Privacy Policy

From this document, you will learn how and on what terms we process your personal data when you contact us or use one of our services. You will find out:

  • why we may process your data
  • for what purpose we process it
  • whether you are required to provide us with your data
  • how long we store it
  • whether there are other recipients of your personal data
  • whether we process your data outside the European Economic Area
  • whether we process your data in an automated manner, including whether we profile it

The following information applies to the service we operate: ijgimperial.com. The first part of the Privacy Policy contains information we must provide to everyone, regardless of the purpose of data processing. The second part contains information for individuals using our website. The third part contains information for individuals subscribing to our free newsletter. The fourth part contains information for individuals contacting us directly by sending an email, calling us, or using the contact form available on the site. The fifth part contains information for individuals participating in our recruitment process. The sixth part contains information for individuals purchasing services through our site and making reservations for a particular offer. The seventh part contains information for individuals interested in our service’s offerings due to our marketing activities, including the use of social media.

Part I – General Information

Contact details of the controller of your personal data.

We, IJG Imperial Limited Liability Company, based in Nowe Miasto Lubawskie, ul. 3 Maja 6, 13-300 Nowe Miasto Lubawskie, are the controller of your personal data. We are registered in the Register of Entrepreneurs of the National Court Register maintained by the District Court in Olsztyn, VIII Commercial Division of the National Court Register, under the number 0000912711, with NIP number 8771484098.

To ensure the security of your data, we have appointed a Data Protection Officer, Ms. Beata Komarnicka. For any matters related to the processing of your personal data, you can contact us by writing to: [email protected].

Where do we obtain your personal data? The personal data we collect through our website comes directly from you. This happens when:

  • you browse our website
  • you sign up for our free Newsletter
  • you send us questions or a request for a quote
  • you decide to participate in the recruitment process
  • you purchase a service through our website or make a reservation for a particular offer
  • you visit our social media accounts – Instagram, Facebook, TripAdvisor, YouTube, and LinkedIn – and contact us through these platforms

What rights do you have in relation to the processing of personal data?

Below, we present your rights related to the protection of personal data and the fact that we process your data. The rights that apply to you in a particular situation depend on the purpose and legal basis for our processing of personal data.

Right of access to data

You have the right to obtain information about the personal data we store about you. By submitting a request for access to your data, you will receive information about the processing of personal data, including the purposes and legal basis for processing, the scope of data held, the entities to which personal data is disclosed, and the planned date of deletion.

Right to rectification

You have the right to promptly correct and/or complete any personal data we hold about you. It is our responsibility to ensure that our communication is based on accurate, complete, and up-to-date information.

Right to restrict processing

You have the right to request that the processing of your personal data be restricted if you dispute the accuracy of the data we hold about you, if processing is carried out without legal basis, or if you have objected to its processing.

Right to erasure

You have the right to request the deletion of your personal data that we store, provided that the retention of the data is not necessary to ensure freedom of speech, freedom of access to information, fulfill a legal obligation, for public interest purposes, to assert or defend against claims, or to exercise rights under the law.

Right to notification

If you have exercised your right to rectification, erasure, or restriction of processing, we will notify all recipients of your personal data about how the data has been corrected, deleted, or restricted, unless it is impossible or requires disproportionate effort.

Right to data portability

You have the right to receive a copy of the data you provided to us, which will be sent to you or a third party in a structured, commonly used, machine-readable format. If you request that these data be transferred to another data controller, this will be done, provided it is technically feasible. This right only applies when we process your data based on your consent or in connection with the performance of a contract.

Right to object

If your personal data is processed based on our legitimate legal interest, you have the right to object at any time to further processing. We will review your request in accordance with the applicable regulations.

Right to withdraw consent

If your data is processed based on consent, you have the right to withdraw that consent at any time with future effect. This will not affect the legality of data processed prior to the withdrawal.

Right to lodge a complaint with a supervisory authority

If the processing of your personal data violates data protection regulations, or if your data protection rights have been infringed in any other way, you can lodge a complaint with the supervisory authority. The competent authority in Poland is the President of the Personal Data Protection Office in Warsaw (ul. Stawki 2). Before exercising your right to lodge a complaint, we encourage you to contact us first so we can address any concerns.

Handling of requests

If you submit a request to exercise any of your rights, a response will be provided within one month of receiving the request. If an extension is necessary, we will inform you of the reasons for the delay.

