Introduction
- Cookie policy
- Personal data information
- Payment Information and tokenization
- Terms for overnight reservations
- Terms for meetings and conferences
Contact us if you have any questions about the information.
Cookie policy
When you visit our website, we collect information to enhance the user experience and optimize advertising. If you wish to avoid this, you can delete your cookies (see the guide linked below) and refrain from further use of the website.
The website uses "cookies," which are stored on your device to recognize it, remember settings, perform statistics, and target advertisements. Cookies do not contain harmful code such as viruses.
By continuing to use the website, you accept our use of cookies. If you block or delete cookies, certain functions may be limited.
You can find a guide on how to delete cookies here: https://www.aboutcookies.org/how-to-delete-cookies/.
Processing of personal data
Data controller
Guest Apart Aarhus ApS
Tueager 5A, 8200 Aarhus N
CVR: 39954664
Phone: +45 86 18 00 00
Email: hello@guestapart.dk
Contact person for personal data
Mark Nykjær-Fisher
Phone: +45 86 18 00 00
Email: hello@guestapart.dk
Introduction
To provide our services, we may need to process important personal data. Our privacy policy is intended to help you understand what data we collect, why we collect it, and how we use it. These are important details, so we encourage you to take the time to read them.
If you have any questions or need further information, please feel free to contact our personal data officer.
Your rights
We process personal data to provide our services, which includes information such as name, address, phone number, email, and CVR number. Data is stored for at least five years in accordance with the Danish Accounting Act.
You have the following rights:
- The right to be informed about how we process your data
- The right to access your data
- The right to have incorrect information corrected
- The right to have your data deleted
- The right to object to direct marketing
- The right to data portability
We may deny requests that are unreasonably repetitive, require disproportionate technical intervention (such as developing a new system or significantly changing an existing practice), affect the privacy of others, or are extremely impractical (e.g., requests for data that exist only in backup systems).
If we can correct information, we will do so free of charge unless it requires an unreasonable effort. We strive to maintain our services in a way that protects information from accidental or malicious destruction. When we delete your personal data from our services, we may not always be able to immediately remove associated copies from our archive servers, and it may not be removed from our backup systems.
All rights are handled manually by contacting our personal data officer. You can file a complaint with the Danish Data Protection Agency via https://www.datatilsynet.dk.
Disclosure of information
We only disclose your data in the following cases:
- With your consent – We require an explicit opt-in for the disclosure of personal data.
- For external data processing – Our trusted partners process information on our behalf under our instructions and with high security standards.
- For legal reasons – If it is necessary to comply with applicable laws, enforce our terms, protect against fraud, or safeguard the rights and security of our customers and business.
We disclose personal data to companies, organizations, or individuals outside Guest Apart Aarhus ApS if we in good faith believe that access, use, storage, or disclosure of the data is necessary to:
- Comply with applicable laws, regulations, lawsuits, or valid governmental requests.
- Enforce our service terms, including investigating potential violations.
- Detect, prevent, or protect against fraud, security risks, or technical issues.
- Protect Guest Apart Aarhus ApS, our customers, or the public's rights, property, or safety as required or permitted by law.
We may share non-identifiable information with the public and our partners.
Information security
We continuously work to protect your information from unauthorized access, alteration, disclosure, or destruction. We have implemented the following security measures:
- Regular security updates on our IT systems.
- Ongoing data backups.
- Use of industry-standard IT systems for data processing activities.
- Limited access to personal data, ensuring only relevant employees have access.
- Data processing agreements with external suppliers.
- Confidentiality agreements for employees with access to personal data.
Compliance and co-operation with authorities
We regularly review our practices to ensure compliance with applicable data protection regulations. If we receive a written complaint, we will contact the sender directly to follow up. We cooperate with relevant authorities, including the Danish Data Protection Agency, to resolve any complaints.
Changes
We reserve the right to update our privacy policy. Significant changes will be announced via our website or email where relevant. We will not limit your rights without your explicit consent.
Payment information and tokenization
General
By entering your payment details into our system, you agree to the following terms and conditions regarding the use and storage of your card information. Our payment system is provided by Mews, which complies with the highest security standards for payments and data protection.
Security and tokenization
We use tokenization to protect your payment details. Tokenization means that your card information is replaced with a unique identifier (token), ensuring that no raw data is stored in our system. The payment system complies with PCI DSS (Payment Card Industry Data Security Standard), which ensures that your card data is processed under strict security measures.
Storage of card information
Your card details are stored in a secure, tokenized format and are automatically deleted no later than 90 days after your check-out. Storage is solely for the purpose of settling any additional charges or covering damages incurred during your stay.
Authorization and payments
By entering your card details, you authorize us to charge for:
- Your stay and any additional services (e.g., extra bedding, restaurant visits, or purchases from the kiosk).
- Any fees related to early check-in or late check-out.
- Damages or losses to our property caused by negligent behavior during your stay.
Damage handling and insurance
If damages occur during your stay, we always assess the situation individually. We understand that accidents happen and recommend that you use your liability insurance to cover any damages that are not due to normal wear and tear. If the damage is deemed to be caused by irresponsible behavior, we may charge compensation via the registered payment method.
Updating card information
If you wish to change the registered payment method, please visit the reception in person before your check-out.
Terms for overnight reservations
Group bookings
- 1 to 3 rooms: Changes or cancellations can be made up to 1 business day before arrival at no cost.
- 4 to 10 rooms: Free cancellation is possible up to 10 business days before arrival.
- 11 or more rooms: Free cancellation must be made in writing at least 20 business days before arrival.
Note: If we can rebook the canceled rooms, you will not be charged, even if the deadline has passed.
Standard reservations (stay incl. breakfast, long cancellation period)
Non-refundable reservations (stay incl. breakfast, short cancellation period)
For long stay reservations and corporate agreements: Special terms apply according to the contractual document.
Terms for meetings and conferences
At Hotel GUESTapart, we understand that plans can change, especially regarding meeting bookings. Therefore, we offer flexible cancellation terms to accommodate your needs. However, if cancellations occur too late, we may need to charge a fee. This is to cover costs associated with pre-arranged staff, purchased and prepared materials, and potential lost capacity.
- More than 20 business days before: Free.
- 19-10 business days before: 65% of the price*
- Less than 9 business days before: 100% of the price.
- No-show: 100% of the price.
- Changes must be communicated in writing no later than 10 business days before the event.
*Alternatively, the event can be rescheduled within three months from the original meeting date. The event can only be rescheduled once.
Changes to the event
Liability and compensation
Complaints
If you wish to file a complaint, please contact us via email at hello@guestapart.dk or by phone at +45 86 18 00 00. If we cannot find a solution, you may escalate your complaint to the relevant authorities.
Hotel GUESTapart
Tueager 5A, 8200 Aarhus N
CVR: 39954664
Phone: +45 86 18 00 00
Email: hello@guestapart.dk
