Privacy Statement

Last updated: July 2023

The Mayflower Inn respects your privacy and is committed to protecting your personal data. This privacy statement will inform you as to how we look after your personal data when you visit our website or use our services, and tell you about your privacy rights and how the law protects you.

In the performance of our obligations, The Mayflower Inn will comply with all applicable data protection and privacy laws and regulations in Ghana. By using any of our products or services and/or by agreeing to this statement — e.g. in the context of registering for any of our products or services — you understand and acknowledge that we will collect and use personal information as described in this statement.

It is important that you read this statement together with any other privacy statement or fair processing statement we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy statement supplements other notices and privacy policies and is not intended to override them.

This privacy statement is provided in a layered format, so you can click through to the specific areas set out below.

Data controller
How is your personal data collected?
Purposes for which we will use your personal data
The data we collect about you
Disclosures of personal data
International transfers
Data retention
Your rights
Data security
Cookies
Liability
Changes to this privacy statement

1. Data controller

This privacy statement

This privacy statement is issued on behalf of The Mayflower Inn, so when we mention “we”, “us” or “our” in this privacy statement, we are referring to the relevant entity within The Mayflower Inn responsible for processing your data. We will let you know which entity will be the data controller for your data when you stay with us or use any of our Services.

This website

The data controller of this website is The Mayflower Inn. If you have any questions regarding this privacy statement, you can reach us via email at hello@mayflowerinngh.com.

Please note that our websites are not intended for children and minors, and we do not knowingly solicit or collect personal data from anyone under the age of 18, other than from a parent or legal guardian with consent. As a parent or legal guardian, please do not allow your children to submit personal data without your permission.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy statement of every website you visit.

2. How is your personal data collected?

This privacy statement also aims to give you information on how The Mayflower Inn collects and processes your personal data through your use of this website and other services provided by The Mayflower Inn (“Services”), including any data you may provide when you use our online services, such as websites owned or controlled by The Mayflower Inn, web and mobile applications, social media pages, and HTML-formatted email messages.

We use different methods to collect data from and about you, including through this website:

Direct interactions: You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide online when you book accommodation, sign up for a newsletter, or participate in a survey, contest or promotional offer. We collect personal data offline when you visit our properties or use services such as restaurants, childcare services and spas.

Automated technologies or interactions: As you interact with our website, we will automatically collect technical data about your equipment, browsing actions and patterns. The information we may collect by automated means includes, but is not limited to:

Information about the devices our visitors use to access our sites (such as the IP address and the device, browser and operating system type)
Pages and URLs that refer visitors to our sites, and pages and URLs that visitors exit to once they leave our sites
Dates and times of visits to our sites
Information on actions taken on our sites (such as page views, site navigation patterns or application activity)
A general geographic location (such as country and city) from which a visitor accesses our sites
Search terms that visitors use to reach our sites

We collect this personal data by using cookies, web beacons and other similar technologies. To learn more, please see our cookie statement for further details.

Security systems: When you visit our property, information may be collected about you through the property’s closed-circuit television systems, electronic key cards and other security systems.

Third parties or publicly available sources: We will receive personal data about you from various third parties and public sources, including business partners, travel agents and aggregators.

3. Purposes for which we will use your personal data

We use personal data to provide you with Services, to develop new products and services, and to protect The Mayflower Inn and our guests. This data processing may be for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on. We will use this information for the following purposes:

Performing our customer service obligations, such as the creation and management of reservations and your stay in our properties, payment, catering to your requests, and monitoring use of services (telephone, bar, pay TV, etc.), in response to a contractual relationship between you and us, such as a hotel booking or service request;
Improvement of our services, such as assessment of our services in hotels, restaurants and other outlets, and improvement in the operation of our business as part of the contracted relationship between you and us;
Personalization of our services and communications — for example, to personalize content and tailor our digital customer experience and offerings, understand customers’ requirements to develop targeted marketing programs, newsletters and promotions. We will always seek and record your permission to opt in and participate in any of our marketing campaigns;
Compliance with legal obligations in accordance with applicable laws, such as local privacy laws, prevention of fraud or money laundering, police investigations and tourism regulations;
Safety and security to maintain the safety, health and wellbeing of customers, and protecting The Mayflower Inn’s assets and employees.

Booking process: To manage booking requests made by users, including any modifications and cancellations, as well as confirmation communications of these transactions; to register and manage your online check-in; to manage payment or prepayment, if it is requested; and to review your guest profile in order to unify guests’ profiles and personalize services provided.

Check-in online: To manage your check-in online and personalize your services if you request it, and to manage any other services required by the user.

Best-rate guarantee: To manage claims or requests made by the user, including contacting you to resolve the claim or request, and to verify the information provided by the user.

Newsletter: Direct marketing communications — sending you promotional offers and event details, and subscribing and unsubscribing you when you request it.

