Privacy Policy

1. Information We Collect

At Aether Flux Hotel, we collect information to provide you with exceptional service and personalized experiences:

• Personal Information: Name, email address, phone number, postal address, and payment information
• Reservation Details: Check-in/out dates, room preferences, special requests, and guest history
• Service Preferences: Dining preferences, spa appointments, and facility usage
• Website Activity: IP address, browser type, pages visited, and interaction with our services
• Communication Records: Phone calls, emails, and chat conversations for service improvement

2. How We Use Your Information

We use your personal information for the following purposes:

• Processing and managing your hotel reservations and services
• Providing personalized guest experiences and recommendations
• Communicating about your stay, promotions, and hotel updates
• Processing payments and managing your account
• Improving our services through analysis and feedback
• Ensuring security and preventing fraud
• Complying with legal obligations and regulations

3. Information Sharing and Disclosure

We respect your privacy and only share your information in the following circumstances:

• Service Providers: Trusted third parties who assist in hotel operations (payment processors, cleaning services, etc.)
• Legal Requirements: When required by law, court order, or government regulations
• Business Operations: With affiliates and partners to enhance your experience
• Safety and Security: To protect the rights, property, and safety of our guests and staff

We never sell your personal information to third parties.

4. Data Security

We implement comprehensive security measures to protect your personal information:

• SSL encryption for all online transactions and communications
• Secure data storage with regular backups and monitoring
• Limited access controls - only authorized personnel can access guest data
• Regular security audits and compliance assessments
• Staff training on data protection and privacy best practices
• Incident response procedures for any potential security breaches

5. Your Privacy Rights

Under Canadian privacy laws, you have the following rights:

• Access: Request copies of your personal information we hold
• Correction: Update or correct any inaccurate information
• Deletion: Request deletion of your personal data (subject to legal requirements)
• Portability: Receive your data in a structured, machine-readable format
• Withdrawal: Withdraw consent for marketing communications at any time
• Complaint: File a complaint with the Privacy Commissioner of Canada

6. Cookies and Website Technologies

Our website uses cookies and similar technologies to enhance your browsing experience:

• Essential Cookies: Required for basic website functionality
• Performance Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Deliver relevant advertisements and content

You can manage cookie preferences through your browser settings or our cookie consent tool.

7. Data Retention

We retain your personal information only as long as necessary for:

• Providing services and maintaining guest relationships
• Meeting legal and regulatory requirements
• Resolving disputes and enforcing agreements
• Business operations and legitimate interests

Guest reservation data is typically retained for 7 years in accordance with Canadian hospitality industry standards.

8. International Data Transfers

Your personal information may be transferred to and processed in countries other than Canada for business operations. When we transfer data internationally, we ensure:

• Adequate protection through contractual safeguards
• Compliance with applicable data protection laws
• Use of standard contractual clauses when required
• Regular monitoring of data protection standards

9. Updates to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes:

• We will notify you via email or prominent website notice
• The "Last Updated" date at the top will be revised
• Previous versions may be available upon request
• Continued use of our services constitutes acceptance of updates