OAKY PRIVACY STATEMENT

Oaky B.V. (Oaky, we us or our) is committed to protecting your privacy and takes its responsibilities regarding the security of personal data very seriously. This policy explains how we use personal data and how we protect your privacy in accordance with the General Data Protection Regulation (Algemene Verordening GegevensbeschermingGDPR).

  1. What is Oaky?

Oaky is a tool used by our Customers Accommodation Providers (hotels, hostels, and serviced apartments) to communicate with their guests and to offer specific services and upgrades that relate to the upcoming hotel stay of their guests.

  1. Data Controller and Data Processor 

In the context of providing our services, the Customer Accommodation Providers is the data controller, and Oaky is the data processor. We process personal data that we collect or receive from the Customer Accommodation Provider. If we have received your personal data from the Customer Accommodation Provider, the Customer Accommodation Provider, as the data controller, has ensured that it has a legal basis to transfer your personal data to us, such as a legitimate interest or that your consent is obtained.

In addition, we may collect, use, store and transfer different kinds of personal data in the course of our business as a Data Controller. We may collect personal data through your use of our website https://oaky.com (the Website).

  1. The data we collect about you

Personal data means any information about an individual from which that person can be identified, such as your first and last name, telephone number, postal and electronic addresses, date of birth and payment information. It does not include data where the identity has been removed (anonymous data).

We may obtain personal data directly from you by submitting your personal data to us, for instance when you contact us through our contact details or contact form on our Website or when we establish a relationship with you as contact person of the Customer Accommodation Provider or of a partner. This includes:

We may also collect personal data automatically when you visit or use the Website, such as data collected through cookies. This includes:

Keeps track of a visitor's identity. This cookie is passed to the marketing platform HubSpot on form submission and used when de-duplicating contacts.

We do not collect any special categories of personal data about you.


  1. How we use your personal data

We use the personal data that we collect about you only for specific purposes. This includes to perform the contract we have entered into with Customer Accommodation Providers, to offer our services to you on behalf of the Customer Accommodation Providers, to ensure that your access to and use of our Website is safe and uninterrupted and to assist you with any questions you may have.

Purpose

Personal Data

Legal ground

Retention period

Providing the services of Oaky to customers (guests of the Customer Accommodation Providers on behalf of the Customer Accommodation Providers.)

  • Name

  • Address

  • Email address

  • Telephone number

  • Nationality*

  • Birthday*

  • Gender*

* Personal data depending on Customer Accommodation Provider.

We are a data processor. As a result, the Customer Accommodation Providers have a legal ground for processing the personal data. 

For the duration of our services to the Customer Accommodation Providers or as otherwise indicated by the Customer Accommodation Providers.

To manage our relationship with you and communicate with you regarding:

  • our Website;

  • your questions and comments;

  • support; and

  • notify you about changes to our privacy policy.

  • Name

  • Address

  • Email address

  • Telephone number

  • Other information that you provide to us

Necessary for our legitimate interests (to provide support and respond to your questions and comments)

For 2 years of non-activity following the most recent activity using personal data

To measure interest in and improve our Website and customise your user experience.

  • Data about your use of our Website, such as webpages viewed and hyperlinks you clicked on.

Necessary for our legitimate interest (to keep our Website updated and relevant)

For 2 years of non-activity following the most recent activity using personal data

To administer our site and diagnose problems, to protect our business, to resolve disputes or troubleshoot problems, to prevent potentially prohibited or illegal activities. 

  • IP-address

  • MAC-address

  • Browser type and version


Necessary for our legitimate interests (for running our business, IT services, network security, to prevent fraud and other prohibited or illegal activities).

For 2 years of non-activity following the most recent activity using personal data

To send newsletters about product updates, news from the industry, and other relevant information. 

  • Name

  • Email address


Necessary for our legitimate interests (to inform you about relevant updates and news).

For the duration of the subscription of the newsletter. This ends whenever you unsubscribe from the newsletter.

To provide relevant content about/from Oaky via campaigns (ads)

  • Email address

  • Other information you provide to us



Necessary for our legitimate interests (to provide relevant information).

For 2 years of non-activity following the most recent activity using personal data

To provide relevant content about/from Oaky and a partner via shared campaigns (ads)

  • Email address

  • Other information you provide to us


Necessary for our legitimate interests (to provide relevant information).

For 2 years of non-activity following the most recent activity using personal data

To offer and run the referral program of Oaky with the aim to contract new Customer Accommodation Providers. 

  • Name

  • Job title

  • Email address

  • Company name

  • Country

  • Other information you provide to us

Necessary for our legitimate interests (to contract new Customer Accommodation Providers).

