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Privacy Policy

Last updated: September 2026

Courtesy translation for your convenience — the German version of this document is the legally binding one.

1. Data controller

The controller responsible for data processing on this website and in connection with the hotel operations is:

Promenaden Service UG (haftungsbeschränkt)
Messerschmiedestraße 6
06712 Zeitz
Germany

Place of business / hotel address:
Promenaden Hotel
Theaterstraße 4
07545 Gera
Germany
Phone: +49 170 4790000
Email: info@promenaden-hotel.de
Represented by managing director: Volodymyr Harkavenko

2. General information on data processing

We process personal data only to the extent necessary to provide our website, process enquiries, carry out bookings, fulfil the accommodation contract, comply with legal obligations, or safeguard legitimate interests.

Personal data is any information that can identify a natural person, for example name, address, phone number, email address, booking data, payment data or stay data.

3. Legal bases for processing

Personal data is processed on the basis of the following legal grounds in particular:

4. Visiting our website and server log files

When you access our website, the web server automatically processes technical data. This may include: IP address, date and time of access, page accessed, amount of data transferred, browser used, operating system, referrer URL, hostname of the accessing device.

This data is processed to technically provide the website, ensure system security, and detect faults. The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest lies in the secure and stable operation of our website.

5. Hosting

This website is operated with a hosting provider whose servers are located in the European Union. When the website is accessed, only the technical server log data mentioned in section 4 is processed; a data processing agreement with the hosting provider is in place to the extent required.

6. Contact by email or phone

If you contact us by email or phone, we process the data you provide to handle your enquiry. This may include: name, phone number, email address, content of the enquiry, desired travel period, booking or stay data.

The legal basis is Art. 6(1)(b) GDPR where the enquiry relates to a booking or stay. In other cases, processing is based on Art. 6(1)(f) GDPR.

7. Contact via WhatsApp

If you contact us via WhatsApp, we process the data you transmit to handle your enquiry.

Please note that WhatsApp is an external service. When using WhatsApp, data may be processed by the provider of the service. We do not have full control over data processing by WhatsApp.

Using WhatsApp is voluntary. You may always contact us alternatively by phone or email. The legal basis is Art. 6(1)(b) GDPR where the communication serves to prepare or carry out a contract. Otherwise, processing is based on Art. 6(1)(f) GDPR.

8. AI chat on the website

Our website offers a chat feature that answers guest questions using an AI language model (GPT, provided by OpenAI, L.L.C., San Francisco, USA). Before first use, you are expressly asked for your consent (Art. 6(1)(a) GDPR).

We process the messages you enter in the chat, as well as the conversation history of the current session, in order to answer your question. Content is not stored permanently or logged, and is not used for training purposes; processing ends with the session.

As the provider of the language model is based in the USA, processing may take place outside the European Union. This occurs on the basis of appropriate safeguards (EU Standard Contractual Clauses) provided by the vendor.

The AI chat is a voluntary additional service. You can always reach us alternatively by phone or email (see contact details above).

9. Bookings and accommodation contract

When you book a room, we process the data necessary for the booking and for carrying out the stay. This may include: name, address, phone number, email address, arrival and departure dates, room category, number of guests, payment data, billing data, special requests, communication data, booking number, stay history.

Processing takes place to perform the accommodation contract, on the basis of Art. 6(1)(b) GDPR.

10. Booking via our booking platform (Mews)

For booking enquiries and direct bookings, our website links to our booking portal, operated using software from the provider Mews Systems. If you make a booking there, the data you enter (including name, contact details, arrival and departure dates, payment data) is transmitted directly to Mews via an encrypted connection and forwarded from there to our hotel.

Unlike a non-binding enquiry, a booking completed via the portal is generally immediately binding, in accordance with the conditions displayed there. The legal basis is Art. 6(1)(b) GDPR.

For groups, longer stays or individual enquiries, you can also contact us directly by email or phone.

11. Payment processing

Payments made as part of an online booking are processed via our booking portal (see item 10). For enquiries made outside the portal, payment arrangements are agreed individually, usually on-site at the hotel or via the agreed method.

