report its findings or suspicions to the police or other relevant law enforcement agency.
HOW DO I ACCESS MY PERSONAL INFORMATION?
We understand that you may like to know what Personal Information we hold about you. We are happy to assist you with your request. To protect your Personal Information, however, we require that you prove your identity to us at the time your request is made.
When you make a request in person, we will require you to produce some form of photo identification such as a passport or a driver’s license and you will be asked to sign a request form.
Where you make a request by other means, we require the request be made in writing via fax or letter including a copy of a government issued identification and signature. We also require home and business addresses and phone numbers so we can check them with our files and satisfy ourselves as to your identity.
The above information is required to create an audit trail of how the request has been handled. Where a request is made, any correspondence or application may be kept and added to your Personal Information.
Payne Mansion Hotel reserves the right to decline access to your Personal Information under certain circumstances. If your Personal Information will not be disclosed, you will be provided with the reasons for this non-disclosure.
HOW DO I REVISE MY PERSONAL INFORMATION?
If at any time you wish to update or access your Personal Information, you can do so by contacting us:
- via e-mail at email@example.com
- via letter – Attention: Payne Mansion Hotel Records
1409 Sutter St
San Francisco, CA 94109
Or you may visit our web site at www.paynemansion.com
HOW LONG IS MY PERSONAL INFORMATION RETAINED?
Your Personal Information will be stored for the period of time required by law in the jurisdiction of any hotel holding the information. It may be stored indefinitely by Payne Mansion Hotel as long as there is a business purpose for doing so.
HOW WILL I KNOW IF THERE ARE CHANGES TO THIS POLICY?
TO WHOM DO I DIRECT QUESTIONS OR CONCERNS REGARDING THIS POLICY?
Payne Mansion Hotel
1409 Sutter St
San Francisco, CA 94109