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Privacy Policy HMA Immobilien GmbH

1. General Information

The controller responsible for data processing is:

HMA Immobilien GmbH
Gutleutstraße 165–171
60327 Frankfurt am Main
Germany
Email: info@hma-immobilien.de
Phone: +49 151 50949729

This Privacy Policy applies to the apartments, boardinghouses and accommodation establishments operated by HMA Immobilien GmbH, as well as to the associated websites, booking processes and services.

This Privacy Policy provides information about which personal data is processed in connection with the use of our websites and online services, contacting us, booking a stay, and the performance and administration of the respective accommodation relationship.

This Privacy Policy applies regardless of which accommodation establishment operated by HMA Immobilien GmbH is booked or used for the stay.

2. General Information on Data Processing

We process personal data only to the extent necessary to provide our websites and online services, process enquiries, manage bookings, administer stays, process payments, issue invoices, or comply with legal obligations.

Personal data means any information relating to an identified or identifiable individual. This includes, in particular, names, addresses, contact details, booking data, payment data, stay-related data and technical usage data.

Processing is carried out in particular on the basis of Art. 6(1)(b) GDPR for the implementation of pre-contractual measures and the performance of contracts, Art. 6(1)(c) GDPR for compliance with legal obligations, and Art. 6(1)(f) GDPR on the basis of legitimate interests, in particular our interest in the secure and efficient operation of our websites, booking processes and accommodation establishments.

Where consent is required, processing is carried out on the basis of Art. 6(1)(a) GDPR. Consent that has been given may be withdrawn at any time with effect for the future.

3. Processing of Data When Using the Website

When you visit our websites, data transmitted automatically by your browser is processed for technical reasons. This may include in particular:

  • date and time of access,
  • page or file accessed,
  • browser used,
  • operating system used,
  • IP address,
  • referrer URL,
  • amount of data transferred,
  • access status.

This data is processed in order to provide the websites technically, ensure system security, identify disruptions and ensure proper operation.

Processing is carried out on the basis of our legitimate interest pursuant to Art. 6(1)(f) GDPR.

4. Cookies and Technically Necessary Functions

Our websites and booking processes may use cookies or comparable technologies. Cookies are small text files that are stored on the user's device.

Technically necessary cookies are used to provide essential functions of the websites and booking processes. These include, in particular, page display functions, language settings, booking processes, security and session management.

Where cookies or comparable technologies are not technically necessary, they are used only on the basis of consent.

4a. Protection of Forms Using Cloudflare Turnstile

We use Cloudflare Turnstile to protect our online forms against automated submissions, misuse and spam.

Cloudflare Turnstile is used to determine whether a form request is made by a natural person or legitimate user rather than by an automated system.

As part of this security check, technical information may be processed, including in particular:

  • IP address,

  • information about the browser and operating system used,

  • device and connection information,

  • time and technical details of the request,

  • technical interaction and security information.

This processing is carried out to protect our website and forms against abusive or automated use and to ensure the security and proper functioning of our online services.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is the protection of our online services, the prevention of spam and misuse, and the reliable processing of legitimate enquiries.

The provider of the service is Cloudflare, Inc., 101 Townsend St, San Francisco, CA 94107, USA.

In connection with the use of Cloudflare Turnstile, personal data may be processed outside the European Union or the European Economic Area. Where data is transferred to a third country, we ensure compliance with the applicable data protection requirements and appropriate safeguards.

5. Contacting Us

If you contact us by email, telephone, contact form or by other means, we process the data you provide in order to handle your enquiry.

This may include in particular:

  • name,
  • email address,
  • telephone number,
  • content of the enquiry,
  • booking number, if available,
  • other information voluntarily provided.

Processing is carried out for the purpose of handling your enquiry, implementing pre-contractual measures or performing a contract pursuant to Art. 6(1)(b) GDPR, as well as on the basis of our legitimate interest in proper communication pursuant to Art. 6(1)(f) GDPR.

6. Booking and Stay

If you book a stay at an accommodation establishment operated by HMA Immobilien GmbH, we process the data required for the booking and performance of the stay.

This may include in particular:

  • first and last name,
  • address,
  • email address,
  • telephone number,
  • booking data,
  • period of stay,
  • apartment or apartment category booked,
  • number of guests,
  • rate and payment conditions,
  • payment and guarantee data,
  • invoice data,
  • communication data,
  • special information that you voluntarily provide during the booking process.

The data is processed for the performance of the accommodation agreement, management of the booking, communication with the Guest, provision of self-check-in, payment processing, invoicing and compliance with legal obligations.

The legal basis is, in particular, Art. 6(1)(b) GDPR. Where statutory retention or documentation obligations apply, processing is additionally carried out on the basis of Art. 6(1)(c) GDPR.

7. Self-Check-in and Access Codes

Where check-in at an accommodation establishment operated by HMA Immobilien GmbH is carried out as a self-check-in, we process data required to identify the booking, provide access information and administer the stay.

This may include in particular:

  • name of the Guest,
  • booking number,
  • contact details,
  • period of stay,
  • apartment allocation,
  • access information or access codes,
  • check-in status.

