Privacy Policy

Hotel Madeira and Madeira Gems Apartments are committed to protecting your privacy and ensuring transparency in how personal data is collected and used.

1. PERSONAL DATA WE COLLECT

We may collect and process personal data in the following situations:

  • When you make or manage a reservation

  • When you contact us for information, requests, or quotes

  • When you use our services or participate in events

  • When you browse our website

The personal data collected may include:

  • Identification details (name, nationality, identification document where required by law)

  • Contact information (email address, phone number)

  • Booking and stay details

  • Payment-related information (processed securely via payment providers)

  • Preferences or special requests relevant to your stay

2. PURPOSE AND LEGAL BASIS FOR PROCESSING

Your personal data is processed for the following purposes:

  • Reservation management and contract performance To process bookings, provide accommodation, and manage your stay

  • Compliance with legal obligations Including guest registration requirements under Portuguese law

  • Guest services and communication To respond to requests and provide support before, during, and after your stay

  • Service improvement and internal analysis Based on legitimate interest in improving operations and guest experience

  • Marketing communications (with consent) To send offers, updates, or relevant information

3. DATA SHARING

Your data may be shared with third parties where necessary for the operation of our services, including:

  • Property management systems (Host PMS)

  • Channel management and distribution platforms (e.g. SiteMinder)

  • Payment service providers (e.g. Reduniq)

  • Email marketing and communication platforms (e.g. ProfileNow, MailerLite)

  • IT, hosting, and website service providers

All third parties are contractually bound to ensure appropriate data protection and confidentiality.

We may also disclose data where required by law or public authorities.

4. DATA RETENTION

Personal data is retained only for as long as necessary for the purposes described above, including:

  • Reservation and billing data: retained in accordance with legal and tax obligations

  • Guest registration data: retained as required by applicable Portuguese regulations

  • Marketing data: retained until consent is withdrawn or no longer relevant

5. DIRECT MARKETING

Where personal data is used for direct marketing purposes, you have the right to object at any time. If you object, we will immediately cease processing your data for these purposes. Requests may be sent to:

dpo@hotelmadeira.com

6. COOKIES

We use cookies to (a) ensure the proper functioning of the website, (b) analyze traffic and usage, and (c) improve user experience. Some cookies may process personal data, such as IP addresses or browsing behavior.

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.

7. DATA SECURITY

We implement appropriate technical and organizational measures to protect personal data, including: (a) restricted access to data, (b) secure storage systems, (c) encryption (SSL) for data transmission, and (d) secure payment processing through certified providers.

8. YOUR RIGHTS (GDPR)

You have the right to access your personal data, request correction or deletion, restrict or object to processing, request data portability, withdraw consent at any time, file a complaint with the Comissão Nacional de Proteção de Dados. Requests may be sent to:

dpo@hotelmadeira.com

9. DATA CONTROLLERS

Website Controller

For data collected through this website, the data controller is:

Hotel Madeira

H.M. – Exploração Hoteleira S.A. Tax Number (NIPC): PT511076738 Address: Rua Ivens 21, 9000-046 Funchal, Portugal

This website is operated by Hotel Madeira and may present and facilitate bookings for both Hotel Madeira and Madeira Gems Apartments.

Accommodation and Service Controllers

For reservations and stays, personal data is processed by the entity responsible for the property where the guest stays:

Hotel Madeira

H.M. – Exploração Hoteleira S.A. Tax Number (NIPC): PT511076738 Address: Rua Ivens 21, 9000-046 Funchal, Portugal

Madeira Gems Apartments

Jacaranda Azul, Unipessoal LDA Tax Number (NIPC): PT514022396 Address: Rua Nova de São Pedro 13, 9000-048 Funchal, Portugal

Each entity acts as an independent data controller for its respective bookings and services.

10. DATA PROTECTION CONTACT

For any questions regarding this Privacy Policy or the processing of your personal data, you may contact:

dpo@hotelmadeira.com

(This contact point is managed internally to handle data protection requests.)