Protection of personal data

Why do we collect data pertaining to you?

We only collect information necessary to carry out the functions described below:

Inquiries and bookings

• Contact with you prior to, during, and after your stay
• Enhancing the guest experience

Tracking your use of our website

• Analysis of your website activity and subsequent re-marketing to you
• Enhancement and further development of the website

Newsletter sign-up and/or benefit club membership 

• Distribution of a monthly newsletter to announce special offers, contests, and news
• Targetted benefit club offers based on previous purchases

Wi-Fi usage

• Sending out a questionnaire to determine guest satisfaction

Contact via social media and other external platforms

• Contact with you prior to, during, and after your stay
• Enhancing the guest experience

Video surveillance

• Ensuring your safety during your visit

Job applications

• Registration of the information you provide during the process of applying for a job

What personal data do we collect?

1. Inquiries and bookings

When you book a stay or a business or social event with us, we typically record such information as your name, email address, phone number, and credit card number whether you book directly with us or through some of our business partners.

This information is used to secure your booking, to make our required reports to the national statistical agency, and not least to ensure your security during your visit.

In certain cases, we also record and keep private information such as details on our guests’ allergies, physical disabilities, and/or special requests and needs. Of course, we do so only when our guests voluntarily provide us with such information.

All guest-related data are stored in our booking system, VisBook/BookVisit. In the case of bookings made on our website, we process credit card numbers that are then stored in encrypted form with the DIBS payment service.

After your stay, we will send you an email asking for your feedback about your experience. This is facilitated by the Loopon platform, which stores and processes your data on behalf of Hindsgavl Slot in accordance with applicable personal data protection legislation. You may also receive a discount code for your next visit as well as a reminder to redeem your discount while it is valid. Besides this, you will not hear from us again unless you have signed up to receive our newsletter or joined our benefit club.

We keep your data for as long as it is necessary to provide you with the best possible service and for as long as it is legally permitted. After this, all data are deleted.

2. Tracking your use of our website

When you make use of our website, you will be asked to consent to our use of cookies. We use these cookies to measure traffic on the site and to generate statistics and analyses reflecting the activities of our website users.

Cookies are small files stored on your web browser to enable recognition of your IP address and collection of information about your internet activities. No personal information is saved in cookies. For more information about our use of cookies, see our cookie policy (in Danish).

Sales of gift cards on our website are enabled by our business partner LifePeaks and the LifePeaks application that is implemented on the website. All credit card information provided during the purchase of gift cards is stored in encrypted form by QuickPay.

3. Newsletter sign-up and/or benefit club membership

When you sign up to receive our newsletter (in Danish), you simultaneously give your consent that Hindsgavl Slot may send you our monthly newsletter. You would provide your name and email address, and we store them in the newsletter management system Mailchimp. Mailchimp stores and manages this information on behalf of Hindsgavl Slot in accordance with applicable legislation on protection of personal data.

You may opt out of the newsletter subscription at any time by contacting us directly or by using the unsubscribe link provided at the end of each newsletter.

When you join our benefit club (in Danish), you simultaneously accept and give your consent that Hindsgavl Slot registers and processes data regarding your benefit club membership. The data registered when you become a member will only be processed and stored with the purpose of being able to inform you about benefit club offers and managing the membership and earned loyalty points. Any other purpose requires additional and explicit consent from you.

You can cancel your benefit club membership at any time via email at hindsgavl@hindsgavl.dk and request that your data be corrected or deleted. Guest data related to Hindsgavl Slot’s benefit club is automatically deleted when there has been no guest activity on the account for three years.

Read the full membership terms and conditions for the benefit club (in Danish).

4. Wi-Fi usage

When you visit Hindsgavl Slot and log onto our Wi-Fi using your email address, you simultaneously consent to receiving a questionnaire regarding your visit. This is facilitated by the Loopon platform, which stores and processes your data on behalf of Hindsgavl Slot in accordance with applicable personal data protection legislation.

5. Contact via social media and other external platforms

Hindsgavl Slot has profiles on various social media such as Facebook, Instagram, and LinkedIn, where we may be in dialogue with you prior to, during, and after your stay at Hindsgavl Slot. In this dialogue, we may ask for information, e.g. contact information, which can help us complete or locate your booking in our system.

We also interact with our guests on various guest review and feedback platforms. In that connection, we may engage with you to obtain additional information about your experience. This information is used to improve the guest experience.

6. Video surveillance

In various places, video surveillance is installed to ensure the safety and security of our guests and employees and to prevent criminal acts. These places are limited to public spaces such as the dining rooms and lounges in the main building.

Recordings are stored for 14 days in a secure system, which can be accessed by reception staff and maintenance personnel. Recordings can be used or passed on in case of incidents in which the surveillance footage can contribute to the clarification of the events causing the incident.

7. Job applications

Whether you submit an unsolicited application or respond to a job posting, you may rest assured that the data you provide are managed appropriately. Only the relevant department managers see your information.

Unless otherwise agreed, we keep your data for only 6 months after submission. It is then deleted, and you would need to resubmit should you wish to apply for a position at a later date.

How do we protect your personal data?

In accordance with the General Data Protection Regulation, Hindsgavl Slot has applied internal rules and procedures for handling personal data so that it is always protected against unauthorised use. In addition, we have set up data processing agreements with business partners handling personal data on our behalf.

Personal data are never disclosed to a third party unless you give your express permission, and we never collect personal data unless you have provided it in connection with a booking, a purchase, a newsletter sign-up, etc.

How may I see my personal data?

You are entitled to be informed about the personal data in our possession that relate to you. Similarly, you are entitled to have us rectify incorrect information or to have us delete information we are not required to keep according to the rules in relevant regulations for the recording of information in guest passports and travel documents.

Contact us

If you have questions or comments regarding our management of personal data, or if you have special requests with respect to the data pertaining to you, you are welcome to reach out to us.

Hindsgavl Slot
Hindsgavl Allé 7
DK-5500 Middelfart

Susanne Skjoldborg, Chief Accountant
Telephone number + 45 6340 6697
Email: sus@hindsgavl.dk