Booking conditions and Privacy policy

Booking conditions and Privacy policy

Booking conditions and guest rules of order

Booking conditions

Place to Sleep Hotels (Place to Sleep Hotels Finland Oy, company registration number 2677104-9, VAT number FI26771049, later “HOTEL”) Booking Terms and Conditions (“Booking Terms and Conditions”) presented within this document, apply to accommodation bookings (“Room Reservation”) at HOTEL made by private individuals, groups and corporate customers via self-service booking channels or HOTEL’s sales desk or as a walk-in transaction at the HOTEL. For bookings made via 3rd party external booking channels (so-called OTA’s) the Terms and Conditions of the respective external channel will be applied. The HOTEL has contracted a service partner (AHoP Management Oy, company registration number 3142175-6, VAT number FI31421756, later “AHOP”), which manages the daily operations of the HOTEL as well as the collection of customer payments. The person or entity who has made the booking will hereinafter be referred to as the “Customer” and all the additional guests included in the reservation will be referred to as “Guest” or “Guests”. Separate booking terms and conditions may apply to groups and long stays as well other similar special reservations. They are available from the HOTEL’ sales department and/or stipulated in the proposal or at the time of booking.

2 Rates and charges

The rates of rooms (hereinafter referred to as “Room”) offered by HOTEL, vary depending on the location and seasonal demand. In case HOTEL offers accommodation in connection with various additional services (such as breakfast, parking, gym, etc.), the availability and pricing of these will be mentioned in each case separately. For the services provided by third parties, the responsibility of HOTEL is limited to the price charged from the Customer for the services, never for the quality, content or availability of the services. HOTEL may at its discretion, provide a variety of sale and campaign prices up to a limit. At the time of booking, the Customer accepts the cancellation and revision restrictions possibly attached to the price. The prices indicated on the HOTEL’s website and booking channels include current VAT.

3 Booking and confirmation

Room reservations are made through HOTEL’s website, through HOTEL’s sales desk, or via external 3rd party booking site. In the case of bookings made through such external 3rd party booking sites, booking and cancellation policies of the respective 3rd party entity are primarily followed. The Customer is required to provide personal data to HOTEL at time of booking. This requirement applies to all individuals in the Customer’s Room Reservation. HOTEL reserves the right not to confirm a reservation or to cancel a confirmed reservation if the Customer fails to notify the abovementioned personal data. In this case, HOTEL will return the paid booking fee to the Customer. Under current legislation, at all Finnish hotels, all guests in a room are required to fill in passenger cards. By accepting these Booking Terms and Conditions the Customer accepts the responsibility to fill in the passenger card(s) and leave them in the room or give to HOTEL’s personnel. A booking is considered binding to HOTEL, when the Customer has paid the fee in full either to HOTEL or AHOP, and the Customer has received a booking confirmation from HOTEL. After confirming the reservation, HOTEL does not have the right to raise or the obligation to lower the price, nor to otherwise revise the terms or conditions of the booking, unless such a revision is directly attributable to revisions in the mandatory provisions of the laws of the authorities.

4 Booking charges and payment terms

AHOP will charge the booking fee according to the room and rate type of the reservation, at the time of booking or before the start of the stay unless otherwise stated in the rate description or reservation. In a situation where all charges relating to a Room Reservation have not been debited prior to the commencement of the stay, either HOTEL is entitled to cancel the reservation or AHOP is entitled to charge or bill the outstanding amount even after the accommodation. When billing, the default payment term is 14 days net. AHOP also has the right to make a cover charge on the credit card at the time of booking.

