Your Privacy Matters to Us
We're committed to keeping your info safe and being straight-up about how we use it
Last Updated: January 2024
Look, we get it - privacy policies can be super boring and filled with legal jargon. We've tried to make this one actually readable because we believe you deserve to know exactly what happens with your information when you stay with us or book through our site.
At Quintharion Vexis Hotel, protecting your personal data isn't just about following Canadian privacy laws (though we definitely do that). It's about respecting the trust you place in us when you choose our hotel for your stay. This policy covers everything we do with your information, whether you're browsing our website, making a reservation, or enjoying our facilities.
By using our services or website, you're agreeing to the practices described here. If something doesn't sit right with you, we'd love to hear about it - our contact details are at the bottom of this page.
We're not in the business of collecting data just for the sake of it. Everything we gather serves a purpose - mainly making sure your stay goes smoothly and meets your expectations.
We've got security cameras in public areas like the lobby, hallways, parking areas, and around the pool. These are there for everyone's safety and to protect against theft or other incidents. They're clearly marked, and we don't have cameras in private spaces like guest rooms or bathrooms - that'd be creepy and illegal.
Here's where your data goes and why we need it:
Processing your bookings, managing check-in/check-out, coordinating spa appointments, restaurant reservations, and handling any special requests you've made.
Charging your card, processing refunds, keeping transaction records for accounting purposes, and detecting fraudulent activity.
Sending booking confirmations, pre-arrival emails, during-stay messages, post-stay surveys, and responding to your inquiries or concerns.
Remembering your preferences for future visits, suggesting services you might enjoy, and tailoring our communications to what interests you.
Understanding what's working and what's not, testing new features, analyzing booking patterns, and making data-driven decisions about our services.
Sending you promotional offers, newsletters, and special event invitations - but only if you've said yes to receiving these.
Meeting Canadian legal requirements, preventing fraud, responding to legal requests, and ensuring everyone's safety on property.
Maintaining booking history, financial records, and guest profiles as required by law and for operational purposes.
Security's a big deal for us. We've invested in multiple layers of protection to keep your information from falling into the wrong hands:
All data transmitted between your device and our servers is encrypted using industry-standard SSL/TLS protocols
Only authorized staff can access guest data, and they're trained on privacy practices
Our data is stored on secure Canadian servers with regular backups and monitoring
We also regularly update our security measures, conduct audits, and test for vulnerabilities. That said, no system is 100% hack-proof. If there's ever a data breach that affects your information, we'll notify you promptly as required by Canadian law.
Keep your booking confirmation numbers and account passwords private. Don't share them in emails or over the phone unless you initiated the contact. If you get a suspicious email claiming to be from us, forward it to us before clicking anything.
Under Canadian privacy laws (including PIPEDA), you've got several rights regarding your personal information. Here's what you can do:
Request a copy of all the personal information we have about you. We'll provide it in a readable format within 30 days.
If something's wrong in your profile or booking history, let us know and we'll fix it promptly.
Ask us to delete your data. We'll honor this unless we're legally required to keep certain records (like financial transactions).
Unsubscribe from promotional emails anytime by clicking the unsubscribe link or contacting us directly.
Get your data in a format that you can transfer to another service provider if you want.
Challenge how we're using your information if you think it's not justified or appropriate.
Send your request to privacy@quintharionvexis.info or call us at (604) 555-0147. We'll need to verify your identity first (to make sure we're not handing your info to someone else), then we'll process your request within 30 days.
If you're not satisfied with how we handle your request, you can file a complaint with the Office of the Privacy Commissioner of Canada.
Our services aren't directed at kids under 16, and we don't knowingly collect personal information from children. If you're booking a family stay, the adult making the reservation is responsible for any information provided about children in the party.
If we discover we've accidentally collected data from a child without proper parental consent, we'll delete it as quickly as possible. Parents or guardians who believe we might have information about their child can contact us to have it removed.
We might update this privacy policy from time to time - whether that's because of new legal requirements, changes in how we operate, or feedback from guests like you. When we make significant changes, we'll let you know through:
We'd encourage you to check back occasionally to stay informed. Continuing to use our services after we've posted changes means you're accepting the updated policy.
If anything in this privacy policy is unclear, or if you've got concerns about how we're handling your information, please reach out. We'd much rather address your questions directly than have you wondering.