Personal Data Protection Policy

PERSONAL INFORMATION
This is the personal data privacy policy (“Policy”) of Aroma Business Hotel Sdn Bhd (“we”, “us”, or “our”).
This Policy applies to personal information about individuals (customers, vendors, distributors, suppliers, service providers, business partners, job applicants, employees) held by us. We will only process your Personal Data in accordance with the Personal Data Protection Act 2010, the applicable regulations, guidelines, orders made under the Personal Data Protection Act 2010 and any statutory amendments or re-enactments made of the Personal Data Protection Act 2010 from time to time (collectively referred to as the “PDPA”) as well as this Policy.
The PDPA requires us to inform you of your rights in respect of your Personal Data that is being processed or that is to be collected and further processed by us and the purposes for the data processing. The PDPA also requires us to obtain your consent to the processing of your Personal Data. In light of the PDPA, we are committed to protecting and safeguarding your Personal Data.
By providing your Personal Data to us and/or continuing access to our website (“Site”), you declare that you have read and understood this Policy and agree to us processing your Personal Data in accordance with the manner as set out in this Policy.
We reserve the right to modify, update and/or amend this Policy from time to time with reasonable prior notice to you. We will notify you of any amendments via announcements on the Site or other appropriate means. Please check the Site from time to time to see if there are amendments to this Policy. Any amendments to this Policy will be effective upon notice to you. By continuing to use the services and/or access to the Site after being notified of any amendments to this Policy, you will be treated as having agreed to and accepted those amendments.


COLLECTION OF PERSONAL DATA
Personal Information we collect about you, include but not limited, to the following:-
Personal details such as name, identity card number, nationality, date of birth, address, telephone number, email address, Photostat passport and Identity card number, vehicle number, credit card information and other details;
Details, photos and contact particulars of your family who are your supplementary cardholders, your nominees and guests;
Other information that are, have been or may be collected by us or which you provide to us from time to time, in connection with any service, transaction, contest, survey, promotion, competitions ,lucky draws, special events, questionnaire or communication with us;
Your image and photo, by way of video surveillance installed in some parts of our premises as part of our security infrastructure;
Name, email and phone number when you register at our website;
When you communicate with us directly via our front office counter, or directly via our co-workers within our hotel in relation to services (in person, by email, telephone, direct mail or any other means);
When you conduct certain types of transactions such as refund and deposit;
Subscribe to any of our membership programmes, i.e. Hotel royalty programmes.
Certain information requested by us is mandatory which must be provided and agreed to by you. The processing of such mandatory information by us shall be used solely for the purposes of providing additional products and services and shall only be shared with associated companies, partners and related parties.
Information which, but not limited to, may be collected as part of:-
Fulfilling reservations or information requests;
Registering for program membership;
Submitting a job application;
Responding to communications from us (e.g., surveys, promotional offers, or reservation confirmations)
Request to accommodate specific personal preferences;
Fulfilling requests for services or recommendations we provide you;
Working with third party sources, including collecting publicly available information from social networking websites;
Information from third party sources such as credit reference agencies, fraud prevention agencies and publicly available sources of information;
Information such as non-personal identifiable information about you, including but not limited to; use of our website, communication preferences, aggregated data relative to your stays, and responses to promotional offers and survey.


PURPOSE OF ACQUIRING AND PROCESSING YOUR PERSONAL DATA
To communicate with you;
To maintain and improve customer relationship;
To establish your identity and background;
To respond to your enquiries or complaints and resolve any issues and disputes which may arise in connection with any dealings with us;
To provide you with information and/or updates on our services, upcoming promotions offered by us and/or events organised by us and selected third parties which may be of interest to you from time to time;
For direct marketing purposes via SMS, phone call, email, fax, mail, social media and/or any other appropriate communication channels to members of our loyalty programmes.
To facilitate your participation in, and our administration of, any events including contests, promotions or campaigns;
To award points in a loyalty or rewards programme;
To maintain and update internal record keeping;
For internal administrative purposes;
To send you the invitation to join our events and promotions and product launch events;
To monitor, review and improve our events and promotions, or services;
To process any payments related to your commercial transactions with us;
To conduct market research or surveys, internal marketing analysis, customer profiling activities, analysis of customer patterns and choices, planning and statistical and trend analysis in relation to our services;
To share any of your Personal Data with the auditor for our internal audit and reporting purposes;
To share any of your Personal Data with insurance companies necessary for the purpose of applying and obtaining insurance policy (ies), if necessary;
To share any of your Personal Data pursuant to any agreement or document which you have duly entered with us for purposes of seeking legal and/or financial advice and/or for purposes of commencing legal action;
For detecting, investigating and preventing fraudulent, prohibited or illegal activities;
For meeting any applicable legal or regulatory requirements and making disclosure under the requirements of any applicable law, regulation, direction, court order, by-law, guideline, circular or code applicable to us;
To enforce or defend our rights and your rights under, and to comply with, our obligations under the applicable laws, legislation and regulations;
To carry out verification and background checks as part of any recruitment and selection process in connection with your application for employment with us; and/or
For other purposes required to operate, maintain and better manage our business and your relationship with us, which we notify you of at the time of obtaining your consent; and you agree and consent to us using and processing your Personal Data for the Purposes in the manner as identified in this Policy. If you do not consent to us processing your Personal Data for one or more of the Purposes, please notify us at the contact details below.


