General information on data processing

Hyllit Hotel Antwerp is operated by Bel It Corporation NV, established at De Keyserlei 28–30, 2018 Antwerp, Belgium.

Bel It Corporation NV is the data controller responsible for the processing of personal data described in this Privacy Policy. We process personal data in accordance with the General Data Protection Regulation (“GDPR”) and applicable Belgian data protection legislation.

We do not sell personal data. Personal data is shared only with authorised employees, service providers, business partners or public authorities where this is necessary to provide our services, comply with legal obligations or protect our legitimate interests.

For questions regarding this Privacy Policy or the processing of your personal data, please contact info@hyllithotel.be.

1. Scope and use

We collect and process personal data for specific purposes connected with the operation of Hyllit Hotel, including the management of reservations, hotel stays, payments, invoicing, customer service, security, marketing and our website.

When you reserve a room, suite or meeting room, we may collect:

• first and last name;
• title;
• date of birth, where required;
• address;
• country and place of residence;
• telephone number;
• email address;
• arrival and departure dates;
• reservation details;
• payment and guarantee information.

When an invoice must be issued to a company, we may also collect:

• company name;
• invoicing address;
• VAT number;
• company registration number, where applicable.

We may receive personal data from third parties, including travel agencies, tour operators, corporate booking partners and online travel agencies. These third parties may process personal data under their own privacy policies.

We may also record relevant guest preferences, such as room or bed preferences, accessibility requirements, allergies and dietary requirements, where this is necessary to provide the requested service.

Information concerning health, disabilities, allergies or accessibility is processed only when necessary and with appropriate safeguards. Please do not provide medical information that is not necessary for your stay.

Upon arrival, we may ask to inspect a valid identity document to verify the guest’s identity, comply with legal obligations and prevent fraud.

Hyllit Hotel does not copy identity documents / retains only the following information: name, last name, birthdate, birthplace, ID card number, nationality.

Hyllit Hotel uses video surveillance in designated public and security-sensitive areas to protect guests, employees, visitors and hotel property and to investigate incidents. The presence of cameras is indicated by the required signage.

CCTV footage is accessible only to authorised persons and is retained for max. 30 days, in principle no longer than one month, unless it is required as evidence or for an investigation.

Hyllit Hotel is active on social media and review platforms. When you mention, tag or contact us, leave a review or interact with our content, we may receive your public profile information and the content you share. These platforms also process your information under their own privacy policies.

2. Lawfulness of processing

Hyllit Hotel processes personal data on one or more of the following legal grounds:

• Performance of a contract: to create and manage reservations, provide hotel services and process payments.
• Pre-contractual measures: to respond to enquiries and prepare offers for rooms, meetings or events.
• Legal obligation: to comply with accounting, taxation, guest-registration and other legal requirements.
• Legitimate interests: to protect guests and property, prevent fraud, improve our services and handle complaints, provided that your rights do not take priority.
• Consent: for newsletters, non-essential cookies, analytics, personalised advertising and other processing where consent is required.
• Vital interests: where processing is necessary to protect someone in an emergency.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect processing that took place before your consent was withdrawn.

3. Data storage and your rights

We retain personal data only for as long as necessary for the purpose for which it was collected and to comply with legal, accounting, security and dispute-resolution obligations.

The following retention periods apply:

• reservation and guest records: 3 years
• invoices and accounting information: 10 years
• payment information: 5 years
• meeting and event enquiries: 5 years
• complaints and incident records: 5 years
• marketing information: until you unsubscribe, withdraw your consent or object to direct marketing, whichever occurs first. Limited information may be retained afterwards to ensure that your marketing preferences continue to be respected.
• website and security logs: 5 years
• CCTV footage: maximum 1 month

After the applicable period, personal data is securely deleted, destroyed or anonymised.

Subject to the conditions of the GDPR, you have the right to:

• access your personal data;
• correct inaccurate or incomplete information;
• request deletion of your personal data;
• request restriction of processing;
• receive certain personal data in a portable format;
• object to processing based on legitimate interests;
• object at any time to direct marketing;
• withdraw your consent;
• lodge a complaint with a data protection authority.

Requests may be submitted to info@hyllithotel.be. We may request reasonable information to verify your identity and will normally respond within one month.