1. Who is responsible?
Book When Full, operating via BookWhenFull.com, is responsible for processing personal data within the platform where BookWhenFull determines the purpose and means of processing.
For privacy questions, contact us at info@bookwhenfull.com.
2. Which personal data do we process?
We process data needed to operate the platform and facilitate reservation requests. This includes account details, contact details, profile data and, for hotels or providers, company and hotel details.
For reservation requests, we process request data such as period, number of guests, rooms, selected accommodation, request status and child ages if provided.
We may also process chat messages, notifications, payment status, service fee, payment references, cookie preferences, security logs and first-party analytics where consent has been given.
3. Why do we use personal data?
We use personal data to create and manage accounts, process reservation requests, facilitate communication between users and hotels or providers, process the service fee, administratively track payments and refunds, and handle customer service or complaints.
We also use data for security, fraud prevention, compliance with legal obligations, administration and improvement of the platform.
4. On which GDPR grounds do we process data?
We process personal data based on performance of a contract, legal obligations, legitimate interests and consent. We use consent for optional analytics and cookie preferences, among other things.
Where we rely on a legitimate interest, this may include security, fraud prevention, support, evidence and improving how the platform works.
5. With whom do we share personal data?
We share personal data only where necessary for the service, administration, security or legal obligations.
Recipients may include hotels or providers, payment service providers, hosting and IT providers, communication and support providers, advisers and competent public authorities where required by law.
First-party analytics are generally processed within BookWhenFull's own environment and used only after consent.
We do not sell personal data to third parties.
6. International transfers
Hotels or providers may be located outside the European Economic Area. In that case, we share personal data only where needed for the reservation request, communication with the hotel or provider, or handling of the request.
Where personal data is processed outside the European Economic Area, we use appropriate safeguards where required by the GDPR.
7. How long do we keep data?
We do not keep personal data longer than necessary for the purposes for which we process it. Statutory administration data is kept as long as required under tax retention rules.
Request, chat and payment data is kept as long as needed for performance, support, disputes, fraud prevention and evidence. Raw first-party analytics are generally kept for a maximum of 90 days.
8. Security
We take appropriate technical and organisational measures to protect personal data. This includes access restrictions, encryption or hashing where appropriate, secure sessions and limiting data in logs.
No system is completely risk-free. Report suspected misuse or security issues at info@bookwhenfull.com.
9. Cookies and analytics
BookWhenFull uses necessary cookies for basic functionality, such as sessions, security, language, currency and cookie preferences.
Optional first-party analytics are used only after consent. These analytics help us understand how the platform is used and how we can improve it.
You can adjust your cookie preferences using the Cookie preferences button in the footer.
10. Automated decision-making
BookWhenFull does not make solely automated decisions with legal effects or a similarly significant effect.
11. Your rights
Under the GDPR, you have rights including access, rectification, erasure, restriction of processing, data portability and objection to processing.
If processing is based on consent, you can withdraw that consent. Withdrawal does not affect processing that already lawfully took place.
You can send your request to info@bookwhenfull.com. We may ask for information to verify your identity.
12. Complaint to the supervisory authority
If you believe we do not handle personal data carefully, you can contact us at info@bookwhenfull.com.
You also have the right to lodge a complaint with the Dutch Data Protection Authority.
13. Changes
We may update this privacy policy when the platform, our processing or the law changes. The current version is available on this page.