Privacy Statement

1. Introduction

Hotel Cocoon (hereinafter “the Hotel”, “we” or “us”) attaches great importance to your privacy and processes your personal data with the utmost care, in accordance with applicable law, including the General Data Protection Regulation (GDPR).

This privacy statement explains what data we collect, why we collect it, how we process it and what rights you have.

2. Who is responsible for processing?

The controller is:
Hotel Cocoon
Van Iseghemlaan 21-25, 8400 Oostende
info@hotelcocoon.be
+32 59 80 40 82
Company number: BE 0717.650.639

For questions about this privacy statement, please contact us at info@hotelcocoon.be.

3. What personal data do we collect?

We process the following personal data depending on your interaction with our hotel:

When making a reservation

Name and first name
Contact information (e-mail, phone number, address)
Payment details
Preferences and special requests (such as dietary requirements)
Identity information (at check-in)

When using our website

IP address
Cookies and tracking data (see our cookie statement)
Browser and device data

When signing up for newsletters or promotions

Name
Email address
Preferences (e.g., type of offers)

When applying for jobs

CV and cover letter
Educational and work experience

4. Why do we process this data?

We process your data only for legitimate purposes:

Target	Legal basis (AVG).
Management of reservations and stays	Contractual necessity
Payment processing	Legal obligation
Marketing and newsletters (with permission)	Permission
Improving our website and services	Legitimate interest
Legal obligations (such as guest registration)	Legal obligation
Job applications and personnel management	Consent/contractual necessity

5. With whom do we share your data?

We only share your personal data with:

External booking platforms (if you book through them)
Payment service providers and banks
IT service providers (hosting, security)
Government agencies if required by law

We never sell or rent your information to third parties.

6. How long do we keep your data?

We do not keep your personal data longer than necessary for the purpose for which it was collected. For example:

Reservation data: 7 years (accounting requirements)
Marketing Data: Until you unsubscribe
Applications: 6 months after rejection

7. Your Rights

You have the following rights regarding your personal data:

Right of access: You may request your data from us.
Right to correct: You can have incorrect data corrected.
Right to erasure: You may ask us to erase your data (if permitted by law).
Right to object: You can object to marketing or certain processing.
Right to portability: You may request to receive your data in a machine-readable format.
Right to file a complaint with the Data Protection Authority.

You can exercise your rights by contacting us at info@hotelcocoon.be.

8. Security of your data

We take appropriate technical and organizational measures to protect your data from loss, theft and unauthorized access.

9. Cookies

Our website uses cookies. For more information, please see our cookie statement.

10. Changes to this privacy statement.

We may update this privacy statement as needed. The latest version is always available on our website.

Last updated: 26/02/2025