Rodos Palace takes the issue
of safeguarding your privacy very seriously.
We have created this Privacy Policy in order
to better familiarize you with the information
we collect from hotel guests and web site
visitors, and the way in which Four Seasons
uses this information to better serve the
needs of our guests.
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What is Personal Information?
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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 number.
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How is Personal Information Collected?
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1. Reviewing 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. Four
Seasons cookies also do not follow visitors
when traveling on the Internet after leaving
the Four Seasons web site.
We also use cookies to collect and maintain
aggregate web site data (such as the number
of visitors to a particular site), which
helps us see which areas are popular with
our users and which are not. Among other
things, this helps us improve and update
the site, based on such data as total number
of visitors and pages viewed.
If you do not want to accept cookies, you
can block them by adjusting the settings
on your Internet browser. Visitors should
understand, however, that rejecting cookies
will affect your ability to benefit from
the conveniences afforded by the use of
cookies, and you will not be able to use
certain customization features associated
with creating a user profile.
Once you have visited our web site and
accepted our cookie, your ID number is automatically
assigned to your computer whenever you visit
our web site. Despite the fact that you
remain anonymous until you enter personal
information in the web site, the ID number
allows us to log your session, so that we
may better assist you should you need some
individualized service or support. Once
you enter personal information on the web
site, we associate your ID number with your
contact information so we can recognize
you on a future visit. We also use it to
keep track of information that appears to
be of particular interest to you.
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 hotels or
resorts, 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.
In the event you choose to provide us with
this information, we will only use it for
the purpose we have specified to you. We
will only e-mail you if you want us to,
and you can choose a number of alternate
methods by which to receive a reply to a
request. Your transmittal of your personal
data shall constitute your acknowledgment
and agreement to the terms and conditions
contained in this Privacy Policy. If you
are uncomfortable providing this information
over the Internet, you can always call our
Worldwide Reservations Office for more details.
If you wish, you may also submit your e-mail
address in order to be placed on a subscription
list or to receive other information. You
will be placed on these lists only when
you indicate your desire to be included.
In deciding whether or not to join such
lists, please note that they are only used
for internal purposes - we do not sell or
rent our lists to anyone. In the event you
choose to join one of our lists, you may
ask to be removed from the list at any time.
Visitors will always have the ability to
accept or decline any form of communication
from Four Seasons.
2. When Making a Reservation
A. When Making a Reservation On Our Web
Site
If you decide that you would like to make
a reservation at any of our hotels or resorts,
you will be linked to our reservation service
site. Although it appears to be part of
our site, the reservation site is, in fact,
provided by Amadeus Travel Distribution,
SA which provides an automated reservations
and distribution system to the travel industry.
We pass your computer ID number on to Amadeus,
but they are unfamiliar with you. You can
search for rates and availability at our
hotels and resorts without providing any
Personal Information.
Visitors to fourseasons.com who elect to
make reservations online will be required
to complete a reservation profile the first
time they make a reservation. When you create
a reservation profile you will be asked
to provide specific Personal Information,
including your name, address and contact
information, as well as certain guarantee
and deposit information to secure your reservation,
such as your credit card number. Your transmittal
of your Personal Information shall constitute
your acknowledgment and agreement to the
terms and conditions contained in this Privacy
Policy.
Your credit card number will be verified
using a checking sequence, but we do not
authorize any payments at this point. Once
your reservation is confirmed, Four Seasons
will be sent all of the reservation information.
From this point the information is sent
to the selected hotel in exactly the same
way as if you called us directly or if your
travel agent made the reservation.
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 receive a copy of the reservation
profile at our web site excluding your credit
card number connected to your ID number.
We will then use that information to create
a log in our web site database.
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.
B. When Making a Reservation Through our
Worldwide Reservations Offices or Hotels
Reservations can also be made by calling
one of our Worldwide Reservation Offices
(WROs) or by contacting a particular hotel
or resort directly. When you make a reservation
we may ask you for Personal Information
such as your name, address, telephone number
and method of payment. We may also obtain
from you any room preferences or special
requests. Personal Information obtained
by a WRO will be sent in a secured communication
to the relevant hotel. Confirmation of your
reservation will be provided to you, generally
by e-mail, directly from the hotel or resort.
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.
Information particular to your stay may
also be stored (i.e. health issues, payment
difficulties). This stay specific information
is stored at the particular hotel where
you stayed and is combined with information
from previous visits that you have made
to that hotel. We may also collect certain
information as required by local laws (e.g.
passport number).
In addition, we may retain the content
of any document (including 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.
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How do we store this information?
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1. At the Hotel or Resort
Each hotel goes to great measures to ensure
that all Personal Information is kept in
a secure location, be it a database or filing
cabinet. Furthermore, we take steps to ensure
that only designated individuals have access
to this information.
2. In Our Guest Reservation System
In order to serve you better we also store
certain guest information in our Guest Reservation
System ("GUESTres").