5 Right of withdrawal

The Customer may cancel her reservation according to the cancellation terms and conditions of the booking channel used. If the reservation has been made through an external booking channel, cancellations and changes must also be made through that site. For external channel bookings, its relevant booking and cancellation policies apply. In the case of a cancellation for a Room Reservation within the cancellation policy, any amount towards the full fee which has already been charged will be refunded to the Customer either as a cash payment or as a credit to the credit card used for the payment. When issuing a refund, AHOP reserves the right to charge a cancellation fee according to current pricing standards, which have been informed at time of booking. Separate booking terms and conditions, and cancellation policies, will apply to groups and long stays as well other similar special reservations, and revisions/cancellations to such must be made directly via the sales department. For bookings that have been charged by an external booking channel the refund will be made by the respective external channel according to their policies. HOTEL reserves the right to vary the terms of cancellation according to the selected hotel, room type, timing or by the terms and conditions of the promotional offer. The cancellation conditions applicable to each case have been notified at time of booking and it is the Customer’s responsibility to carefully observe the terms and conditions of the reserved fee.

6 Use of room and check-out

The room is available for the Guests on the day of arrival at the time indicated upon the booking and/or in the booking confirmation. Guests staying in the room must not let outsider individuals to the rooms or other areas of the hotel. HOTEL is entitled to check the identity of people staying in the hotel premises. HOTEL and its representatives such as security staff shall be entitled at their sole discretion to remove from the hotel premises individuals who are not Customers or who have not been notified to the hotel as Guests staying in the room. Cession of keys or key codes that grant access to the hotel and / or rooms to individuals other than the aforementioned, is strictly prohibited. The maximum number of individuals staying in each room is informed during booking. An exception to this rule would be a family of five staying in a room for four people, in which at least one child is under seven years old. However, in such a case, HOTEL is not obliged to provide more bedding or towels to the room. Individuals staying in the room must check-out from the room on the day and time of departure as marked in the booking. After this, the access codes to the hotel and rooms will not function. HOTEL is not responsible for items left in the rooms or other hotel premises. It is the Customer’s responsibility to check that the doors are locked when leaving the rooms and the hotel property. If the Customer does not check-out from the room on the day and time of departure as indicated, HOTEL reserves the right to charge twenty-five euro (25 €) for each additional full hour that has commenced until the Customer has duly left the room. Additionally, direct damage to third parties incurred by the Customer’s delayed departure will be charged.

7 HOTEL’s right to terminate and cancel

If the Customer, or an individual belonging to the same booking, egregiously violates these Booking Terms and Conditions or the Rules and Regulations pertaining to these, HOTEL reserves the right to terminate the contract with immediate effect. Egregious violations are for example: (1) Cession of the door code to individuals other than those informed within the booking; (2) Accommodation of an individual in the room who has not been notified in the booking; (3) Using the room for other purposes than personal stay (for example, the practice of gainful activities, without HOTEL’s prior written permission); (4) Repeated disruptive behavior of other residents of the hotel and / or others living or dwelling in the vicinity of the hotel; and (5) harming the hotel Room, the hotel’s public areas or the property located in these. The termination of the contract will be informed by phone or e-mail on the contact details indicated during booking. The key access code to the hotel and the room will not work after termination of the contract. In case HOTEL terminates the contract in accordance with the above stipulated, the Customer is not entitled to a refund of payments made or any other compensation. If the Customer or other individual indicated in the reservation has egregiously violated HOTEL’s Booking Terms and Conditions or Rules of Order previously, the hotel reserves the right to decide at its sole discretion whether or not to accept the Customer’s new reservations or to cancel a new reservation made by such client before commencement. In the above case, HOTEL’s liability in issuing a refund to the Customer is limited to the price paid at time of booking.