A response to your request will be sent to the email address from which the request was submitted, or, in the case of postal requests, via regular mail to the address you provided, unless the letter indicates a preference for a response via email (in which case, please include your email address).

Links to other sites

Where we provide links to websites of entities other than us, this Privacy Policy does not apply, and it does not describe how that entity processes your personal data. We encourage you to review the respective privacy policies of those entities on their websites.

Cookies

Like almost all websites, we also use cookies.

Cookies that ensure the functionality, security, and accessibility of the site are necessary for its proper operation. These cookies help us know that you have accepted our Privacy Policy and Cookie Policy. We use these files based on our legitimate legal interest.

We also use cookies for analytical and marketing purposes. They allow us to measure the effectiveness of ads by analyzing user activity on the site. We use tools enabling this functionality based on your consent.

Google Analytics

We use tools from Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, such as Google Analytics, on our site. These tools allow us to collect statistical information about your use of our website, such as IP address, device type, and browser type. We do this to understand, among other things, the number of users visiting our site. This information is processed in a way that does not allow us to directly identify anyone. However, remember that Google may process your data on servers in the United States. In such cases, Google may process your personal data outside the European Economic Area, but this occurs based on standard contractual clauses included in the agreement between us and Google, which ensures an adequate level of security for your personal data processing.

If you are interested in more details about data processing under Google Analytics, we encourage you to read the explanations provided by Google here.

Facebook Pixel

We use marketing tools available through Facebook and provided by Facebook Ireland Limited, 4 Grand Canal Square, Dublin 2, Dublin. With these tools, we direct advertisements to you on Facebook.

To target personalized ads based on your behavior on our website, we have implemented Facebook Pixel on our site, which automatically collects information about your use of our website, such as the pages you view.

The information collected by Facebook Pixel is anonymous, meaning it does not allow us to identify you. We only know what actions you took on our site. However, please note that Facebook may combine this information with other data it has collected about you through your use of Facebook and use it for its own purposes, including marketing. These actions by Facebook are beyond our control, and you can find more information about them directly in the Facebook Privacy Policy. You can also manage your privacy settings through your Facebook account.

Privacy Policy Changes

The Privacy Policy is subject to periodic review and updates when necessary. Below, you can see the changes made so far.

  • September 2024 - We published this version of the Privacy Policy.

Part II – Data Processing in Connection with the Use of IJG Imperial Services

Below we present the rules for processing personal data (including IP addresses or other identifiers and information collected via cookies or other similar technologies) that apply when you use our online services.

Why do we process your data?

We process your personal data to provide electronic services, such as making content available to you on our website, and for analytical and advertising purposes.

On what legal basis do we process your data?

The legal basis for processing your personal data is:

  • To provide you with content on our site – the legal basis is the necessity of processing to perform a contract (Article 6(1)(b) of GDPR).
  • For analytical and marketing purposes – the legal basis is your consent (Article 6(1)(a) of GDPR).

How long do we process your data?

We will process your personal data as long as it is necessary to achieve the purposes described in this Privacy Policy, particularly to fulfill our contractual and legal obligations, unless you withdraw your consent earlier.

Who are the recipients of your personal data?

The recipients of your personal data, meaning external entities that may participate in the processing of your data, are our trusted subcontractors – IT service providers, including companies whose statistical and marketing tools we use, as mentioned in Part I of this Privacy Policy.

Your personal data – including your IP address, other identifiers, and other information – is collected via cookies or similar technologies when you connect to our service.

Other important information

Your data may be processed outside the European Economic Area – for instance, Google may process your data on servers in the United States. In such cases, Google may process your personal data outside the European Economic Area, but this is based on so-called standard contractual clauses, provisions of an agreement between us and Google, ensuring an adequate level of secure processing of your personal data.

What rights do you have?

Your rights are outlined in Part I of this Privacy Policy.

Part III – Data Processing in Connection with the Free Newsletter Service

Below we present the rules for processing personal data that apply when you choose to subscribe to our free newsletter service.

Why do we process your data?

We process your personal data to provide our services and inform you about current promotions, new offers, and services. As part of the newsletter service, we will present you with personalized commercial information regarding our activities and the activities of our business partners with whom we collaborate.

On what legal basis do we process your data?

The legal basis for processing your personal data is your consent for data processing, given under Article 6(1)(a) of GDPR. Consent is provided by entering your email address in the designated field on the website or by clicking the appropriate button confirming your consent.

