Privacy policy

Legal notice / Privacy Policy
Valid from: 25.05.2018 | Last updated on: 30.07.2018

Emerald Stay SA
Boulevard de la Tour 6
CH – 1205 Geneva
Company ID no.: CHE-420.659.492

Emerald Stay Privacy Policy
Your privacy is important to Emerald Stay and we are committed to processing our clients’ data

fairly and transparently. In this Privacy Policy we explain what personal data we collect, why we
collect it and how we process it, including where it will be stored, for how long it will be stored
and who will have access to it. We also explain how you can exercise your right to correct, stop
or delete your personal data.

We collect personal data in order to offer you better services: for example, improving our offers
and processes, matching our services to client needs or personalizing client communication and
offers. In this way you can find out about things that you may be interested in and receive less
advertising overall. By collecting personal data we can also simplify purchasing or client service
processes so that you get what you want easier and faster.

Who is responsible?
Emerald Stay SA, Boulevard de la Tour 6, CH – 1205 Geneva, with Company ID no.: CHE
420.659.492, is responsible for the collection and processing of your personal data in
Switzerland.

Personal data we collect
We collect and process personal data in many different situations and for a variety of purposes.
When you visit our web pages, book a stay on our online platform, contact our client service, or
communicate with us using any of the available channels, we collect information to improve our
service to you.

We also obtain data from third parties about you/our clients. In all cases, data obtained from
external providers is treated with the same care and security as any other personal data we
handle.

If you choose to withhold the personal data requested by us, it may not be possible for you to
have an optimized experience on the Emerald Stay website and for us to respond to your
queries or provide services to you.

The data we collect depends on what data is required to be able to provide a specific service.
For example, we need your name, email address, payment information and other contact details
to be able to confirm a stay in one of our properties.

The data we collect in different situations may include the following:

                 Data we collect              Purpose of use
Name and contact details – full name, email address, home address, phone numbers French authorities requirements
Name and contact details title, invoice address To send you the invoice of your stay upon departure
Demographic data – date of birth, nationality  French authorities requirements
Demographic data – language preference To communicate in the relevant language with you
Identification data –  ID number French authorities requirement
Payment information – credit card and bank information To be able to confirm your stay with us
Device and device usage information – session data from
visits to our websites apps for mobile devices or services on
Internet platforms, multimedia portals and social networks,
including visit duration and frequency, language and country
settings, information on your browser and computer operating
system, internet protocol addresses
To personalize our offers and improve
our services to you
Client activities – contract information, record of bookings and
booking habits, client service information and all information
transmitted when contacting client service, including call records
such as call date, time, duration, destinations, calling and called
numbers, call charges
To personalize our offers and improve
our services to you
Internet log usage information – session data from internet
usage through the routers in our properties
To personalize our offers and improve
our services to you

Photos and video – Photos and video recordings of visits to our
public areas during your stays                                                                For security purposes on our sites

 

How long do we keep your personal data for?
We keep your personal data for as long as we consider necessary in order to comply with valid
legislation, or for as long as it is necessary for the purposes for which it was collected. We
delete your personal data as soon as it is no longer needed.

How do we use your personal data?
We use the personal data that you have provided us with or the personal data we have
collected, to provide you with the best possible service and homestay experience. We also use
the data to analyse client behavior to optimize our services, offers, webpages, marketing
materials and activities.

  • We may process your personal data for one or several of the following purposes:
    ● Coordination of your stay
    ● Client services
    ● Communication with clients
    ● Direct marketing to enhance your stay and offer you special conditions
    ● Analysis of client behaviour to personalize and improve our offers
    ● French authorities requirement: as an accommodation provider in France, we are legally
    bound to collect the following information on all of our guests who are over 15 years old:
              ○ Full names
              ○ Date and place of birth
              ○ Nationality
              ○ Primary address
              ○ Phone number and email address

