AKOSOMBO HOTELS LIMITED (VOLTA HOTEL AKOSOMBO)

Akosombo Hotels Limited is committed to providing quality service to our guests, potential customers, business partners, employees and future employees, respect the privacy of all our internal and external customers and business partners, and treat all personal information as confidential.

This personal data privacy policy (the “policy”) applies to personal data and information regarding guests and other individuals with whom we do business with and to the management of that data and information in any form, whether electronic or written.

This policy gives effect to our commitment to protect your personal information and has been adopted by all of the hotel. We limit the collection, use and retention of the data to the specific information we need for legitimate purposes to administer our business, to provide you with quality service and offer various products or services from Volta Hotel Akosombo.

Collection of personal information

The term “personal data” in this policy refers to personal information which we, in the process of providing you with a particular service, may ask you to voluntarily supply to us.  The types of personal data we process include: name, title, gender, contact details (including but not limited to email address, mailing address, mobile phone number, telephone number and fax number etc.); date and place of birth, nationality, passport number, identification number and visa information; credit card information including name of cardholder, credit card number and expiry date; loyalty program membership information, online user account details, profile or password details and any frequent flyer or travel partner program affiliation; any information necessary to fulfill special requests on hotel arrangement; information you provide regarding your marketing preferences or in the course of participating in surveys, contests or promotional offers; information collected through the use of closed circuit television systems, card key and other security systems; contact and other relevant details concerning the employees of corporate accounts and vendors and other individuals with whom we do business (e.g., travel agents or meeting and event planners); and in limited cases, information relating to the credit of customers.

We collect personal data to deliver superior quality of service.  Specific purposes include, but are not limited, to the following:

• Guest reservations and/or requests for information or services
• Payment processing
• Product and services sales
• Membership program subscription
• Sales calls and appointments
• Communication facilitation
• Marketing and promotions planning and execution
• Market research and analysis
• Customer satisfaction and quality assurance surveys
• Credit application
• Safety and security
• Legal and regulatory requirements

Data we collect and how we use it:

When you request a particular service from us or otherwise interact with Volta Hotel Akosombo, we will ask you to voluntarily provide us with data that we need. For example, if you would like us to make a reservation at our hotels, we will request for data such as your name, address, telephone number, e-mail address and credit card information for payment purposes (including credit card number, code and expiry date). We will use your e-mail address to send an e-mail confirmation of your booking and a pre-arrival message summarizing your confirmation details and preferences. Such pre-arrival message will include other information about the hotel, the area and the weather.

The same types of information would be requested when you complete any purchase of discovery gift certificates or merchandise, or make online enquiries. For hotel reservations, we may also ask for your travel details (including flight number, arrival and departure dates and time, as well as country/point of origin and destination) and room preferences to better prepare ourselves for your arrival and to serve you better before your departure.

Making a reservation and check-in at Volta Hotel Akosombo

The data that you provide to us for making a reservation is made available to the reservation department for the purpose of completing your reservation request. We may also need to collect information as required by local laws such as passport numbers, type of entry visa, and driver’s license. Upon check-in, your data will be verified by our staff and you will be requested to indicate whether you wish to opt in and receive hotel promotional literature. At times, we may make certain data available to strategic business partners such as mail houses and e-mail service providers for the sole purpose of mailing and dissemination of promotional materials for Volta Hotel Akosombo. Data will not be shared with third parties for their own marketing purposes.

During your stay at a Volta Hotel Akosombo

We record your itemized spending to properly assemble your folio during your stay, which includes your room rate and other expenses billed to your room. We also record this information to comply with financial reporting requirements and those imposed by our auditors and government authorities. In order to assure your future comfort and attention to your individual needs, other stay specific information may also be stored in the property management system at the particular hotel, such as your food and beverage preferences and other special requests.

Making a purchase on our website

When making a purchase such as a gift certificate or a discovery merchandise, you will be asked to complete a form that includes your name, e-mail address, delivery address and credit card details for payment purposes. When the form is complete, your credit card number will be verified using a checking sequence to complete the transaction. Purchasing transactions are assisted by third party processors who are required by contract to protect the privacy of your data.