8 Force Majeure

HOTEL is not responsible for any direct or indirect damage, delay or failure to fill in the contract altogether, which is caused by events or obstacles beyond HOTEL’s empowerment and that the hotel could not reasonably be expected to have considered at time of booking or after, and the consequences of which it could also not reasonably have avoided or overcome (force majeure). Force majeure cases may be, but are not limited to, fire, water damage, war, the state of emergency, natural disaster or an order issued by the authorities whereby the hotel is completely or partially out of service. Should force majeure apply to the Customer’s room or influence its use, HOTEL has the right to cancel the booking made by the Customer either before the commencement of accommodation (force majeure arises before the booking commences) or during the accommodation (force majeure arises during the stay). HOTEL will notify the Customer of a force majeure cancellation immediately on the contact details provided during booking. In the case of a force majeure cancellation, HOTEL’s liability is limited to the reimbursement of contributions already charged to the Customer. HOTEL is not obliged in case of force majeure to arrange for the Customer replacement accommodation or to compensate for other expenses, costs or damage arising from the cancellation and / or force majeure incident, (for example, travel expenses and / or damages to property in the Customer’s room), except to the extent and only to the extent that the said expenses, costs or damages are recoverable by HOTEL’s insurance at time of the incident.

9 Cleaning and maintenance

Rooms have always been cleaned before the commencement of a new reservation. During the stay, the room is cleaned and maintained according to the applicable room and rate policies that are communicated on HOTEL’s website and/or in the room and rate descriptions at the time of the booking and/or in the booking confirmation.

10 Age limits

The Customer must be of legal age. A minor can stay at the hotel on condition that in the same room there is at least one person of legal age under whose name the reservation is made.

11 Customer and guest responsibility

The Customer is responsible for the accuracy of the contact details indicated when booking with HOTEL. Thereby, HOTEL shall not be liable in situations where information related to the reservation could not be delivered to the Customer due to incorrect contact information. The Customer is fully responsible for all damage caused to the general facilities and rooms of the HOTEL including furniture and equipment, and to the property of other guests or 3rd parties, and, without limitation, for extra costs incurred due to Customer’s behaviour or actions from excessive attendance by security, guards, fire brigade, police or other authorities at the hotel, and extra cleaning. This rule includes without limitation the consequences of negligent or intentional misconduct by a Customer, Guest, or other person let into the hotel premises, as well as of the consequences of a pet brought to the hotel by the Customer or a Guest, or the consequences of breaching these Rules of Order. In such a situation, HOTEL reserves the right to charge, in addition to direct costs of the above-mentioned incidents, an additional sum of 150 € from the person responsible for the damage or extra costs. If the identity of the responsible person staying in the room is not reasonably deciphered, or the damage and/or costs cannot be recovered directly from her, HOTEL reserves the right to charge the damages and costs fully from the Customer.

12 HOTEL’s Responsibility

If the Customer or other Guest detects that there is an error or omission related to the Reservation or hotel Room equipment or condition, it is her due responsibility to report it promptly to HOTEL, in the first instance to the Customer Service. In the above cases, HOTEL may correct the error or omission during the Customer’s stay. HOTEL is not obliged to compensate for errors or omissions not communicated to the Customer as described above. In a situation where the Customer has arrived at the hotel in accordance with the arrival times indicated in the booking confirmation, but the reserved room cannot be made available within a reasonable time, HOTEL will seek to acquire for the Customer the nearest possible equivalent standard room at no extra cost. If HOTEL cannot offer the Customer the reserved room or another of equivalent standard room in the agreed manner, the Customer is entitled to a refund of the payments made. HOTEL shall immediately notify the Customer of any revisions in respect to the reservation on the contact information provided. The notification is delivered to the Customer on the contact details provided during booking. In all cases, the liability of HOTEL is limited to the reimbursement of the price paid by the Customer.

13 AHOP’s Responsibility Once the Customer has paid the reservation in full to AHOP, AHOP is responsible to settle the paid amount to HOTEL according to the contractual terms between HOTEL and AHOP.

Other terms and conditions

The above described conditions do not undermine the Customer’s rights based on current imperative consumer protection legislation.

Place to Sleep reserves the right to change these Booking Terms and Conditions. Place to Sleep aims to inform of changes before they come into force on its website or through otherwise adequate means. The Customer is obliged to ensure that he/she is familiar with the current version of the Booking Terms and Conditions prior to accepting the reservation.