12. Registration data under the Federal Registration Act

Where legally required, in particular for foreign guests, we process registration data in accordance with the German Federal Registration Act (Bundesmeldegesetz). This may include: arrival date, expected departure date, surname, first name, date of birth, nationality, address, ID document data where legally required, number of accompanying persons where legally required.

The legal basis is Art. 6(1)(c) GDPR in conjunction with statutory registration obligations for accommodation providers.

13. Invoicing, accounting and statutory retention

We process invoicing, payment and accounting data for proper bookkeeping and to comply with tax and commercial law obligations. The legal basis is Art. 6(1)(c) GDPR. Data is retained in accordance with statutory retention periods.

14. Enforcement of house rules, damages and security

We may process personal data where necessary to enforce our house rules, document damage, handle complaints, defend against unjustified claims, or assert our own claims. The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest lies in safeguarding our rights, the security of hotel operations, and the enforcement of legitimate claims.

15. Cookies and browser storage

This website does not use cookies for traffic measurement or advertising and does not integrate any analytics or tracking services. Fonts are loaded from our own server, not from third parties. The AI chat only stores a yes/no consent flag locally in your browser (not a cookie, but local storage) so you are not asked again on every visit.

A consent banner when visiting our site is therefore not required (§ 25(2) TDDDG).

16. Map, external links and route planning

The map on our page is an image from our own server based on OpenStreetMap data. No live map service is embedded, in particular no Google Maps.

In addition, our website may contain links to external services, for example to our booking portal or social networks. If you click an external link, you leave our website. From that point, the privacy policy of the respective provider applies. We have no influence on data processing by external providers.

17. Social media links

Our website may contain links to social networks. If you click these links, you will be redirected to the respective provider's pages. Data may be transmitted to that provider as a result. The respective provider is responsible for processing on the pages of the social networks.

18. Recipients of personal data

Personal data is only disclosed where necessary or legally permitted. Recipients may include in particular:

No disclosure takes place for advertising purposes.

19. Data transfers to third countries

Personal data is transferred to countries outside the European Union or the European Economic Area to a limited extent when you use the AI chat (see item 8, provider OpenAI, USA), safeguarded by EU Standard Contractual Clauses. When booking via our booking portal or international booking portals, processing outside the European Union by the respective provider cannot be ruled out either; that provider's own privacy notices apply. When using external services such as WhatsApp, processing outside the European Union likewise cannot be ruled out.

20. Storage period

We store personal data only for as long as necessary for the respective purposes. Where statutory retention obligations apply, data is stored for the duration of those obligations. Once the respective purpose no longer applies and statutory retention periods have expired, the data is deleted or blocked.

21. Your rights

Under the GDPR you have the following rights: right of access, right to rectification, right to erasure, right to restriction of processing, right to data portability, right to object to processing, right to withdraw consent given.

To exercise your rights, you may contact us at any time:

Promenaden Service UG (haftungsbeschränkt)
Email: info@promenaden-hotel.de

22. Withdrawing consent

Where processing is based on your consent, you may withdraw that consent at any time with effect for the future. The lawfulness of processing carried out prior to withdrawal remains unaffected.

23. Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with a data protection supervisory authority. For Thuringia, the competent authority is:

Thüringer Landesbeauftragter für den Datenschutz und die Informationsfreiheit
Häßlerstraße 8
99096 Erfurt, Germany
Phone: +49 361 57-31129 00
Email: poststelle@datenschutz.thueringen.de

24. SSL / TLS encryption

For security reasons, this website uses SSL/TLS encryption. You can recognise an encrypted connection by the fact that the browser's address bar begins with "https" and a padlock icon is displayed.

25. No automated decision-making

No automated decision-making, including profiling within the meaning of Art. 22 GDPR, takes place. The AI chat (item 8) only answers questions and does not make any automated decisions with legal effect.

26. Updates to this privacy policy

We reserve the right to adapt this privacy policy in the event of technical, legal or organisational changes.