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.
Data protection contact: recepcja@greenloft.pl
2. Purposes and legal bases for processing
- Contract performance (Art. 6(1)(b) GDPR) — handling reservations, check-in, providing accommodation and ancillary services
- Legal obligations (Art. 6(1)(c) GDPR) — issuing VAT invoices, maintaining guest registers, tax obligations
- Legitimate interests (Art. 6(1)(f) GDPR) — property security (CCTV), pursuing and defending legal claims, internal statistics
- Consent (Art. 6(1)(a) GDPR) — sending marketing communications (newsletter), analytical and functional cookies
3. Categories of personal data processed
- Identity data: name, date of birth, ID document number
- Contact data: email address, phone number
- Payment data: card details (pre-authorisation), invoice data
- Stay data: arrival and departure dates, number of guests, room number
- Technical data: IP address, cookies (website)
- Image data: CCTV footage (retained for max. 30 days)
4. Data recipients
Data may be shared with: booking systems (Profitroom, Booking.com, Expedia), property management system (KWHotel), payment processors (Polcard), IT service providers (SeoHost, Google), and public authorities as required by law.
Data is not transferred outside the European Economic Area without appropriate safeguards.
5. Retention periods
- Reservation and stay data — 5 years from end of stay
- Invoices and accounting documents — 5 years (tax law requirements)
- CCTV footage — 30 days
- Marketing data (newsletter) — until consent is withdrawn
- Claims data — until the limitation period expires (max. 3 years)
6. Your rights
Under GDPR you have the right to:
- access your data and receive a copy
- rectification (correction) of inaccurate data
- erasure of your data ("right to be forgotten")
- restriction of processing
- data portability
- object to processing
- withdraw consent at any time (without affecting prior processing)
- lodge a complaint with the Polish supervisory authority (UODO), ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl
To exercise any of these rights, write to: recepcja@greenloft.pl. We will respond within 30 days.
7. Voluntary nature of data provision
Providing personal data necessary for a reservation and stay is voluntary but required to conclude and perform the contract. Failure to provide data prevents the provision of services. Providing data for marketing purposes is voluntary and has no effect on service provision.
8. Automated decision-making
Guest personal data is not subject to automated decision-making, including profiling, that produces legal effects or similarly significantly affects guests.