How long do we process your data?

We will process your personal data until you withdraw your consent for processing. Upon withdrawal, the relevant data will be immediately deleted.

Who is the recipient of your personal data?

The recipient of your personal data, meaning external entities involved in the data processing process, will be our trusted subcontractors – IT service providers. For sending our newsletter, we will use a tool provided by Profitroom S.A., based in Poznań, registered in the National Court Register under KRS number 0000793213.

What personal data do we need from you?

We will need your email address. Subscription to the newsletter requires confirming the request for the service by clicking the activation link sent to the email address you provided.

Why do we need your personal data?

We use your email address to send you our newsletter.

What will we do with your data?

We will use your data exclusively to provide the newsletter service. Providing your data is voluntary. Your data will not be processed outside the European Economic Area.

What rights do you have?

Your rights are outlined in Part I of this Privacy Policy.

Profiling

To offer the most suitable, personalized offers, we may, using Profitroom's functionalities, send commercial information to specific groups of people, distinguished based on general characteristics provided when making a reservation, such as gender or having children. Based on this information, we may send personalized commercial messages to these groups. We might offer discounts or encourage visits to the hotel during specific periods (e.g., Valentine's Day, winter holidays, summer vacations). We do not make decisions based solely on automated processing, including profiling, that significantly affects the individual concerned.

Part IV – Data Processing through Communication Channels

Below we present the rules for processing personal data that apply when you call or email us with a question or request for an offer or service information, contact us using the details available on our website, or contact us via the contact form available on our website.

Why do we process your data?

We process your personal data to respond to your inquiries, present offers for our hotel and services, and take further actions towards concluding a contract.

On what legal basis do we process your data?

The legal basis for processing your personal data depends on the nature of your contact:

  • Your consent, expressed by sending us a specific question
  • The necessity of actions aimed at concluding a contract, including presenting an offer and communication leading to a contract

How long do we process your data?

We will process your data until you withdraw your consent, and for actions related to concluding a contract, for the duration of the contract, the limitation period for claims, and the time required by legal regulations for storing accounting documents.

Who is the recipient of your personal data?

The recipients of your personal data, meaning external entities that may participate in the processing of your data, will be our trusted subcontractors – IT service providers, including Profitroom S.A., whose reservation system we use. If you conclude a contract and place an order, these will also include entities providing auxiliary services for our business, particularly entities like banks and payment operators, as well as companies providing accounting, legal, audit, and consulting services.

Nature of providing data

Providing your data is voluntary.

Other important information

Your data will not be processed outside the European Economic Area.

What rights do you have?

Your rights are outlined in Part I of this Privacy Policy.

Part V – Data Processing for the Purpose of Conducting the Recruitment Process

The following information applies to the person we contact using data sent to us via email for recruitment purposes, aimed at initiating cooperation.

We collect information, including your personal data, so that we can communicate with you and conduct the recruitment process.

For what purpose do we process your data?

We process contact details to consider your candidacy in the recruitment process we are conducting.

On what legal basis do we process your data?

The legal basis for processing your personal data is:

  • the legal obligation to provide the data necessary to conduct the recruitment process
  • consent regarding data that is not mandatory
  • consent for future recruitment processes

How long do we process your data?

We process the basic contact data obtained directly from you only for the period necessary to conduct the recruitment process and for 3 months after the process ends. If you consent to participate in future recruitment processes – no longer than 12 months.

Who is the recipient of your personal data?

The recipient of your personal data, i.e., the external entity participating in the processing of your data, is our subcontractors, IT service providers.

The nature of providing data

Providing data is voluntary. However, please note that if you do not provide us with your data, we will not be able to contact you to conduct the recruitment process aimed at establishing cooperation.

What rights do you have?

Your rights are outlined in Part I of this Data Processing Information.

Part VI – Data Processing in the Context of Ordering Services, Making Reservations

Below, we present the principles of personal data processing that apply when you purchase the services we offer or make reservations through our service.

For what purpose do we process your data?

We process your personal data to accept and manage your order and to confirm your reservation.

On what legal basis do we process your data?

