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Effective Date: 12. April. 2022

Last Updated: 15. December. 2024

Arivia Villas, owned and operated by [Arivia Group Entity Name] (“Arivia Group,” “we,” “us,” or “our”), respects your privacy and is committed to protecting the personal data of users of our website (https://ariviavillas.com) and guests who stay at our accommodations. This Privacy Policy explains how we collect, use, share, and safeguard your personal data, as well as your rights and choices regarding this information.

By visiting our website, booking accommodations, or using our services, you agree to the terms of this Privacy Policy.

1. Scope of this Privacy Policy

This Privacy Policy applies to information collected on our website and through any other digital platforms under our control, as well as information collected from our guests, customers, and visitors who engage with our services (collectively, the “Services”).

2. Data We Collect

2.1 Personal Data You Provide to Us:

•\tContact Information: Name, email address, postal address, phone number.

•\tBooking and Accommodation Details: Reservation dates, number of guests, preferences (e.g., bedding type, additional amenities), payment details, billing information.

•\tIdentification and Verification Documents: Copies of ID, passport, or driving license where required or permitted by law.

•\tCommunication Records: Information you provide in correspondence with us (email, chat, contact forms, telephone calls).

2.2 Automatically Collected Data:

•\tDevice and Usage Information: IP address, browser type, device type, operating system, language preferences, referring URLs, and pages visited.

•\tCookies and Similar Technologies: We use cookies, web beacons, and analytics tools to personalize your experience, improve our Services, and analyze website traffic. (See Section 8.)

2.3 Third-Party Sources:

•\tOnline Travel Agencies (OTAs): Information from third-party booking platforms (e.g., Airbnb, Booking.com) related to your reservation.

•\tSocial Media Platforms: Publicly available information from your profile (subject to your privacy settings) if you engage with our social media pages.

3. How We Use Your Data

We process personal data only when we have a lawful basis, including contract performance, legal obligations, legitimate interests (e.g., improving Services, ensuring security), and, where required, consent.

3.1 To Provide and Maintain Services:

•\tManage bookings, reservations, and payments.

•\tCommunicate about stays, including confirmations, modifications, and special requests.

3.2 To Improve Our Offerings:

•\tPersonalize content, offers, and recommendations.

•\tAnalyze feedback to enhance services.

3.3 To Ensure Security and Compliance:

•\tVerify guest identity where legally required.

•\tPrevent fraud or unauthorized access.

•\tComply with applicable laws, regulations, and legal processes.

3.4 Marketing Communications (With Consent Where Required):

•\tSend promotional emails, newsletters, or special offers.

•\tInform you of events, loyalty programs, or relevant updates.

You can opt out of marketing communications at any time.

4. Data Sharing and Disclosure

We do not sell personal data. We may share data under these circumstances:

4.1 Service Providers:

Third parties who help us operate and improve our Services (e.g., payment processors, IT/security providers, cleaning/concierge services, transportation providers, analytics firms) bound by confidentiality and data protection obligations.

4.2 Business Transfers:

In mergers, acquisitions, restructurings, or asset sales, data may transfer to the acquiring entity under equivalent privacy commitments.

4.3 Legal and Regulatory Compliance:

Disclosure to government authorities, law enforcement, or third parties as required by law or where necessary to protect rights, property, or safety.

4.4 With Your Consent:

Sharing your data with specified third parties upon your explicit consent.

5. International Data Transfers

If we transfer personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses) to maintain EU-level data protection standards.

6. Data Retention

We retain personal data only as long as needed for the purposes described or as required by law. Retention is determined by:

•\tDuration of your stay or ongoing relationship.

•\tLegal obligations (e.g., tax/accounting).

•\tDispute resolution and enforcement of agreements.

•\tYour marketing preferences and any consent withdrawals.

Once no longer required, data is securely deleted or anonymized.

7. Your Rights and Choices

You have rights regarding your personal data under the GDPR and similar laws:

•\tAccess: Obtain a copy of your personal data.

•\tRectification: Correct inaccurate or incomplete information.