Until the moment of signing of the contract with the new Customer Accommodation Provider or until the moment that the negotiation process with the new Customer Accomodation ends without signing a contract.

To manage our relationship with  you, a partner of Oaky, such as integration partners, newswire partners, HR services partners etc. 

  • Name 

  • Job title

  • Email address

  • Company name

  • Other information you provide to us

Necessary for our legitimate interests (to communicate with partners) or necessary for the performance of an agreement.

For 2 years of non-activity following the most recent activity using personal data.

To manage our relationship with you, a Customer Accommodation Provider.

  • Name 

  • Job title

  • Email address

  • Company name

  • Other information you provide to us

Necessary for our legitimate interests (to communicate with Customer Accommodation Providers) or necessary for the performance of an agreement.

For 2 years of non-activity following the most recent activity using personal data.

To provide courses of Oaky and manage the relationship with the student of those courses

  • Name

  • Job Title

  • Country

  • Email address

  • Password

Necessary to access courses and for students to manage their courses and profile.

For 2 years of non-activity following the most recent activity using personal data.

  1. Which third parties receive your personal data?

We will never sell personal data to third parties without your consent. We will not disclose your personal data to any third party unless we have a legitimate interest in doing so or if you have consented to this. We may only share personal data about you as follows:

  1. Who has access to the data (internal)?

Only authorized internal persons that require access to personal data in order to fulfil their duties to the Oaky Service will have access to the data.

  1. International transfers

Several of our service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data outside the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  1. How is the data protected?

We take the security of your personal data very seriously. We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in unauthorised way, altered or disclosed. 

We use secure connections (VPS) which protect all data traffic between you and our Website and/or Web Applications.

We implemented the following technical and organizational measures to protect personal data:

  1. Prevent unauthorized persons from gaining access to data processing systems with which personal data are processed or used;

  2. Prevent data processing systems from being used without authorization;

  3. Ensure that persons entitled to use a data processing system have access only to the personal data to which they have a right of access and a need to know basis. We ensure that the people who can access your personal data are bound by confidentiality obligations.;

  4. Ensure that personal data is adequately protected during transmission or transport; and

  5. Ensure that the personal data is processed in accordance with the instructions of our Customer Accommodation Provider.

  1. Accuracy of personal data

Oaky makes reasonable efforts to keep personal data in its possession or control, which is used on an on-going basis, accurate, complete, current and relevant, based on the most recent information available to us.

  1. Your rights in relation to your personal data

You have certain rights in relation to your personal data, in accordance with applicable law. 

You have the following rights with regard to your personal data:

You can exercise your rights by filing a request by e-mail to your Customer Accommodation Provider or to Oaky via privacy@oaky.com. We may need to request specific information from you to help us confirm your identity and ensure your right to exercise any of your rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We aim to respond to your request within one month after receiving such a request. However, this one-month term may be extended with two months. In such event, we will inform you within one month after receipt of your request and explain why the extension is necessary.

  1. Cookies

We use cookies and similar tracking technologies when providing the services and may collect data about visitors of the Website with the purpose of updating and improving the site to provide Website's visitors with the best experience and most relevant material. A cookie is a small file that we store on your browser or the hard drive of your computer when you visit our Website. 

A cookie may contain information which provide for recognition of you as a visitor of the Website, every time you visit the Website. This helps us to provide you with a good experience and better services. It also allows us to improve our Website. 

Except for functional and analytical cookies that have a limited impact on your privacy, we need your consent to place cookies. You have the right to choose whether or not to accept cookies. However, they are an important part of how our Website works, so you should be aware that if you choose to refuse or remove cookies, this could affect the availability and functionality of our Website.

Below you will find an overview of the cookies that we use on our Website: 

For more information, we refer to our cookie statement.

However, if you use your browser settings to block all cookies you may not be able to access all or parts of our Website.

  1. How to contact us

If you have any questions about our privacy policy or the processing of your personal data, you can contact us via email at: privacy@oaky.com or at the following address:

Oaky B.V.    
Leidseplein 1-3
1017 PR, Amsterdam, the Netherlands    
Registration number with the Chamber of Commerce (Kamer van Koophandel): 59032936.

You have also the right to lodge a complaint to the supervisory authority (Autoriteit Persoonsgegevens) about the way we process your personal data. We would, however, appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance.

  1. Changes to this privacy policy

We may amend this privacy policy from time to time. We will note the date on which the last revisions were made at the bottom of this privacy policy. Where possible, we will notify you of any material changes to this privacy policy. We invite you to check our privacy policy from time to time to review the most current version.


This privacy policy is last updated on March 7 2022.