Management of general and hotel enquiries: To manage communications, provide information and respond to general requests from users through the channels available for this purpose; to manage booking or service requests related to reservations at the hotels; and to receive feedback about products and services provided.

Social platform log-in: If you register or sign in with your Facebook, Apple ID, Google or other third-party accounts to our sites, you give such third-party service providers permission to share your personal information from those accounts (such as your registration and profile information). This information varies and is controlled by third-party service providers or as authorized by you via your privacy settings.

4. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (“Aggregate Data”). We may collect, use, store and transfer different kinds of personal data about you, which we have arranged according to the different purposes as follows:

Contact information (such as name, email address, mailing address and phone number);
Payment information (including payment card numbers, billing address and bank account information);
Demographic data (such as age, gender, country and preferred language);
Information related to your reservation, stay or visit to a property (including the property where you have stayed or outlet you have visited, date of arrival and departure, and goods and services purchased);
Information necessary to fulfil your special requests and/or specific accommodations;
Employment information (such as company name, job title and work contact information) to respond to requests for proposals or honor contractual arrangements;
Online account details, profile or password details, and any frequent flyer or travel partner program affiliation;
Copies of your correspondence if you contact us;
Your interests and preferences;
Feedback and survey responses;
Information collected through the use of closed-circuit television systems, card key and other security systems;
Information related to your use and interaction with our website and network; and
Information as requested by government authorities to fulfil our legal obligations.

We do not collect special categories of personal data about you (such as race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, and genetic and biometric data), nor any information about criminal convictions and offences. We may collect data about your health, such as food allergies, or other information that you provide to us.

5. Disclosures of personal data

Our goal is to provide you with the highest level of hospitality and Services, and to do so we share personal data with the following parties:

The Mayflower Inn: We disclose personal data to other companies within The Mayflower Inn for the purposes described in this privacy statement, such as providing and personalizing Services, communicating with you, and our business purposes.

Strategic business partners: We disclose personal data and other data to business partners who provide goods, services and offers that enhance your experience at our properties. For example, this sharing enables spa, restaurant, health club, concierge and other outlets at our properties to provide you with services.

Service providers: We disclose personal data to third-party service providers for the purposes described in this privacy statement. Examples include companies that provide website hosting, data analysis, payment processing, order fulfillment, information technology and related infrastructure provision, customer service, and email delivery and marketing.

Public administrations and police bodies: We disclose personal data to public administrations and police under requirement, in order to comply with obligations under the regulations and to cooperate with these entities in the performance of their duties.

We require all third parties to respect the security of your personal data and to process it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes, and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers

As a hospitality company, we may transfer your personal data across multiple jurisdictions. Insofar as it is necessary for the purposes, your personal data may be transferred to countries where our third-party service providers, advisors and consultants are located, which changes from time to time.

Where personal data is transferred to a country with a lower level of data protection as compared to the country in which the information was collected, we take all reasonable steps to ensure that your information and privacy are protected in line with the applicable legal obligations. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data.

7. Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint, or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

8. Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to: request access to your personal data; request correction of your personal data; request erasure of your personal data; object to processing of your personal data; request restriction of processing of your personal data; request transfer of your personal data; and withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of these rights, please contact us at hello@mayflowerinngh.com. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable administration fee, or refuse to comply, if your request is clearly unfounded, repetitive or excessive. We try to respond to all legitimate requests within one month; occasionally it may take longer if your request is particularly complex or you have made a number of requests, in which case we will notify you and keep you updated.

9. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach, and will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Cookies

We use cookies (small text files stored in your browser) and other techniques such as web beacons to collect information that tells us how you use our website and web-related services. This helps us make our website relevant to your interests and needs. You can choose to refuse cookies, or set your browser to let you know each time a website tries to set a cookie.

The types of cookies we use on this site include:

Strictly necessary cookies: These are necessary for the website to function and cannot be switched off. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in, or filling in forms.

Analytics cookies: We use these to analyze and identify the behavior of our web visitors, and to personalize your experience.

Advertising cookies: These may be set through our site by our advertising partners to build a profile of your interests and show you relevant adverts on other sites.

Engagement cookies: These provide additional functionality to the site, such as live chat for customer support or alert widgets for updates and exclusive offers, and may affect your experience if turned off.

11. Liability

This website is not intended for children, and we do not knowingly collect data relating to children. You guarantee that you have informed any third parties whose data you are providing of the points covered in this privacy statement, and that their authorization has been obtained to provide their data to The Mayflower Inn for the indicated purposes. You will be liable for any false or inaccurate information provided, and for direct or indirect damage caused to The Mayflower Inn or to third parties.

12. Changes to this privacy statement

We keep our privacy statement under regular review. At the top of this page, you will see the date on which the privacy statement was last revised, which is also the date from which any changes will become effective. Your use of the Services following these changes means that you accept the revised privacy statement. It is also important that the personal data we hold about you is accurate and current; please keep us informed if your personal data changes during your relationship with us. If you have any questions, please contact us at hello@mayflowerinngh.com.