The stored information includes guest name,
address, phone numbers and credit card number.
When you make a reservation at another Rodos
Palace property, this information is sent
to that hotel or resort.
We also store other transaction information
in GUESTres, including the number of stays
you have had at properties managed by Rodos
Palace and the number of nights of each
stay. We do not share this information with
other hotels.
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What information is not secure?
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It is important to note that any e-mail
communication is not secure. This is a risk
inherent in the use of e-mail. Please be
aware of this when requesting information
or sending forms to us by e-mail (for example,
from the Contact Us section of our web site).
We recommend that you do not include any
confidential information (i.e. credit card
information) when using e-mail. For your
protection, our e-mail responses to you
will not include any confidential information.
Finally, Rodos Palace cannot expressly
warrant the operation of the reservation
web site and/or matters relating to its
security once you log on, as it is not our
site. To be prudent, please be sure to always
close your browsers when you are done using
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.
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If I have created a Guest Profile, how is
my Personal Information treated?
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If you are invited and elect to create
a Guest Profile, on our web site, you will
be asked to furnish specific Personal Information.
You will also be asked to provide a password
for use each time you log-in. Once you have
created a Guest Profile, we may add online
session data to your Guest Profile on subsequent
visits to our website. When you provide
information, including revised information
to your Guest Profile, we may use the information
you provide to update other databases maintained
by us.
By completing your Guest Profile you are
considered to have provided consent to share
your Personal Information within Four Seasons
in accordance with this Privacy Policy.
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Why is Personal Information collected?
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1. To Provide Superior Customer Service
Personal Information is collected to assist
us in making your reservation and providing
the services you request at any of our properties,
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 arose from
your stay with us.
Furthermore, by keeping certain Personal
Information on file, such as information
regarding guest history and itemized spending,
former guests of Rodos Palace have the ability
to confirm prior transactions and reconcile
statements or invoices.
2. To Keep Our Guests Informed
We may also use this Personal Information
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 Rodos Palace and
must agree that guest information will never
be sold, rented, exchanged or in any way
transferred.
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 required to protect your
Personal Information as explained below.
Occasionally we will combine information
from a number of guests to better understand
trends and expectations of our guests. Where
this occurs, all identifiers are removed
so that the aggregate information cannot
be linked to specific guests.
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What information may be exchanged between
hotels?
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Information is shared between certified
data privacy personnel at individual Rodos
Palace hotels in certain limited circumstances,
particularly where health or safety concerns
have arisen in the past.
Further, if a guest does not pay the outstanding
account on time, or acts in an unlawful
manner in regards to payment obligations,
this information may be shared among accounting
personnel at Rodos Palace properties.
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What Personal Information may be provided
to third parties?
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Agents, contractors or third party service
providers of Rodos Palace may receive your
Personal Information in the course of providing
services to Four Seasons to better serve
the needs of our guests. Using contractual
or other arrangements, Rodos Palace ensures
these parties protect your Personal Information
in a manner consistent with the principles
articulated in this Privacy Policy.
We will only share Personal Information
about you outside Rodos Palace 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 Rodos Palace 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.
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How do I access my Personal Information?
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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. You may make a request to the Guest
Historian at the Hotel where you stayed
or to the Corporate Guest Historian as set
out below.
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.
Rodos Palace reserves the right to decline
access to your Personal information under
certain circumstances. Where your Personal
Information will not be disclosed, you will
be provided with the reasons for this non-disclosure.
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How do I Revise my Personal Information?
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If at any time you wish to update or access
your Personal Information, you can do so
by contacting our Corporate Guest Historian:
Or you may visit our web site at www.rodos-palace.gr
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For How long is my Personal Information
retained?
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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 Rodos Palace as long as there is a business
purpose for doing so. From time to time
we may delete your Personal Information.
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How will I know if there are changes to
this Policy?
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If we decide to change our Privacy Policy,
we will post those changes on our web site
(www.rodos-palace.gr) so you are always
aware of how we treat Personal Information.
Changes will not apply retroactively to
Personal Information for which you have
given explicit consent, which was acquired
before the change to the Privacy Policy
except as may be required by law. If at
any point we decide to use Personal Information
in a manner different from that stated in
this Privacy Policy, we will notify you
by letter or e-mail sent to your last known
address. If you do not agree with the different
way we intend to use Personal Information,
you may ask in writing that we not use it
in that different way. If you do not object,
you will be deemed to have consented to
the use of your Personal Information in
the changed manner.
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How Is Personal Information affected by
business transfers?
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Rodos Palace manages properties on behalf
of third party owners. Guest information
required for the business transaction between
the guest and the property is shared with
the property owner, but all other Personal
Information is considered to be proprietary
to Four Seasons, and is not shared with
property owners. If we cease to manage a
particular property, all Personal Information
remains with Four Seasons. Guest information
that is historically shared with the property
owner, is retained by the property owner.
