KIT Hotel BV is part of KIT Royal Tropical Institute. KIT Royal Tropical Institute works for a healthier, equitable, inclusive, safe and sustainable world. We provide advice and support in policy, strategic planning, governance and program management, with a particular focus on international health and social care. KIT Royal Tropical Institute is a not-for-profit association registered in The Netherlands as Vereniging Koninklijk Instituut voor de Tropen, company number 33185213 0000. KIT Hotel BV is the hospitality branch of KIT Royal Tropical institute, registered as a separate company (BV), company number 33287573. KIT Hotel BV consists of 3 departments: Amsterdam Tropen Hotel, De Tropen café & restaurant and Koninklijk Instituut voor de Tropen Conferences & Events.
KIT Hotel BV
1092 CK Amsterdam
We keep our privacy notice under regular review. This privacy notice was last updated on June 2018.
2. Personal information collection
For the purposes of the General Data Protection Regulation (GDPR), KIT is the “data controller”.
We collect certain information or data about you when you call us, email us and use our services. This includes;
- questions, queries or feedback you leave, including your email address or telephone number if you contact us
- information about your use of our website services including what pages you visited, how long you visited the website for
- information that you provide for the purpose of registering and accessing our services including names, address, organizational data, email and telephone numbers.
- information that you provide for the purpose of subscribing to the website services
The general categories of personal information that we may collect for the aforementioned purposes are as follows:
- contact phone number
- email address
When you register with us, you are agreeing that you are over 18 years of age or are acting with parental consent.
2.1 Which personal data do we process, and for what purposes do we process personal data?
Regardless of which of our services you use in our departments, your personal data will be stored in a centralized data storage system that is under the control of KIT Hotel BV and accessible only to authorized staff of KIT Hotel BV.
We collect your personal data because that enables us to make your visit more pleasant, so you may one day decide to return to our location. We collect, store and process personal data at two different stages:
i. Before you decide to stay in our hotel or decide to visit our location or organize an event
ii. When you stay or have stayed in our hotel or have organized an event
When you make a reservation or organise an event, you will have to provide us with your name, your (email) address, phone number, the dates you are staying with us, and credit card details or other payment information as applicable. We use these personal data to process the reservation, for billing purposes, and to allow us to communicate with you about your reservation or event. When you stay in our hotel or organise an event, we will collect personal data about your preferences, use of our services, and location.
Overview of activities under stage (i) and (ii)
We may at each of the stages outlined above use your personal data. For your convenience, we have made an overview of activities that involve the processing of your personal data, and the corresponding legal basis/legal bases that allow/s us to process this data:
|1.||First of all, we store the personal data you provide to us in our systems for administrative purposes.||
|2.||Under several jurisdictions and/or local city regulations we are legally obliged to ask you to provide us with certain information when you arrive at Amsterdam Tropen Hotel. This may include information such as: birth date, nationality, place of residence, date of arrival and profession.||
|3.||We will have to verify your identity when you arrive at Amsterdam Tropen Hotel. We will use your passport or other identification document. We will not store a copy of your passport, unless to the extent permitted by law.||
|4.||We store your personal data for a fair amount of time in our database(s), also after your transaction has been completed and after you have stayed in our hotel or organized an event, in order to comply with data retention obligations and to be able to contact you and welcome you again in the future.||
|5.||We process your booking, howsoever made (directly via our website or via a third party (online) travel agent.||
|6.||We create a general and simple profile of you on the basis of information disclosed by you via public sources on the internet. We will not use any sensitive personal data that we may collect or derive from your stay or from public sources on the internet.||
|7.||We offer and provide services and products you request from us or which we may think you are interested in, via email, telephone or other media. You can subscribe to our newsletter, which contains commercial offers and news of KIT Hotel BV and related third parties. We use the email address you provide to send the newsletter to. If you no longer wish to receive the newsletter, you can use the link provided in every newsletter to unsubscribe.||
|8.||We use credit card data or other payment data for invoicing purposes.||
|9.||If you would like to park on our parking lot we may collect your license plate number in order to provide you access to the parking.||
|10.||We collect (meta)data on your use of our Wi-Fi services for security and anti-piracy purposes (such as: IP address, your device’s MAC address, connections made, location, etc.). We do not process the content of traffic.||
|11.||We track and record your use of our, or our affiliates’, (online) services, either through cookies or via other means. Cookies enable us and others to monitor your browsing behaviour. Please read our Cookie Statement for further information on cookies.||
|12.||We engage in the advertising and marketing of our brand, company, affiliates, services and/or products both online and offline, possibly via third party service providers. For this, we use your contact details, information on your stay at Amsterdam Tropen Hotel and KIT Conferences & Events and information collected through cookies.||
|13.||We endeavour to provide a high level of security of both the information we store as well as our facilities, (IT) systems and premises, by means of encryption, physical security measures, passwords, company procedures and policies and professional IT support. Personal data may be processed in this context by KIT Hotel BV and its vendors.||
|14.||We endeavour to prevent our services and facilities from being used for illegal purposes, of any kind. Personal data may be processed in this context by KIT Hotel BV and its vendors, such as through CCTV surveillance.||
|15.||We engage in activities required for compliance with legal obligations, third party claims or requests from public authorities, such as (i) the mandatory storage/containment of certain information because of a criminal investigation, (ii) requests from third parties for access to information (iii) any further instructions from third parties, such as supervisory authorities, that involve data processing.||
2.2. Lawful basis
Under the GDPR (General Data Protection Regulation) we control your personal information about you electronically using the following lawful bases:
- Legitimate interests: we may process information on the basis there is a legitimate interest, either to you or to us. Where we process your information on this basis, we do after careful consideration whether the same objective could be achieved through other means and whether you would expect us to process your data, and whether you would consider it reasonable to do so. For example, in order to deliver our services for your benefit, we may share your personal data with a trusted third party organization for the purpose of our business activities or to conduct a survey to better understand your needs and requirements of us as set out in section
2.3. Where your data is stored
We store your data on our secure servers in the EU. It may also be stored outside of Europe, where it could be viewed by our staff or suppliers. By submitting your personal data, you agree to this.