Guest rules of order

Place to Sleep Hotels strives to provide a comfortable and secure customer experience each stay, and to foster a calm environment free from interference also in the immediate vicinity of the property. Compliance with the Rules of Order of the hotel as well as obedience of signs/guides and instructions provided by the hotel is binding on all individuals staying at the hotel.

In accordance with the Booking Terms and Conditions, any breach of these Rules of Order may result in the immediate removal of the individual from the hotel, and the creation of liability.

Guests must observe good manners and behave correctly in all areas of the hotel and in their immediate vicinity. Guests (incl. pets brought to the hotel) must not interfere other residents of the hotel or others residing in the immediate vicinity of the hotel, with their conduct, for example, by making noise, damaging property, or disturbing otherwise. Guest’s liability would also entail the trouble and interference caused by an individual whom he/she has let into the hotel.

Property in the hotel rooms and in public areas of the hotel property (such decorative elements, furniture, bed linen and other equipment such as fire alarms, bathroom furniture, TV and radio) must not be damaged or cluttered up. Property from the rooms must not under any circumstances be taken out of the room. Extra cleaning required in the room or in the hotel’s public areas, which can be considered as beyond normal room and maintenance cleaning and caused by behavior that deviates from normal staying, is a breach of the Rules of Order.

Bringing hazardous objects or objects suitable for injuring others and / or abusive substances to the hotel premises is strictly prohibited. The use of the Emergency Exit corridors marked by the hotel, other than in the case of an emergency or when the hotel staff or authorities specifically so permit, is considered a breach of the Rules of Order.

Especially after 22.00 (10 pm) Guests must avoid loud speaking, listening to music or other noise that may disturb the other guests. This rule also applies to those staying in shared rooms; all Guests must make sure that others in the room get the opportunity to a peaceful stay, a breach of which will result in removal of the individual(s) disturbing.

Place to Sleep hotels are completely non-smoking. Smoking (incl. electric cigarettes) and creating open fires in the rooms and other areas of the hotel is strictly prohibited and may result in an automatic fire alarm. The smoker is obliged to pay a fee of 150€ to Place to Sleep Hotels. The hotel will also invoice the smoker all fees related to the damage caused by the smoke, eg. rescue vehicle and cleaning costs, as well as estimated loss of profit. If Place to Sleep Hotels has indicated a separate smoking space in the hotel area or in the immediate vicinity, smoking is allowed only in this area.

Bringing pets to the hotel premises without a separate reservation for pets, is strictly prohibited, and considered breach of the Rules of Order. It is not enough to merely notify of the pet at the time of booking; the Customer should make a proper reservation for a pet room and pay the possible additional charges for the pet indicated at the time of booking. Furthermore, the pet bookings referred to in these Rules of Order can only be made on the Place to Sleep hotels website, even if the option of bringing pets to the hotel is mentioned in the hotel description in external booking channels.

It is prohibited to allow unauthorized persons to enter the premises of the hotel. The hotel entrance doors as well as room doors must be kept locked at all times of the day to prevent access by unauthorized individuals. Guests must ensure that the hotel’s front door is locked after passing it when entering or leaving the hotel.

Door codes given to Guests must be stored carefully and must not be handed over to individuals other than Guests in the room. Door codes shall never under any circumstances be shared externally to anyone else or third parties.

For the sake of protecting public safety and to ensure the safety of the Guest’s property, Guests shall not store any goods in the hotel’s public areas (such as the lobby, hallways etc.). This is also contrary to the fire safety regulations, thus Place to Sleep can remove the goods immediately at the expense of the Guest.

To maintain order and ensure Guests’ individual safety, in public areas there may be an activated recording camera, which will be informed of separately (see. “Passenger and Customer Register Descriptions”).

Place to Sleep hotel accommodation facilities are intended only for individual stay. Practice of any form of gainful activity in Place to Sleep hotel premises without prior written permission is prohibited.