The legal basis for processing your personal data is:

  • for fulfilling your order – the legal basis for processing is the necessity of processing to perform the contract (Art. 6 sec. 1 lit. b GDPR)
  • for fulfilling the statutory obligations imposed on us as administrators, particularly those arising from tax and accounting regulations – the legal basis for processing is the fulfillment of our legal obligation (Art. 6 sec. 1 lit. c GDPR)
  • for handling complaints – in this case, the legal basis for processing is our legitimate legal interest (Art. 6 sec. 1 lit. f GDPR)
  • for potentially establishing and pursuing claims or defending against them – the legal basis for processing is our legitimate interest (Art. 6 sec. 1 lit. f GDPR), which involves protecting our rights

How long do we process your data?

We will process your data until you withdraw your consent, and for activities aimed at concluding the contract for the duration of the contract, the period of limitation of claims, and the period determined by legal regulations dictating the retention time of accounting documents.

Who is the recipient of your personal data?

The recipient of your personal data, i.e., the external entity that may participate in the processing of your data, will be our trusted subcontractors – IT service providers, as well as other entities whose activities are auxiliary to our operations, including, in particular, entities such as banks and payment operators, entities providing accounting, legal, auditing, and consulting services. To handle your orders and reservations, we will use the Profitroom tool from Profitroom S.A., based in Poznań, ul. Franklina Roosevelta 9 (60-829), registered in the National Court Register by the District Court of Poznań – New City and Wilda in Poznań, VIII Commercial Division of the National Court Register under KRS number: 0000793213.

The nature of providing data

Providing your data is voluntary, but the data marked as mandatory is required to accept and manage your order and complete the reservation process, and failure to provide it will result in the inability to conclude a contract. Providing other data is optional.

Other important information

Your data will not be processed outside the European Economic Area.

What rights do you have?

Your rights are outlined in Part I of this Privacy Policy.

Part VII – Data Processing in Marketing Activities

Below we present the principles of personal data processing that apply when you use and communicate with us via our profiles on social media platforms like Facebook, Instagram, TripAdvisor, YouTube, and LinkedIn (called "fanpages"). On our fanpages, we regularly publish and share content, offers, and recommendations of the services we provide.

For what purpose are your data processed?

We process your data solely in connection with managing our profiles on social media, including informing you about our activities and promoting various events, services, and offers, as well as communicating with you through the functionalities available on social media platforms.

Remember that social media administrators record your activity using cookies and other similar technologies during each interaction with our fanpages and other websites of services like Facebook, Instagram, TripAdvisor, YouTube, and LinkedIn. Fanpage administrators have access to general statistics about your interests (as a visitor to the fanpages) and demographic data (such as age, gender, region). The scope and purposes of data processing on social media are determined by the administrators of these platforms.

On what legal basis do we process your data?

The legal basis for processing your personal data is:

  • our legitimate interest (Art. 6 sec. 1 lit. f GDPR) in promoting our brand and building and maintaining a community associated with the brand
  • your consent to create statistics for the page on Facebook (Art. 6 sec. 1 lit. a GDPR)

How long do we process your data?

We will process your personal data as long as necessary to achieve the purposes described in this Privacy Policy, particularly to fulfill our contractual and legal obligations, unless you withdraw your consent to process your data earlier.

Facebook, TripAdvisor, YouTube, and LinkedIn process your data while using our fanpages for their own purposes, which are not covered by this Privacy Policy. We do not have influence over the actions of these platforms related to data processing. For this, we refer to the privacy policies of each social media platform:

Who is the recipient of your personal data?

The recipient of your personal data, i.e., the external entity that may participate in the processing of your data, will be our trusted subcontractors – IT service providers in the field of data hosting and corporate email services, Facebook Ireland Ltd., 4 Grand Canal Square, Dublin 2, Ireland, which administers Facebook and Instagram social media platforms, Tripadvisor LLC, 400 1st Avenue, Needham, MA 02494, USA, which administers the TripAdvisor platform; Google Ireland, Gordon House, Barrow Street, Dublin 4, Ireland, which administers YouTube; LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Ireland, which administers LinkedIn.

The nature of providing data

Your personal data - including IP address, other identifiers, and other information - is collected via cookies or other similar technologies when you connect with our fanpages.

In the context of using our fanpages, the scope and purposes of data processing on social media platforms are determined by the administrators of those platforms.

Other important information

Your data may be processed outside the European Economic Area, but this occurs based on standard contractual clauses, which ensure an adequate level of security for your personal data.

What rights do you have?

Your rights are outlined in Part I of this Privacy Policy.

To ensure the highest quality of services, we have appointed a Data Protection Officer, who can be contacted by sending an email to: [email protected].