Processing is carried out for the performance of the accommodation agreement pursuant to Art. 6(1)(b) GDPR and on the basis of our legitimate interest in secure and efficient operations pursuant to Art. 6(1)(f) GDPR.

8. Payment Processing and Credit Card Guarantee

A valid credit card may be required for bookings. Payment and guarantee data is processed to secure the reservation, process payments and settle charges for booked services.

This may include in particular:

  • name of the cardholder,
  • payment status,
  • booking amount,
  • invoice data,
  • transaction data,
  • information relating to authorization or charging.

Complete credit card details are not permanently stored by us where payment processing is carried out through external payment service providers or booking systems.

Processing is carried out for the performance of the accommodation agreement pursuant to Art. 6(1)(b) GDPR and for the purposes of legitimate interests pursuant to Art. 6(1)(f) GDPR, in particular to secure outstanding claims, damages or additional costs.

9. Use of Apaleo

We use the Apaleo Property Management System to manage bookings, availability, prices, reservations, guest data, payment information and invoicing processes.

In connection with the use of Apaleo, personal data required for the booking, performance and billing of the stay may be processed.

This may include in particular:

  • Guest master data,
  • contact details,
  • booking data,
  • stay-related data,
  • payment and invoice data,
  • communication data,
  • reservation status information.

Processing is carried out for the performance of the accommodation agreement pursuant to Art. 6(1)(b) GDPR, compliance with legal obligations pursuant to Art. 6(1)(c) GDPR, and on the basis of legitimate interests in the efficient management of our operations pursuant to Art. 6(1)(f) GDPR.

10. Use of Like Magic / IBE

We use the Internet Booking Engine (IBE) provided by Like Magic for our online booking processes. Through the booking process, guests can check availability, view prices and make bookings.

In connection with the use of the booking process, personal data required to complete the booking may be processed.

This may include in particular:

  • name of the Guest,
  • contact details,
  • stay-related data,
  • services booked,
  • payment and guarantee data,
  • technical usage data,
  • booking status.

Processing is carried out for the implementation of pre-contractual measures and the performance of contracts pursuant to Art. 6(1)(b) GDPR, as well as on the basis of our legitimate interest in providing a secure and functional online booking process pursuant to Art. 6(1)(f) GDPR.

11. Invoicing and Accounting

We process the data required for invoicing, allocation of payments, tax documentation and accounting.

This may include in particular:

  • name and address,
  • company details for corporate customers,
  • billing address,
  • booking and service data,
  • payment data,
  • tax-relevant information.

Processing is carried out for the performance of contracts pursuant to Art. 6(1)(b) GDPR and for compliance with legal obligations pursuant to Art. 6(1)(c) GDPR.

12. Recipients of Personal Data

Where necessary, personal data may be disclosed to the following recipients:

  • IT service providers,
  • hosting service providers,
  • booking and PMS system providers,
  • payment service providers,
  • tax advisers and accounting service providers,
  • cleaning and service providers, where required for the stay,
  • authorities and public bodies, where required by law,
  • other service providers required for the operation of our business.

Data is disclosed only where necessary for the purposes stated above, where there is a legal obligation, where consent has been given, or where a legitimate interest exists.

13. Transfer of Data to Third Countries

Personal data may be processed outside the European Union or the European Economic Area where service providers or technical systems used by us carry out corresponding processing activities.

In such cases, we ensure that appropriate safeguards are in place to provide an adequate level of data protection, in particular through adequacy decisions of the European Commission, EU Standard Contractual Clauses or other safeguards provided for by law.

14. Storage Period

Personal data is stored only for as long as necessary for the respective purposes.

Data processed for the performance of a contract is stored for the duration of the contractual relationship and thereafter in accordance with statutory retention periods.

Business correspondence, invoices and accounting-related documents are generally stored for the retention periods prescribed by law.

Where no statutory retention obligations apply, personal data is deleted once the purpose of the processing no longer applies.

15. Rights of Data Subjects

Data subjects have the following rights in accordance with the applicable statutory provisions:

  • right of access to the personal data being processed,
  • right to rectification of inaccurate data,
  • right to erasure,
  • right to restriction of processing,
  • right to data portability,
  • right to object to certain processing activities,
  • right to withdraw consent with effect for the future.

You may contact us at any time to exercise these rights.

Contact:

HMA Immobilien GmbH
Gutleutstraße 165–171
60327 Frankfurt am Main
Germany
Email: info@hma-immobilien.de
Phone: +49 151 50949729

16. Right to Lodge a Complaint with a Supervisory Authority

Data subjects have the right to lodge a complaint with a data protection supervisory authority if they believe that the processing of their personal data infringes applicable data protection law.

17. Current Version of this Privacy Policy

This Privacy Policy applies in its current version.

It applies to the apartments, boardinghouses and accommodation establishments operated by HMA Immobilien GmbH, as well as to the associated websites, booking processes and services.

We reserve the right to amend this Privacy Policy if technical, legal or organizational changes occur.