•\tErasure: Request data deletion under certain conditions.

•\tRestriction: Limit processing under certain circumstances.

•\tPortability: Receive your data in a structured format for transfer to another controller.

•\tObjection: Object to certain processing activities, including direct marketing.

•\tWithdraw Consent: If we process data based on consent, you can withdraw it at any time without affecting prior lawful processing.

To exercise these rights, contact us using the information in Section 13. If you believe we have violated your rights, you may lodge a complaint with the Hellenic Data Protection Authority (HDPA) or another supervisory authority.

8. Cookies and Tracking Technologies

We use cookies and similar technologies for personalization, content provision, and traffic analysis. Manage your preferences via browser settings or cookie consent tools. For details, refer to our [Cookie Policy]([Link to Cookie Policy]).

9. Security Measures

We implement technical and organizational security measures (encryption, access controls, secure servers) and regularly review their effectiveness. While no method is fully secure, we strive to protect your data against unauthorized access, loss, alteration, or misuse.

10. Minors

Our Services are not directed to individuals under 16. We do not knowingly collect data from minors. If we discover such collection, we will delete it promptly. Please contact us if you believe we have collected a minor’s data without appropriate consent.

11. External Links

Our website may link to third-party sites or services we do not control. We are not responsible for their privacy practices. Review their privacy policies before sharing personal information.

12. Changes to this Privacy Policy

We may update this Policy to reflect changes in practices or legal requirements. We will post revisions with a new “Last Updated” date and provide prominent notice for significant changes. Continued use of our Services after changes take effect constitutes acceptance of the revised Policy.

13. Contact Us

For questions, concerns, or requests about this Policy or our data practices, contact:

Arivia Group

Kerasountos 14, Zografou, Athens, Greece

+3022860 23356

info@ariviagroup.com

14. Internal Compliance and Accountability Measures

Arivia Group takes steps beyond this Privacy Policy to ensure ongoing compliance with GDPR and other data protection regulations:

•\tData Protection Governance:

We may appoint a Data Protection Officer (DPO) or designate a Data Lead responsible for overseeing compliance and serving as a contact point for supervisory authorities and individuals.

•\tData Mapping and Record-Keeping:

We maintain an up-to-date inventory of data processing activities, documenting what data we collect, how it’s processed, and where it’s stored. This Record of Processing Activities (ROPA) ensures transparency and accountability.

•\tLawful Bases and Consent Management:

We review each data processing activity to confirm that a valid lawful basis exists (e.g., contract performance, legitimate interest, legal obligation, consent). Where consent is used, we implement straightforward mechanisms for withdrawal at any time.

•\tTechnical and Organizational Security Measures:

In addition to encryption and secure servers, we train our staff on data handling best practices, maintain breach response plans, and conduct periodic security assessments to identify and address vulnerabilities.

•\tThird-Party Management and Data Processing Agreements (DPAs):

All service providers that process personal data on our behalf are vetted for compliance with GDPR standards. We have DPAs in place, ensuring that they only process data under our instructions and maintain stringent security controls.

•\tInternational Data Transfers & Safeguards:

We use approved transfer mechanisms (such as Standard Contractual Clauses) when transferring personal data outside the EEA and conduct Transfer Impact Assessments to ensure equivalent protection levels.

•\tData Subject Requests Procedure:

We have internal procedures for receiving and responding to requests for access, rectification, erasure, and other GDPR rights. We strive to respond within one month and ensure no undue barriers prevent you from exercising your rights.

•\tRegular Audits and Compliance Reviews:

We perform periodic internal audits to check adherence to this Policy and relevant laws. We stay updated on guidance from the European Data Protection Board (EDPB) and supervisory authorities, adjusting our practices as needed.

•\tDocumentation of Compliance:

We maintain evidence of our compliance efforts, such as training logs, DPIAs for high-risk activities, and records of data subject requests, demonstrating our commitment to data protection principles.

By implementing these measures, Arivia Group ensures that our internal practices align with the principles stated in this Privacy Policy, offering transparency, accountability, and ongoing compliance with data protection laws.

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