Portobelo Hotels Privacy Policy

Personal data processing policy of Portobelo Sai Sas hotels

• HOTELES PORTOBELO SAI SAS, with registered address in the city of San Andrés, at AV. COLOMBIA No. 5A – 69 and email address correspondencia@hotelesportobelo.com, which for the purposes of these policies will be referred to as the company that makes known the policies of use, privacy, processing and confidentiality of personal data, which apply to all users, guests, clients and natural persons who have provided their personal data, who are the owners of personal data that has been acquired by the company by virtue of commercial agreements, conventions, cooperations and/or alliances, who acquire any product or service with the company through any existing channel, in which the rights that users and/or clients have to know, update and rectify the information that iscopIlen about them in databases or files and the right to information.
• The company may request personal data and any information linked to or that may be associated with users and/or clients from users and/or clients, always referring to it as personal data, but sensitive data is not requested, nor is any data of that nature included in the records.
• Taking into account the Privacy policies, by using or accessing the hotel or by providing their Data and information, users and/or clients express their authorization and express consent for the company to carry out the processing of the personal data and information provided.

1. INFORMATION PROCESSING

• The information and data provided by reservation holders is primarily intended to provide tourist services, as well as to offer products and services, send promotions, and for general processing related to this, and also for the following purposes:
• To establish fluid, current, and repeated communication regarding services, products, promotions, programming, and everything related to the company's purpose. To carry out marketing, promotional, and/or advertising activities, whether for ourselves or third parties, on a recurring basis; sales; invoicing; collection management; payment processing; scheduling; market research; service improvement; verifications and inquiries; monitoring; customer behavior and habits; enabling payment methods; fraud prevention; and any other activity related to current and future products and services, for the fulfillment of contractual obligations and the company's purpose. Users and/or clients expressly authorize these communications to be sent through any means of communication, including virtual platforms, social media, email, voice, SMS, and any other method developed for the mass or personalized distribution of information.
• To evaluate the quality of products and services, and to conduct studies on consumption habits, preferences, purchase intent, product testing, concept testing, service evaluation, satisfaction, and other aspects related to services and products. To take all necessary steps to fulfill the obligations inherent to the services and products contracted with the company. To comply with the obligations undertaken with clients, users, suppliers, partners, subsidiaries, distributors, subcontractors, outsourcing providers, and other public and/or private third parties directly or indirectly related to the company's business purpose.
• To inform you about changes to products and services related to the company's ordinary course of business. The data provided by the reservation holder may be processed, collected, stored, used, circulated, deleted, shared, updated, and transmitted, in accordance with the terms and conditions of the Privacy Policies mentioned above, as applicable, primarily to enable the provision of its services, for reporting to regulatory and supervisory authorities, and also for administrative, commercial, advertising, and contact purposes with the data subjects.
• The data subject, once he has granted the corresponding express and prior authorization, empowers HOTELES PORTOBELO SAI SAS, or whoever represents his rights, to consult, request, supply, report, process and disclose all information that refers to his credit, financial, commercial, and service behavior to the different risk centers or financial behavior consultation mechanisms in Colombia or in a different country.
• HOTELES PORTOBELO SAI SAS may provide the personal contact details of reservation holders to the airlines, so that the air transport operators can contact them to notify them of any changes, updates or adjustments to flight schedules.
• HOTELES PORTOBELO SAI SAS may transfer or share the personal contact data of the owners with allied companies, for the purpose of sending them commercial information of all types of products and services through emails, data messages and telephone calls.
• As a security principle, the privacy of data and information is paramount. Therefore, this information will only be used to provide better service to our clients, tailored to their interests and needs. For this reason, physical, electronic, and administrative security measures have been designed and implemented to protect the information that is collected.copIn accordance with the Privacy Policy, these security measures are frequently reviewed to protect against unauthorized access, viewing, or use, alteration, loss, disclosure, and misuse of your information, and to maintain the accuracy and integrity of that information.
• Payment information is used to request payment authorization from the relevant entities. Therefore, information provided by users and/or clients, such as personal data, is never stored or recorded. Whenever this type of information is shared with a third party or authorized entity, confidentiality agreements are signed, and users and/or clients authorize this processing.
• Due to applicable security measures, no information related to credit and/or debit cards, or any other electronic means of payment, will ever be stored or saved. Therefore, the user and/or client is obligated to enter all the data relating to the card or means of payment that they will use, each time they make a transaction at the hotel.
• The information provided by the user and/or client to access the hotel will not be disclosed in any way by the company. However, the user and/or client expressly authorizes the company to use this information for any legal purpose, commercial use, development, communication, as well as to share, assign, and transfer personal data with any third-party entity or company that is responsible for or in charge of processing data and information. This express authorization granted by the data subject to carry out the processing of personal data also extends to these third parties.

