1. Data Controller
The controller of your personal data is JUPICO SP. Z O. O., ul. Grunwaldzka 89, 81-771 Sopot, Poland (VAT no. PL5223025459, KRS: 0000549172), operator of Green Loft Gdynia aparthotel at ul. Sambora 37, 81-235 Gdynia.
For any data protection enquiries, please contact us at recepcja@greenloft.pl or by post to the registered address above.
2. What data we process and why
| Purpose | Data categories | Legal basis | Retention period |
|---|---|---|---|
| Reservation and stay management | Name, email, phone, ID document, payment details | Art. 6(1)(b) GDPR — contract performance | 5 years from end of stay |
| VAT invoice issuance | Company name, VAT number, address | Art. 6(1)(c) GDPR — legal obligation | 5 years (tax law) |
| Complaints and claims handling | Contact details, incident description | Art. 6(1)(f) GDPR — legitimate interest | Up to 3 years from end of stay |
| Marketing communications (newsletter) | Email address | Art. 6(1)(a) GDPR — consent | Until consent is withdrawn |
| Website analytics (cookies) | Technical data, IP address | Art. 6(1)(a) GDPR — consent | Up to 2 years or until consent withdrawn |
| CCTV surveillance of property | Image (video recording) | Art. 6(1)(f) GDPR — legitimate interest (security) | 30 days |
3. Data recipients
Your data may be shared with the following categories of recipients:
- Booking systems — Profitroom (booking engine), Booking.com, Expedia, Trivago
- Property Management System — KWHotel
- Payment processors — Polcard, card payment operators
- Google — Google Analytics, Google Workspace (email)
- IT services and hosting — SeoHost (website hosting)
- Public authorities — where required by law
Data is not transferred outside the European Economic Area without appropriate legal safeguards.
4. Your rights
Under GDPR, you have the following rights:
- Right of access — you may request information about data we hold about you
- Right to rectification — you may request correction of inaccurate data
- Right to erasure — you may request deletion of your data ("right to be forgotten")
- Right to restriction — you may request that processing be suspended
- Right to data portability — you may receive your data in a structured format
- Right to object — you may object to processing based on legitimate interest
- Right to withdraw consent — at any time, without affecting prior processing
- Right to lodge a complaint — with the Polish data protection authority (UODO), ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl
To exercise any of the above rights, contact us at recepcja@greenloft.pl. We will respond within 30 days.
5. Cookies
The website greenloft.pl uses cookies for the following purposes:
- Essential — required for the website to function (session cookies, language preferences)
- Analytical — Google Analytics — measure website traffic (require consent)
- Functional — remember user preferences (require consent)
You can manage cookies in your browser settings or withdraw consent via the cookie banner on the website.
6. Data security
The Controller implements appropriate technical and organisational measures to ensure data security, including SSL/TLS encryption, access controls and regular backups.
7. Changes to this policy
We reserve the right to update this Privacy Policy. The current version is always available at greenloft.pl/en/privacy. Last updated: 1 May 2026.