Privacy Policy Groupz

Groupz is the platform where you can easily submit and manage group requests with accommodation providers. When requesting quotes for group reservations, as well as booking and managing group reservations, it is necessary to process personal data. This privacy policy details how the personal data collected from (prospective) bookers and guests, as provided via Groupz, is handled. Naturally, your personal data is processed with care and in accordance with applicable laws and regulations (including the General Data Protection Regulation (hereinafter: GDPR) and the Telecommunications Act).

The personal data shared with and managed through Groupz is processed by both Groupz B.V. (registered in Tilburg, listed in the Dutch Chamber of Commerce under number 96229187) as the platform provider and by the accommodation providers from whom quotes are requested and with whom group reservations are ultimately booked. Groupz B.V. and the respective accommodation providers who obtain access to your personal data through Groupz are therefore jointly responsible for the processing of your personal data and that of the (prospective) guests for whom a group reservation is sought/booked via Groupz.

However, your personal data may also be processed solely by Groupz B.V. or by the accommodation provider for purposes independently determined by them. This may be the case, for example, when Groupz B.V. informs you as a booker about your account or if you (or others) have signed up to receive news and/or promotional materials from an accommodation provider.

What Personal Data is Processed and for What Purpose?

Various types of personal data are processed via Groupz for different purposes. These personal data are processed because you use our services and/or because you provide this data to us yourself. The specific data processed may vary depending on the services used and the purposes for which the data is processed.

Through Groupz, the following types of personal data may be processed:

• Gender/title(s);
• First and last name(s);
• Date of birth;
• Contact details, including but not limited to (email) address(es) and telephone number(s);
• Company name(s);
• Data linked to the data subject’s account;
• Data required for invoicing and administration;
• Information regarding the stay, including but not limited to the duration of the stay (including check-in and check-out dates), number of guests and reserved rooms, desired meals, and preferred use of specific facilities of the accommodation provider;
• Customer service-related data;
• Information on your online activity: such as your online interactions with Groupz, browsing and search history, (language) preferences, location, and IP address, as well as personal data collected and processed through the use of cookies and similar technologies.

Your personal data may be processed for the following purposes and on the following legal grounds:

• Processing (requests for) quotes and maintaining a customer relationship, such as sending informational messages about a booking, offering account services, responding to questions and requests, and providing customer service: when processing is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into a contract (Article 6(1)(b) GDPR); when processing is necessary to comply with a legal obligation (Article 6(1)(c) GDPR); or when processing is necessary for the legitimate interests of Groupz B.V. and/or an accommodation provider (Article 6(1)(f) GDPR);
• For analytical and statistical purposes, including improving the services offered: when you have given consent (Article 6(1)(a) GDPR) or when processing is necessary for the legitimate interests of Groupz B.V. and/or an accommodation provider (Article 6(1)(f) GDPR);
• To personalize and enhance your user experience: when you have given consent (Article 6(1)(a) GDPR);
• For marketing purposes of Groupz B.V. and/or an accommodation provider: based on your consent (Article 6(1)(a) GDPR) or when processing is necessary for legitimate interests (Article 6(1)(f) GDPR);
• To ensure security, legal compliance, and dispute resolution, including fraud prevention, compliance with tax laws, and handling legal disputes: when processing is necessary to comply with a legal obligation (Article 6(1)(c) GDPR) or necessary for legitimate interests (Article 6(1)(f) GDPR).

Recipients of Personal Data

When making a group reservation, you enter into an agreement with the respective accommodation provider. This privacy policy explains how personal data collected via Groupz is handled by Groupz B.V. and the accommodation provider. However, the accommodation provider may process your personal data for other purposes. We encourage you to read their privacy policy carefully.

Your personal data will not be shared with third parties, except in the following cases:

• If necessary for contract execution, such as processing (online) payments via third parties, subcontractors, and suppliers;
• When third parties process data on our behalf, such as IT providers and system administrators. We have processing agreements with these parties;
• If required by law, such as for fraud investigations, national statistical research, tax inspections, and tourist tax reporting;
• When indicated at the time you provide personal data.

International Data Transfers

Your personal data is primarily processed within the European Economic Area (EEA). If data is transferred outside the EEA, appropriate measures will be taken to ensure a comparable level of protection, in accordance with Chapter V of the GDPR. Retention Periods

Retention Periods

Groupz retains your personal data no longer than necessary for the purposes for which it was collected. After three years of inactivity, all data linked to your account is deleted. Personal data required for financial administration may be retained for up to seven years. Unlinked chat profiles are automatically deleted after six months.

Security

We take data protection seriously and use best practices to prevent misuse, loss, unauthorized access, and alteration. Measures include multi-factor authentication and encrypted data transmission. Employees are instructed to handle personal data confidentially.

Your Rights

Under the GDPR, you have the following rights:

• The right to withdraw consent;
• The right to access your personal data;
• The right to rectification of inaccurate or incomplete data;
• The right to erasure (‘right to be forgotten’);
• The right to restriction of processing;
• The right to object to processing, including for direct marketing purposes;
• The right to data portability.

Requests can be sent to privacy@groupz.now. We will respond as soon as possible. These rights are not absolute, and requests may be denied when legally justified.

You can also file a complaint with the national data protection authority: Autoriteit Persoonsgegevens.

Cookies and Similar Technologies

This website (bookings.groups.now) only uses one essential cookie, required for functionality (being able to log in)

Changes to this Privacy Policy

We reserve the right to update this privacy policy periodically. The latest version is published on our website. We recommend checking it regularly.

Contact Information

For questions regarding this privacy policy or the processing of personal data via Groupz, contact us at info@groupz.now and/or privacy@groupz.now