• Personal Data Protection Officer

It is the natural person who assumes the function of coordinating the implementation of the legal framework in the protection of personal data, who supervises the processing of requests from the Holders, for the exercise of the rights referred to in Law 1581 of 2012 designated by the Habeas Data Committee of the company.

• Area in charge of Requests, Inquiries and Claims of Personal Data

The area responsible for handling requests, inquiries and complaints from reservation holders to exercise their rights to know, update, rectify and delete their data and revoke their authorization is the Customer Service (SAC).    

• Means to Exercise the Rights of Access, Withdrawal and Rectification of Personal Data
• The client and/or user has the right at any time to revoke the authorization for the processing of data and/or request the deletion, updating, rectification and access to their data authorized for processing by sending an email to correspondencia@hotelesportobelo.com – HOTELES PORTOBELO SAI SAS will respond to the request within the period stipulated by Law 1581 of 2012. When it is not possible to address the inquiry within said period, the client will be notified promptly, stating the reasons for the delay and indicating the date on which it will be addressed.
• Please note that a request for removal or deletion will not be processed when there is a contractual or legal obligation to maintain the information in our database, as is the case with outstanding receivables.
• The client and/or user has the right to authorize the communication channel through which they wish to be contacted, in accordance with the provisions of Law 2300 of 2023.

• Procedure to Exercise Your Rights as a Data Subject
• The law has defined two ways to exercise rights; the first being consultations and the second being claims.
• Inquiries will be answered within a maximum of ten (10) business days from the date of receipt of this.
• When it is not possible to address the query within said term, the interested party will be informed of the reasons, indicating the new date on which their query will be resolved, which will not be more than five (5) business days following the expiration of the first term.
• Claims will be addressed within a maximum of fifteen (15) business days from the day following the date of receipt. HOTELES PORTOBELO SAI SAS may extend the response time in special cases by notifying the interested party. This new period will not exceed eight (8) business days.
• If it is not possible to address the inquiry within that period, you will be notified in due course, stating the reasons for the delay and indicating the date on which it will be addressed.
• Please note that a request for removal or deletion will not be processed when there is a contractual or legal obligation to maintain the information in our database, as is the case with outstanding receivables.
• All of the above channels have trained personnel to perform their functions, as well as the necessary control systems so that the updates to personal information requested by users are documented and can be verified.
• However, it should be noted that HOTELES PORTOBELO SAI SAS will only send personal data for the purpose of the inquiry or complaint to the following persons:
• To the data subject, their successors or their legal representatives, provided that they prove this status as mentioned in the definitions section of this document.
• To persons authorized by the data subject.
• To persons authorized by court or legal order.
• In this last case, one must consider what the Constitutional Court said in ruling C-748 of 2011 regarding requests for information from public or administrative entities:
• The public or administrative entity must justify its request by indicating the link between the need to obtain the data and the fulfillment of its constitutional or legal functions.
• Secondly, with the delivery of the information, the public or administrative entity will be informed that it has the duty to comply with the obligations and requirements imposed on it by Law 1581 of 2012, as the data controller, or in charge in certain cases.
• The receiving administrative entity must comply with all legal mandates that exist on the subject at the time of receipt of the information, especially the principles of – purpose – legitimate use – restricted circulation – confidentiality and – security.
• Following established channels is the way to a prompt response.
• Data subjects may access, update, and correct their personal information held in the databases of HOTELES PORTOBELO SAI SAS
• The procedures for exercising the rights of data subjects are established in each of the processing policies that are embedded in the Comprehensive Data Management Program; however, it is noted that the terms for their response will begin to count from the moment HOTELES PORTOBELO SAI SAS has effective knowledge of the data subject's request, if the request was received through the established channels.