More information about the purposes for which we process your personal data

Purpose of use  Legal basis of this purpose     Duration
To be able to confirm,
handle and administer your
booking of a stay
The purchase agreement constitutes the legal basis for
processing your personal data. To be able to fulfil our
legal obligations we need to be able to process personal
details such as name and email address, as well as
payment information such as credit card details.
Until 1 month
after departure
To be able to provide your
identification data and
Internet log usage
information to local
authorities
To be able to fulfil our legal obligations with local
authorities we need to be able to process personal
details such as your name, date of birth and ID number,
as well as information such as Internet log usage.
Until 6 months
after departure
To be able to provide client
services
Emerald Stay has a legitimate interest in processing your
personal data as that is necessary to assist you when
you have questions or complaints about our services.
This may also include follow-up questions and surveys
about properties and services. If your question concerns
a complaint, we will process your personal data in order
to fulfil our obligations under applicable laws and based
on the scope of our agreement with you.
Until 1 month
after departure
To be able to send general
marketing material and
personal direct marketing
via email, SMS, mail, social
media or to provide
advantages such as
upgrades
Emerald Stay has a legitimate interest in processing your
personal data as that is necessary for market offers or
services that we think you may be interested in.
For 36 months
To be able to administer
your participation in competitions and events
Consent is the lawful basis for Emerald Stay to
administer and follow up competitions and events, such  as confirmation of participation, questions to participants or information about winners.
Until 1 month
after the end of the contest
To be able to update and
improve services and offers
as well as the technical
functionality of our
computer systems
Consent is the lawful basis for Emerald Stay to use client
activities in order to make updates to the technology that
allows you to visit our website, use our mobile
applications or book a stay with us or to understand how
you as a client experience our services and thereby
improve existing and develop new offers and services.
For 12 months
To be able to prevent
unauthorized use of our
services
Consent is the lawful basis for Emerald Stay to use client
activities in order to provide secure services and prevent
attempts to unauthorized access or improper use of our
services.
For 12 months
To be able to register
persons who report that
they do not want unsolicited
marketing from Emerald Stay
We will need to process your email in order to process
individual requests not to receive any marketing material.
Until sign-out
In order to fulfil Emerald
Stay’s legal obligations,
such as services safety,
decisions from authorities,
accounting or tax
requirements
To be able to fulfil our legal obligations, such as services
safety, decisions from authorities, accounting, tax or
other requirements, we will require personal data such
as your invoice address.
Until 6 months
after departure

Security of Personal Data
Emerald Stay has data security policies in place and all of the personal data we collect is
subject to these. We have appropriate procedures in place to safeguard and help protect
personal data against unauthorized or accidental access, processing, erasure or other use.

We use secured encryption system(s) for the collection of personal data. Where personal data
is stored electronically, it is kept in a password-protected form. Personal data, whether stored in
electronic form or in hard-copy form is only accessible by authorized officers or employees of
Emerald Stay.

Transfer of Personal Data outside Switzerland
At times it may be necessary and/or prudent for Emerald Stay to transfer certain personal data
to places outside Switzerland in order to carry out the purposes, or directly related purposes, for
which the personal data are collected. For example, we may transfer your full name, age and
dates of stay to local authorities in France for the payment of the city taxes related to your stay.
Any transfer will be in accordance with the requirements of this Privacy Policy and applicable
laws.

Cookies and similar technologies

Our cookies policy
Emerald Stay uses cookies and similar technologies on its website. Cookies are small data files
that are created on the device you use to visit our website, such as a computer, tablet,
smartphone or smartwatch. Where we refer below to “cookies”», we also mean other
comparable technologies.

Cookies enable us to recognize your web browser. This is useful because then you don’t need
to repeatedly input your data, specify choices, or modify your settings. It also means we can
improve the performance of our website and better understand visitor behavior on our website,
and other parties can learn about your surfing behavior so that they can show personalized
advertisements across several websites and omit non-relevant advertisements.

We use cookies at Emerald Stay to improve our service for you. Some cookies we use are
essential for some services to work, others are used to collect information about the use of the
website (statistics) so that we can make the site more convenient and useful for you. Some
cookies are temporary and will disappear when you close your browser, others are persistent
and will stay on your computer for some time. We are also using some local cookies that are
tied to local marketing campaigns and which will disappear when the campaign ends.

Some of the cookies are strictly necessary for the functionality of the site while others are used
to enhance the performance and your user experience.