2.4. Information disclosure
We may need to disclose your information if required to do so by law and for the purpose of defending our legal rights (including providing information to others for the purposes of fraud prevention).
2.5. Information protection
We take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information. All personal information is stored securely in accordance with the principles of the General Data Protection Regulation.
By using our website services, you acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
In case you need passwords to enter our application portal and access our website, you are responsible for keeping the password you use confidential; we will not ask you for your password.
2.6 Data retention period
Personal data that we process shall not be kept for longer than is necessary. Our retention period is in line with our contract conditions with the third parties and the default legal standard retention period.
3. Your individual rights
Under the GDPR your rights in relation to the personal data we hold are expressed as follows. You have;
- the right to be informed about how we use your personal data
- the right of access to the data we hold
- the right to rectification of any data we hold;
- the right to erasure of your data
- the right to restrict processing of your data
- the right to data portability of your data
- the right to object; and
- the right not to be subject to automated decision-making including profiling
If you would like any further information about your rights, please contact us by sending an e-mail to firstname.lastname@example.org.
3.1. Accessing your personal information
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation (GDPR). If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form. You may request a copy of the personal information by emailing us at: email@example.com
3.2 Withdrawing your consent
You may exercise your right to withdraw your consent in relation to your personal data being used at any time by written notice to us via email to: firstname.lastname@example.org or by way of letter to:
KIT Hotel BV
1092 CK Amsterdam
By withdrawing your consent this does not affect the lawfulness or processing based on consent before its withdrawal.
4. Visitors to our websites
When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. The information collected by Google is anonymized. Your IP address is partially masked (namely the last octet).
We (our mother company: KIT Royal tropical Institute) have signed a Data Processor Agreement with Google, stating that Google only acts as processor in processing our website visitors’ personal data. Google may supply the information to third parties if Google is obliged to do this by law, or if these third parties process information on behalf of Google. KIT Royal Tropical Institute has no influence over this.
We do not share data with Google for any reasons other than those stated and also do not use other Google services in combination with Google Analytics cookies, apart from the mutual exchange of web statistics and campaign statistics with our Google AdWords account, for the purposes of tracking website use and conversion events. This method of measurement data exchange results in no or only a very limited infringement of your privacy, as no personal information is collected and we do not use these data to adapt advertisements to your personal preferences.
Information generated by the cookie regarding your website use is transferred to Google where it is saved on servers in the United States. Google uses this information to track how you use the website, produce website activity reports for website operators and to offer other services regarding website activity and internet use.
To opt out of being tracked by Google Analytics across all websites visit Google (opens in a new window).
Our website contains buttons to promote (‘like’) or share webpages on social networks like Facebook and LinkedIn. These buttons work through snippets of code originating in Facebook or LinkedIn that place cookies in your browser. We have no influence on this. Read the privacy statements of Facebook and LinkedIn (which can change frequently) to find out what they do with the data they gather through these cookies.
We use the following types of cookies:
- Strictly necessary cookies: These cookies are essential for the user to move around the website and to use its features
- Performance cookies: These cookies collect information about how the user makes use of the site, e.g. which pages the user visits most. These cookies do not collect information that identifies the user
- Functionality cookies: These cookies remember choices made by the user and enhance the features, e.g. language or users location. This cookie is also used to remember a user’s preferences for a font size, or customizable parts of a web page
4.2. Collecting information with cookies
- the website pages you visit
- how long you are on the website for
- whether you are a new or returning user
- how you came to the website
- the type of device and browser you use
4.3. Disabling or deleting cookies
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit About Cookies (opens in a new window) or All About Cookies (opens in a new window). If you disable cookies by blocking them, or delete cookies, the functionality of the website will likely be affected.
5. Event photography and film footage
During the events that are held in our venue, a photographer or a film maker may be present to photograph or film the event, the location and the visitors. These images or videos may be used for communication and marketing purposes, like websites, magazines, social media and advertisements. By attending our events, you agree with our terms and conditions and the use of the media files for these purposes.