• Requirements for Inquiries and Claims Regarding Personal Data
• Regardless of the channel the holder chooses to submit their request, it must be addressed to HOTELES PORTOBELO SAI SAS and include at least the following items:
• Contain the identification of the Holder (name and identification document).
• Contain a description of the events that gave rise to the inquiry or
• The object of the request.
• Specify the Holder's notification address, either physical or electronic (e-mail).
• Attach the documents you want to make (Especially for claims)
• In the event that the inquiry or complaint is submitted in person, the holder must put their request or complaint in writing without any formality other than the requirements demanded in point
• If the holder considers that the response does not satisfy their needs, they have a period of fifteen (15) business days from the receipt of this to request that it be reevaluated in cases where it has been unfavorable to them.

• Third Party Authorizations
• The data subject must provide HOTELES PORTOBELO SAI SAS, either physically or via a previously registered email address, with the necessary authorization to allow a third party to consult, update, or correct their information. This requirement has the sole purpose of protecting and restricting access to the information to unauthorized third parties.
• This authorization must contain at least the following:
• Identification of the authorizing holder
• Copia of the holder's national identity card
• Name and identification details of the person
• Time for which you can consult, update or correct the information (only once, for one year, for the duration of the legal relationship, or until further notice).
• Voluntary and free nature of the authorization.
• • Authorization Confirmation
• In accordance with the foregoing and having the authorization granted by the client and/or user for the processing of data and information, this authorization empowers the company to use the information received and entered by the user and/or client for marketing, statistical, survey, and customer service purposes related to its own affiliated or linked products, in order to offer services, offers, and promotions tailored to their profile. This includes sharing the information provided to third parties, suppliers, affiliates, etc., as appropriate for registration purposes. These third parties, suppliers, affiliates, etc., will be subject to confidentiality agreements that prohibit the disclosure or unauthorized use of the information provided. Notwithstanding the foregoing, the authorization granted herein by the client and/or user extends to these third parties, suppliers, affiliates, etc., and may be revoked at any time by providing written notification. Use the email address(es) included in the database to contact you, reference you, send you offers, advertising, surveys, etc., regarding new services, promotions, suppliers, or to send you electronic communications or messages, unless you inform us of your wish not to receive them through that communication channel. The user and/or client grants their consent for HOTELES PORTOBELO SAI SAS to exchange, reproduce, obtain, process, transfer, dispose of, etc., the data and information of registered users and/or clients with third parties, its establishments, companies and/or affiliated and/or participating and/or related entities, so that said third parties may offer products and/or services to the users and/or clients.
• The company's approach ensures respect for the prevailing rights of children and adolescents.

• Confidentiality of Information

The data provided by the user and/or client is protected by security measures designed to guarantee the confidentiality of the information within the systems, employing the most secure technology possible. This confidentiality will be maintained even after the termination of the relationship that encompasses the processing of the data.

• Rights of Users and/or Clients

Data subjects (users and/or clients) have the right to know, update, and rectify their personal data. This right may be exercised, among other things, with respect to data that is partial, inaccurate, incomplete, fragmented, misleading, or whose processing is expressly prohibited or has not been authorized. They may request proof of the authorization granted to the Data Controller. However, this authorization is subject to the acceptance and application of the privacy and confidentiality policiesTo be informed by the Data Controller regarding the use of your personal data. To file complaints related to the handling of personal data with the appropriate entities. To revoke authorization and/or request the deletion of your data when it is being processed. To access your personal data that has been processed, free of charge.

• The others established in the Law

These rights can be exercised at any of the service points or through the national line or any suitable means of direct communication to the company.

• Acceptance and Application of the Privacy and Confidentiality Policies
• Any user and/or client who accesses or uses the hotel's services and/or makes use of any other type of product or service offered by the hotel and/or the company through any existing or different channel or mechanism, accepts and is bound by the privacy and confidentiality policies established herein. This constitutes a legal agreement between the client and/or user and the company, and it is understood that these terms and conditions are expressly accepted and agreed to, as their consent is express and informed. Likewise, acceptance implies that the user and/or client authorizes the company to process their personal data.
• This privacy and confidentiality policy for personal data came into effect on February 7, 2025 and the database of the company HOTELES PORTOBELO SAI SAS will be valid for Ten (10) Years from February 7, 2025, a period that will be automatically renewed unless a request is made by the data subject to proceed with its deletion.