If you do not want information to be collected through cookies, you can choose to reject cookies
from your computer or mobile device by changing your browser settings. If you reject the
cookies, you may not be able to activate certain functions available on our website.

How we use Google Analytics

The purpose of the Google Analytics component is to analyse the traffic on our website. Google
uses the collected data and information, inter alia, to evaluate the use of our website and to
provide online reports, which show the activities on our websites, and to provide other services
concerning the use of our Internet site.

How do we use social plug-ins?

Recommendation buttons for the Facebook and Instagram social networks are available on our
website. By using these you can recommend selected website content to other users of the
social networks and add them to your personal profile. The recommendation buttons are
provided by the social network operators.

By placing these plug-ins on our website these social network operators may receive
information that you have visited our website. If you are logged onto one of these networks
during your visit to our website, its operator can attribute this visit to your user account. If you do
not want this to happen, we recommend logging out of social networks before visiting our
website.

If you press the recommendation buttons, the corresponding information is transmitted to the
social network and stored there. You can find more detailed information on the purpose and
scope of data collection, the further processing and use of the data and how you can use
settings to protect your privacy in the social network operators’ notes on data protection:
● Facebook: https://www.facebook.com/policies

● Instagram: https://help.instagram.com/155833707900388

 


Data Processed by Third Parties

In a number of cases we provide your data to external parties, namely to the following partners:
messaging app, in-home tablet app and Property Management System. However, we will never
sell your data to a third party. When we work with external companies that provide services
where they need to process personal data, they may only use your data for the purposes that
Emerald Stay specifies in a separate privacy agreement. They may not, therefore, use this data
for their own purposes or transfer the data to others. We may also be required by law to
disclose your data to government bodies or other parties. In all cases we will only disclose what
is strictly necessary by law.

We can pass on your personal data to other Emerald Stay companies for the purposes set out
in this data protection policy. These companies can then use your personal data in their own
interest for the same purposes as we do. In particular, Emerald Stay companies can process
your personal data for individualized, personalized analyses of client behaviour and for direct
marketing activities in their own interests. Emerald Stay employees are given access to your
personal data only to the extent necessary for the performance of their professional duties.

If a service provider is located in countries where applicable legislation does not provide
protection of personal data comparable with Swiss law, Emerald Stay will always require the
service provider to fulfil the rules and obligations set out in Swiss law.

Finally we can pass on your personal data if we consider this necessary to be compliant with
valid laws and regulations, in connection with legal proceedings, at the request of responsible
courts and authorities or under other legal obligations, in order to protect and defend our rights
and property.

 

Ensuring the security of personal data

We take appropriate technical and organizational measures to protect the confidentiality and
integrity of your personal data. We protect your personal data from unauthorized or accidental
destruction, accidental loss, technical errors, falsification, theft or unlawful use, and also from
unauthorized amendment, copying, access or other unauthorized processing.

You should be aware, however, that the transmission of information via the Internet and other
electronic media creates certain security risks, and that we can give no guarantee of the safety
of information transmitted to us by these means.

Right to Information, Correction, Stopping, Deletion and Objection

You have the right to receive information about your personal data stored by Emerald Stay at
any time, including a copy of some or all of your personal information. You also have the right to
ask us to correct, stop the processing of, or delete your personal data (unless we are legally
required to keep it for business purposes).

If any piece of your data is incorrect, we will update it at your request. If you have given your
permission for the use of your information, you can withdraw that permission at any time. You
can also ask us to delete your data and not to use it again. However, we may be required to
store data for which you revoked your permission, for legal and/or business purposes.

Please be aware that deleting your data may limit our ability to provide you with services related
to our offers.

If you have any questions about data protection at Emerald Stay, you can contact us directly.
Send us an email to info@emeraldstay.com.

Responsible body and direct contact for data protection matters at Emerald Stay:
Data Protection Officer
Emerald Stay SA
Boulevard de la Tour 6
CH – 1205 Geneva
Switzerland

Amendment of the Privacy Policy

We reserve the right to change this Privacy Policy from time to time in order to comply with new
legal requirements or to reflect new functionalities of our services that may result in your
personal data being processed by us in a significantly different way. The current Privacy Policy
is always available for consultation from Emerald Stay.