Accessing our website from a web-enabled mobile devices

You can access our website from a web-enabled mobile device to find our hotel. You can make a reservation from a web-enabled device. When you make a reservation, you may need to provide certain data such as name, e-mail address and credit card information for guarantee purposes.

Unsecure communication

It is important to note that all e-mail communication is not secure. There 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 website. We recommend that you do not include any sensitive information including credit card details when using e-mail or using any public computers/public Wi-Fi. Our e-mail responses to you may not include any sensitive or confidential information. Please bear in mind that no security system or system of transmitting information over the internet is guaranteed to be secure.

To be prudent, it is advisable to always close your browsers when you have finished completing a form or a reservation. Although the session will automatically terminate after a short period of inactivity, it is easier for a third party to gain access to your profile whilst you are logged onto our website and making a reservation.

We reserve the right to disclose any personal data and information when compelled to do so by a court of law or requested to do so by a governmental entity or if we determine it is necessary or desirable to comply with the law or to protect or defend our rights or property. We also reserve the right to retain information collected and to process such information to comply with accounting and tax rules and regulations.

We may share aggregated demographic information with business partners, affiliates or other entities. This aggregate information is not linked or traceable to any personally identifiable information about you. Except as described herein, we do not permit the sale or transfer of personally identifiable information to third parties.

Data storage

We store certain customer information and reservation details in our customer information system and reservation system. Both systems are secure customer databases stored on a dedicated server located in a data centers hosted by a third party service provider. The stored database includes data such as guest name, address, phone numbers, position, company name and credit card information. We may also store other information such as your room, food and beverage, other service preferences and transaction history. This information may be shared within our group individual hotels to better anticipate your needs prior to and during your stay.

We implement it and network security policies to protect your data from unauthorized access limited by the capability of it and network equipment we utilize. Our server resides behind firewalls to protect the data collected from you against unauthorized or accidental access. Because laws applicable to personal information vary by country, our hotels or other business operations may put in place additional measures that vary depending on the applicable legal requirements.

In our marketing database

We maintain a customer database which is used for marketing, promotion and research, understanding and analyzing customer behavior and customer profiling to improve our services. You will receive marketing and promotional materials if you have already given your express and specific consent in some data collection forms. You may elect to unsubscribe from receiving future e-mail promotions at any time.

Secure transmission and storage of data

We treat all data that you provide to us as confidential information. To prevent data from unauthorized access or leakage, we have adopted and regularly monitor our group’s security and data privacy policies and procedures. This ensures that your sensitive data is encrypted as it travels over the internet. You will know that you are in a secure mode when the security icon (such as a lock) appears in the computer screen.

Direct marketing

We intend to use your personal information (including your name, address, telephone numbers, email and other contact details) to send you marketing communications such as direct-mail, email, telephone calls and sms containing news, offers, promotions, events, to be offered by us or by our business partners in relation to the following classes of products and services:

Travel, transportation, retail, food and beverage, credit cards, financial and investment services, real estate, entertainment, publications, fashion and jewellery, leisure and sports, health and wellness, non-profit and charitable activities, telecommunications, social networking, media and public relations.

Our commitment to data security

To maintain the accuracy of your personal data, as well as preventing unauthorized access to and ensuring the correct use of your personal data, we have carried out appropriate physical, electronic and managerial measures to safeguard and secure the personal data we collect. These measures are subject to ongoing review and monitoring. Whilst we make every effort to protect your personal data, no security measures can guarantee that your personal data and information will not be subject to interference, misuse or hacking and we shall not be responsible for any loss, misuse or alteration arising as a result of such incidents.

How long will data be retained for?

Your data will be stored for the period of time required or permitted by law in the jurisdiction of the operation holding the information. However, information that is stored on my discovery may be edited and deleted by users of such service at any time.

Data may be stored by Akosombo Hotels Limited and other group operations as long as required for the business purpose for which these data are processed.

Notifications in the event of breach

In the unlikely event of a data breach, we are prepared to follow any laws and regulations which would require us to notify you of the disclosure of private information.