If necessary, the Customer or Guest can contact Place to Sleep Hotels’ Customer Service. Contact details are available in the hotels and online.

Passenger and customer register descriptions

PNR (Passenger name record) data file

In accordance with the Laws on Personal Data Data Protection, Act § 10 and 24 and Hospitality Act § 7.

Date of issue: March, 23rd, 2017

1. The Registrar

Place to Sleep Hotels
Pohjoiskauppatori 1 D 66 28100 Pori
info (at) Place to Sleep.com

2. Contact person in registry matters

Jan-Henrik Holmlund
jan-henrik.holmlund (at) Place to Sleep.com
Place to Sleep Hotels Finland Oy
Pohjoiskauppatori 1 D 66 28100 Pori

3. Name of the register

PNR (Passenger Name Record)

4. The purpose of processing Personal Data

This PNR is required by Law in the hospitality Act (308/2006). Within the document, the recorded customer data is used to process the customer’s PNR required by law, to ensure general order and safety, as well as to prevent and detect criminal activity, and for the production of statistics, for example, national statistical authority purposes.

By law, the passenger’s Personal Data may be used for the Registrar’s customer service and direct marketing purposes, unless the passenger has prohibited such processing according to the Personal Data Act, § 30.

5. Information in the Register

The accommodation operator is responsible for ensuring that a PNR is made. A joint declaration can be made for group travellers. The notification must include information on the accommodation operator name, company and corporate identity, as well as the street address. The passenger notification shall include the following information (passenger information):

  • Full name of the passenger, and a Finnish identity number or in their absence, dates of birth and nationality;
  • Full names of the Passenger’s accompanying spouse and minor children, including their Finnish personal identity numbers or in their absence, dates of birth;
  • Passenger’s address;
  • Country from which the passenger arrives in Finland;
  • Passenger’s travel document number; and
  • The date of arrival and departure to the accommodation site, if known.
  • In addition, the passenger can inform in the PNR, whether the stay is related to leisure activities, work, meetings or any other reason.

Data will be stored for one year of registration, after which the passenger data will be deleted. The below mentioned passenger data may, however, be transferred to the same Registrar’s customer register for handling, for the purposes also indicated below:

  • the name and date of birth of the passenger;
  • the nationality;
  • address information; and
  • timing of the visit, duration and purpose.

6. Regular Sources of Information

Records are collected from the passenger himself in the passenger notification. Not limited to this, the data can be stored and updated on the Registrar’s open data collection system, in order to maintain the register up-to-date according to the lawful requirements.

7. Legitimate Disclosure of Data

According to the law on hospitality, it is required to hand over information in a PNR as per the rules, to police or other authorities in so far as the law so requires.

8. Transfer of data outside the EU or EEA

Information is not in principle to be transferred outside of the European Union or the European Economic Area. Nevertheless, data may in certain cases be transferred when permitted by the Law.

9. Principles for Protecting the Register

A. Manual
Personal Data is stored in locked premises, which are accessible only by persons whose duties include data processing.

B. Electronically Processed Data
Data stored in information systems or similar digital recording formats is protected through technology, with confined access only to persons whose duties involve data processing.

10. Rights of the Registree

A. Inspection and right to amend information
The passenger always has the right to check his or her own data stored in the register by extending a written and signed request to the address mentioned in paragraph 2. Should there be any errors or omissions in the data, the passenger may request to edit his or her information by submitting a request to a person in charge of the Registrar. The person in charge of the register also has the right to take own initiative in order to correct inaccurate or incomplete data.

B. Right of Refusal
By law, the registree has the right to prohibit the Registrar from using his data for direct marketing purposes, and marketing and opinion surveys. In such prohibition cases the registree must contact the the a person employed at the Registrar directly by email or mail.

