1. Information We Collect
At Frostflare Zythron Hotel, we collect information to provide you with exceptional service and improve your stay experience:
- Personal Information: Name, address, phone number, email address, and payment information when making reservations
- Stay Information: Check-in/check-out dates, room preferences, special requests, and service usage
- Communication Records: Correspondence via email, phone, or in-person interactions
- Technical Information: IP address, browser type, device information when using our website
- Marketing Preferences: Consent for promotional communications and newsletters
2. How We Use Your Information
We use your personal information for the following purposes:
- Processing and managing your hotel reservations and services
- Providing personalized guest services and experiences
- Communication regarding your stay and our services
- Processing payments and managing billing
- Improving our facilities, services, and website functionality
- Sending promotional offers and newsletters (with your consent)
- Complying with legal obligations and safety requirements
3. Information Sharing
We respect your privacy and do not sell your personal information. We may share your information only in these circumstances:
- Service Providers: Third-party companies that help us operate our hotel (payment processors, cleaning services, etc.)
- Legal Requirements: When required by law, court order, or government regulations
- Safety and Security: To protect the safety of guests, staff, and property
- Business Partners: With your consent, for special offers from trusted partners (ski equipment rental, local tours)
4. Data Security
We implement robust security measures to protect your personal information:
- SSL encryption for all online transactions and data transmission
- Secure servers and databases with restricted access
- Regular security audits and updates
- Staff training on privacy and data protection
- Physical security measures at our Whistler location
5. Your Rights
Under Canadian privacy laws, you have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Portability: Request your information in a commonly used format
- Withdraw Consent: Opt-out of marketing communications at any time
- Complaint: File a complaint with the Privacy Commissioner of Canada
6. Cookies and Website Analytics
Our website uses cookies and similar technologies to enhance your browsing experience:
- Essential Cookies: Required for website functionality and security
- Analytics Cookies: Help us understand website usage and improve user experience
- Marketing Cookies: Used to display relevant advertisements (with your consent)
- Preference Cookies: Remember your settings and preferences
You can manage cookie preferences through your browser settings or our cookie consent tool.
7. Data Retention
We retain your personal information for as long as necessary to:
- Fulfill the purposes for which it was collected
- Comply with legal, accounting, or reporting obligations
- Resolve disputes and enforce agreements
- Maintain guest history for improved service (typically 7 years)
8. International Data Transfers
While Frostflare Zythron Hotel operates primarily in Canada, some of our service providers may be located outside Canada. When personal information is transferred internationally, we ensure:
- Adequate protection through contractual safeguards
- Compliance with Canadian privacy laws
- Transparency about where your data is processed
9. Children's Privacy
We do not knowingly collect personal information from children under 13 years of age without parental consent. If you believe we have collected information from a child under 13, please contact us immediately so we can delete such information.
10. Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:
- Post the updated policy on our website
- Notify you of significant changes via email
- Include the effective date of the updated policy
Last Updated: December 2024