Privacy Policy
1. About this policy
This privacy policy describes what personal information Hotel Marselis collects and how such data is processed, including the purposes of the processing, the legal basis relied upon, possible data sharing, and applicable retention periods. The policy also outlines the rights available to individuals under data protection law.
The policy applies to the use of the Hotel Marselis website and to all services provided by the Hotel, including accommodation, restaurant services, meeting and conference facilities, and other related services.
2. Who is the data controller?
Hotel Marselis is operated by Aktieselskabet II of 8.12.2025 (CVR 46119355), which is the data controller for the processing of personal data in connection with our services (Herinafter called “Hotel Marselis”, “the Hotel” or “we/our/us”.
Our contact information:
Hotel Marselis
Strandvejen 25
8000 Aarhus
Email: mail@hotelmarselis.com
Phone: (+45) 86 14 44 11
3. Collection and use of your personal data
3.1. Reservations
3.1.1. Hotel reservation
When you book a hotel room as well as any additional products and services (e.g. parking), we process your personal data in order to complete and administer your stay. This applies regardless of whether the booking is made via our website, a travel agency, an online booking portal or directly with the hotel.
Categories of personal data:
• Contact information (e.g. name, address, email and telephone number)
• Payment Information
• Information related to your reservation and purchase (e.g. room type, type of stay (private or business), period of stay, and purchase of additional services)
• Special categories of personal data (e.g. health data if necessary to meet special needs during the stay)
Legal basis for the processing:
• GDPR Article 6(1)(b) (Processing is necessary for the performance of a contract to which the data subject is a party).
• GDPR Article 9(2)(a), cf. GDPR Article 6(1)(a) (Explicit consent of the Data Subject).
3.1.2. Meeting and conference booking
If you book a meeting room with us, either directly or through one of our partners, we process personal data for the purpose of completing and administering your event, including following up and collecting payment.
Categories of personal data that may be processed:
• Contact information (e.g. name, address, email and telephone number)
• Payment Information
• Special categories of personal data (e.g. health data, to the extent necessary to meet special needs such as allergies or ensure relevant treatment in connection with the booking)
Legal basis for the processing:
• GDPR Article 6(1)(b) (Processing is necessary for the performance of a contract to which the data subject is a party)
• GDPR Article 9(2)(a), cf. GDPR Article 6(1)(a) (Explicit consent of the Data Subject).
3.2. Registration card
In order for Hotel Marselis to comply with the Danish regulations, all guests must fill out a registration card.
Categories of personal data that may be processed:
• Contact information (e.g. name, address and country)
• Arrival and departure dates
• Passport number, CPR number or similar
• Signature
Legal basis for the processing:
• GDPR Article 6(1)(c) (The processing is based on our obligation to comply with a legal obligation which we are subject to).
3.3. Customer inquiries
When you contact Hotel Marselis, we process the information you share with us. We use this information to assist you in the best possible way and follow up on your inquiries.
We encourage you not to send sensitive personal data, such as health information or social security number, unless necessary. Where such information is necessary, the information should be sent in encrypted form.
Categories of personal data that may be processed:
• Contact information (e.g. name, address, email and telephone number)
• Reservation details
• The content of your enquiry and any appendices that you attach
Legal basis for the processing:
• Article 6(1)(b) (Processing is necessary to handle your enquiry in connection with a reservation or other agreement with us).
• Article 6(1)(f) (Our legitimate interest in being able to provide services and handle correspondence in an efficient manner)
3.4. Use of cookies and similar technologies
When you visit our website, we may use cookies and similar technologies to collect information about how the site is used. The purpose of this is to ensure that the website works in the best possible way, to improve content and functions and to compile statistics.
If you have consented to marketing cookies, we may also use the information to show you relevant marketing, including targeted and personalised marketing, both on our own website and on other websites such as social media.
You can always object to our processing of your personal data for direct marketing purposes, including profiling, by contacting us at office@hotelmarselis.com.
Read more about the use of cookies in our Cookie Policy.
Categories of personal data that may be processed:
• IP address
• CookieID
• Device and system information (e.g., device type, operating system, aplication ID, unique device identifiers, and crash data)
• Overall location information (e.g., country)
• Information about your use of the website, including pages visited, clicks, navigation, time and duration of visits, and events related to booking and interaction with the website.
Legal basis for the processing:
• Information collected via cookies is processed for marketing purposes based on your consent, cf. GDPR Article 6(1)(a) (consent).
• Processing for other purposes is based on our legitimate interest in securing the functionalities of the website and in conducting analysis/statistics regarding user traffic, cf. GDPR Article 6(1)(f).
3.5. Social Media Profile
When you visit Hotel Marselis’ social media profiles, we can see and process the information you have chosen to share via your settings or that you share in direct messages. In addition, we can see your interactions with our content (e.g., your comments on our posts).
We use the information to communicate with you, to market Hotel Marselis and to measure the effectiveness of our marketing.
Categories of personal data that may be processed:
• Name or username
• The content of your comments or messages
Legal basis for the processing:
• Article 6(1)(f) (Processing is based on our legitimate interest in marketing Hotel Marselis to our followers on social media and responding to their inquiries).