Customer Register file description

Personal Data Data Protection Act § 10 and 24

Date of issue: March, 23rd, 2017

1. The Registrar

Place to Sleep Hotels
Pohjoiskauppatori 1 D 66,28100 Pori
info (at) Place to Sleep.com

AHoP Management Oy, on behalf of HOTEL
Hirsalantie 11, 02420 Jorvas, Finland
ahop@ahopmanagement.com

2. Contact person in registry matters

Jan-Henrik Holmlund
jan-henrik.holmlund (at) Place to Sleep.com
Place to Sleep Hotels Finland Oy
Pohjoiskauppatori 1 D 66, 28100 Pori

Jens Stenström
jens.stenstrom@ahopmanagement.com
AHoP Management Oy
Hirsalantie 11, 02420 Jorvas

3. Register Name

Customer Register

4. The purpose of processing Personal Data

The purpose of the customer register is to enable the provision and development of services produced and provided by the Registrar as well as ensuring their quality. In addition, Personal Data is processed in connection with bookings, billing, debt collection, credit control, customer contacts, transactions, customer surveys, reporting, marketing and other customer-related activities. Information in the registry can also be used to create offers, campaigns and other for targeting other marketing activities and customer communications to the data subject (the customer). Personal Data is also processed for sending newsletters and other targeted marketing.

In addition to the abovementioned, the below specified information stored in the register, may be used in accordance with the laws of Personal Data in addition, for the described purposes:

The establishment of a customer or other contractual relationship, implementation, maintenance and development;

Maintaining law and order and ensuring and maintaining security, as well as detecting and preventing criminal activities and abuse;

Market research and other studies, statistics and analysis, as well as other legitimate uses.

5. Information Content of the Register

Information in the customer registry is stored case by case for each customer and contractual relationship. Such information may include at least the following information about the customer: name, contact information, e-mail, date of birth and a passport or personal identification card number if applicable, nationality, date and duration of the visit and the reason for the visit. If the customer has signed up for any service provided by the Registrar that saves Personal Data, his or her interests and profile data may be saved.

There may be an activated recording camera in the Registrar’s public areas to ensure public safety and to prevent damage. Camera supervision is always informed separately. In such cases, the video recordings are used exclusively for maintaining and ensuring the order and security of accommodation facilities, as well as for the prevention and detection / investigation of possible crimes and abuses. Camera surveillance recordings are kept for a maximum of two (2) weeks from the date of recording, except for in situations where retention is justified due to the law or regulatory investigations due.

6. Legitimate Sources of Information

Records are collected from the customers themselves. Nevertheless, data can be stored and updated in the Registrar’s open information service register in order to meet the requirements of the Act.

7. Legitimate Disclosure of Data

Personal Data stored in the customer register may be shared together with the Registrar, for purposes mentioned in paragraph 4, with companies that belong to the same group at the time and other partners of the group. In addition, the information is handed over to the authorities in accordance with the Law.

customer information may also be transferred and stored to the service provider’s servers used by the Registrar to the extent required for data processing.

8. Transfer of Data outside the EU or the EEA

NO data, in principle, is to be transferred outside the European Union the European Economic Area. Nevertheless, data can be transferred to the extent permitted by the Law.

9. Principles for Protecting the Register

A. Manual
Personal Data is stored in locked premises, which are accessible only by persons whose duties include data processing.

B. Electronically Processed Data
Data stored in information systems or similar digital recording formats is protected through technology, with confined access only to persons whose duties involve data processing.

10. Rights of the Registree

A. Inspection and Right of Correcting Information
The passenger always has the right to check and correct his or her own data stored in the register by extending a written and signed request to the address mentioned in paragraph 2. Should there be any errors or omissions in the data, the passenger may request to edit his or her information by submitting a request to a person in charge of the Registrar. The Registrar’s represenative also has the right to take own initiative in order to correct inaccurate or incomplete data.

B. Right of Refusal
By law, the registree has the right to prohibit the Registrar from using his data for direct marketing, and marketing and opinion surveys. In such prohibition cases the registeree must contact the the a person employed at the Registrar directly by email or mail.

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