CONSEQUENCES OF NOT CONSENTING TO THIS POLICY
The collection of your Personal Data by us may be mandatory or voluntary in nature depending on the Purposes for which your Personal Data is collected. Where it is obligatory for you to provide us with your Personal Data, and you fail or choose not to provide us with such data, or do not consent to the above or this Policy, we will not be able to provide services or otherwise deal with you.


DISCLOSURE OF YOUR PERSONAL DATA
Our auditors, consultants, lawyers, accountants or other financial or professional advisers, third party service providers appointed in connection with our business on a strictly confidential basis, appointed by us to provide services to us;
Government agencies, law enforcement agencies, courts, tribunals, regulatory bodies, industry regulators, ministries, and/or statutory agencies or bodies, offices or municipality in any jurisdiction, if required or authorised to do so, to satisfy any applicable law, regulation, order or judgment of a court or tribunal or queries from the relevant authorities;
Financial institutions, merchants and credit card organisations in connection with your commercial transactions with us;
You hereby acknowledge that such disclosure and transfer may occur and permit us to disclose and transfer your Personal Data to such third party and its advisors/representatives and/or any other person reasonably requiring the same in order for us to operate and maintain our business or carry out the activities set out in the purposes.


RETENTION OF YOUR PERSONAL DATA
Any of your Personal Data provided to us is retained for as long as the purposes for which the Personal Data was collected continues; your Personal Data is then destroyed from our records and system in accordance with our retention policy in the event your Personal Data is no longer required for the said purposes unless its further retention is required to satisfy a longer retention period to meet our operational, legal, regulatory, tax or accounting requirements.


ACCESS OR UPDATE YOUR PERSONAL INFORMATION
You are responsible for providing accurate and complete information about yourself and any other person whose personal information you provide us (for e.g., guests or third parties), and as such, as and when such information becomes incorrect or outdated, you should correct or update such information by contacting us or submitting fresh information. You can confirm that you have the consent or authority to submit Personal Information to us.
You may, be writing to us at the address set out in Section 9 below:-
Request for a copy of the Personal Information we hold about you.
Request to rectify or update your Personal Information.
Please provide proof of your identity, address and sufficient information to enable us to identify you when submitting your request to us.
On receipt of your written request, we may:
In respect of your right to access and/or correct your Personal Data, we have the right to refuse your request to access and/or correct your Personal Data for the reasons permitted under the law, such as where the expense of providing access to you is disproportionate to the risks to your privacy, or where the rights of others may also be violated, amongst other reasons.


LIMIT THE PROCESS OF YOUR PERSONAL INFORMATION
You have the right at any time to request us to limit the processing and use of your Personal Data (for example, requesting us to stop sending you any marketing and promotional materials or contacting you for marketing purposes).Would like us to cease processing your Personal Information for a specified purpose or in a specified manner.
Please notify us in writing to the address set out in Section 9 below. In the absence of such written notification from you, we will deem it that you consent to the processing, usage and dissemination of your Personal Information in the manner, to the extent and within the scope of this Privacy Policy. If you do not consent to the processing of your Personal Information as above, we may not be able to provide you the Products or other goods and services you may have requested.


CONTACT DETAILS
If you have any questions about this Policy, or have any further queries, or would like to make a complaint or data access or correction request in respect of your Personal Data, you may contact us details below:
Data Protection Officer
Address: No.11, Butterworth Business City Centre, Jalan Raja Uda, 12300 Butterworth, Pulau Pinang
Contact No.: 04-3239111
Email Address: info@aromahotel.com.my

Note: In the event of discrepancies or inconsistencies between the English language version and other languages of this Privacy Policy, the English language version shall prevail.