3.6. Competitions
From time to time, Hotel Marselis organizes competitions via our social media profiles. If you choose to participate in a competition, we process the personal data you provide in connection with this. The purpose of this is to select and contact the winner and award prizes.
Categories of personal data that may be processed:
• Name or username
• Information you provide as part of the competition
Legal basis for the processing, unless otherwise stated in the terms and conditions of the competition:
• Article 6(1)(f) (Processing is based on our legitimate interest in organising competitions for the people who wish to participate).
3.7. Video surveillance and license plate recognition
At Hotel Marselis we use video surveillance to create a safe environment for both guests and employees. Surveillance typically takes place at entrances, parking areas and in common areas such as reception, pool area and bar.
The purpose of the surveillance is to prevent and solve crime, protect guests, employees and property, and to be able to handle incidents or disputes if they arise.
In addition, cameras have been set up, which are used for license plate recognition for the purpose of parking control.
Legal basis for the processing:
• Article 6(1)(f) (The processing is based on our legitimate interest in maintaining the safety and security of guests, employees and property, as well as in preventing and solving crime. With regard to license plate recognition, the processing is carried out on the basis of our legitimate interest in carrying out parking control).
3.8 Legal obligations
Hotel Marselis may be obliged to process your personal data if it follows from legislation or a decision from courts or public authorities. The processing is thus carried out in order to be able to fulfil the legal obligations to which we are subject – e.g. under tax and accounting legislation or in connection with inquiries or orders from the police or other authorities.
Legal basis for the processing:
– GDPR Article 6(1)(c) (The processing is based on our obligation to comply with a legal obligation which we are subject to).
4. Sharing and disclosure of personal data
In some cases, Hotel Marselis uses external suppliers and partners to provide services and process personal data on our behalf. This may be in connection with the operation and maintenance of IT systems, booking systems and marketing activities.
These suppliers are data processors and only process personal data according to our instructions and only for the purposes that we have determined. The processing takes place on the basis of a written data processing agreement, which ensures, among other things, that personal data is not used for the suppliers’ own purposes and that appropriate technical and organisational security measures are established.
In some cases, we also disclose personal data to other recipients who qualifies as data controllers. This can be, for example, authorities and payment solution providers. In addition, we have a joint data responsibility with social media providers for the data we process when you interact with our social media profiles.
If your personal data is transferred to data processors or data controllers outside the EU/EEA that are not covered by an adequacy decision, including the EU-US Data Privacy Framework, the transfer is ensured by applying the EU Commission’s Standard Contractual Clauses (SCCs) or other approved transfer bases that guarantee an adequate level of protection.
5. Storage
Your personal data will be retained for as long as necessary to fulfil the purpose for which it was collected, to establish, exercise or defend legal claims, or to comply with legal requirements, such as tax and accounting requirements. When this is no longer the case, the information is deleted.
Recordings from our video surveillance are generally stored for 14 days. However, the recordings can be stored for a longer period of time if they are to be used as documentation in a specific case/dispute.
You can also ask us to delete information we have registered about you. We will comply with your request unless we are legally required to retain the information or the information is relevant to an imminent or pending case/dispute.
6. Your rights
When we collect and use your personal data, you have a number of rights. If you want to exercise your rights, please contact us at office@hotelmarselis.com.
You can read more about your different rights below:
Right to withdraw consent
You always have the right to withdraw your consent to the processing of data with effect for the future. In the event of withdrawal, we will delete the data in question immediately, unless our processing may continue based on another legal basis. The withdrawal of your consent does not affect the lawfulness of the processing carried out based on the consent up to the point of withdrawal.
Right of access
One of the most important rights that you have is the right to request access to the data that we have registered on you. If you request access, we will provide you with a copy of your personal data.
Right to be forgotten
Another important right in terms of your relationship with us is that you have the right to be forgotten, meaning you can file a request asking that we delete the data that we have registered on you. We may not be able to delete all your personal data as we are required to continue to store certain data in order to comply with legal requirements or to establish, defend or exercise legal claims.
Right to object
You are entitled to object to the processing of your personal data on certain grounds. For example, you can object to the processing of your personal data for direct marketing purposes, including profiling.
Right to rectification
If you believe that the data we have registered on you is inaccurate or incomplete, please let us know and we will make sure to update your information.
Right to restriction
In combination with some of your other rights you can also request that we restrict the use of your personal data, e.g. instead of full erasure or during our assessment of your objection.
Right to data portability
You can file a request asking us to supply you with the personal data that you have provided to us in a structured, commonly used and machine-readable format and to transmit the data directly to a specific recipient.
7. Complaint
If you are dissatisfied with the way we process your personal data, you are welcome to contact us at office@hotelmarselis.com.
You also have the right to file a complaint with the Danish Data Protection Agency, Carl Jacobsens Vej 35, 2500 Valby, Tel.: 33 19 32 00, E-mail: dt@datatilsynet.dk, www.datatilsynet.dk.