1. Who is responsible
Amsterdam Rooms is responsible for the personal data processed through this website and in connection with room enquiries, applications and reservations.
Privacy questions and requests may be sent to info@amsterdamroom.com.
2. Data we collect
Depending on how you use the website, we may process:
- name, email address and telephone number;
- preferred room, arrival and departure dates;
- messages and information you voluntarily provide in an application or enquiry;
- reservation status, prices, payment-related administration and communication history;
- technical security information such as date, time, IP address, browser information, request logs and fraud-prevention signals;
- availability and calendar information needed to prevent conflicting bookings.
Please do not send health information, identity documents or other sensitive data unless specifically requested and genuinely necessary.
3. Why we use personal data
We use personal data to:
- answer questions and assess room applications;
- check availability and calculate proposed stay prices;
- prepare, confirm and administer reservations;
- send operational messages about an application or stay;
- manage payments, records, disputes and legal obligations;
- secure the website, prevent misuse and diagnose technical problems;
- establish, exercise or defend legal claims.
4. Legal grounds
Processing is based on one or more of the following grounds: steps requested before entering into an agreement, performance of a reservation or stay agreement, compliance with legal obligations, legitimate interests in operating and securing the accommodation service, and consent where consent is specifically requested.
5. Who receives data
Access is limited to people and service providers who need the information for the purposes above. These may include hosting, database, email, calendar, administration, security and payment providers, professional advisers, and public authorities where disclosure is legally required.
Service providers must process data only for agreed purposes and apply appropriate confidentiality and security safeguards.
6. International transfers
Some technology providers may process data outside the European Economic Area. Where this occurs, we use an applicable legal transfer mechanism and appropriate safeguards, such as an adequacy decision or approved contractual clauses.
7. Retention
We keep data only as long as reasonably necessary for its purpose. As a general approach:
- unsuccessful or abandoned enquiries and applications: normally up to 12 months;
- reservation and guest administration: for the stay and afterwards as needed for service, disputes and legal claims;
- financial and tax records: for the statutory retention period;
- security and technical logs: normally for a short period unless needed to investigate misuse or an incident;
- legal correspondence and claims: until the matter and relevant limitation period have ended.
Data may be deleted earlier when it is no longer necessary, or retained longer where required by law or a documented dispute.
8. Cookies and local storage
The website may use strictly necessary technical storage for security, forms, sessions or preferences. These technologies are used to provide requested functionality. Non-essential analytics, advertising or tracking technologies will not be activated without any consent required by law.
9. Security
Reasonable technical and organisational measures are used to protect information, including access controls, secure connections, restricted administration, validation and monitoring. No online system is completely risk-free, so please use the forms only for information relevant to your request.
10. Your rights
Subject to the GDPR and applicable exceptions, you may request access, correction, deletion, restriction, portability, or object to certain processing. You may also withdraw consent for future processing where consent is the legal basis.
Send a request to info@amsterdamroom.com. We may ask for information needed to verify your identity. You also have the right to complain to the Dutch Data Protection Authority.
11. Third-party links
This website may link to third-party services. Their own privacy terms apply once you leave this website.
12. Information about another person
When you provide another person's information, you confirm that you are authorised to do so and that they have been informed about the relevant processing.
13. Updates
This policy may be updated when the website, processing activities or legal requirements change. The latest version is published on this page.
See also the Terms.