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Privacy policy

1. Controller

The controller responsible for the data processing is: Reisebüro TakePlace Corporate Travel & Events. Management of the controller: Mag. Anna Perłowska-Fröhlich, office@takeplace.at

2. Purposes of the data processing

This privacy information relates to all processing operations that are relevant to you as an interested party, customer, website visitor or newsletter subscriber.

The purposes for which we process your personal data can be summarised as follows:

  • our business activity (operation of a travel agency and an event agency)
  • marketing (as well as information by electronic mail including SMS)
  • newsletter
  • the contact form on the website and other enquiries (e.g. by e-mail)
  • analysis and optimisation of our website

3. Business activity (operation of a travel agency)

We process your personal data in connection with your interest in, or your use of, our services, namely

  • your master data (e.g. surname, first name, home address, e-mail address, telephone number, date of birth, gender, country of origin),
  • data from travel documents presented, e.g. passport, identity card or driving licence (e.g. type of document, number of the document, date of issue, issuing authority, period of validity, nationality, other passport data),
  • data on the payment method and other data connected with the payment (e.g. payment method, payment amount, card number, card holder),
  • data on your booking or the requested service (e.g. destination, date of the booked or requested arrival and departure, booked hotel including the booked or requested rooms, your language, where applicable your vehicle registration number (to establish parking entitlement), number of persons),
  • other data communicated or requested by you in connection with your booking or the requested service (e.g. data of fellow travellers (where you make such data known to us), contact persons, conditions, special services, frequent flyer number, personal preferences, tourist guides, catering, rental vehicles, transfers, registration handling, insurance, events, tours, accreditations, vouchers, invoicing and its verification (B2B, B2C, FIT), ticket booking).

We do not carry out profiling or automated decision-making that produces legal effects concerning you or similarly significantly affects you.

In some circumstances we also receive personal data from sources other than directly from the data subject. This is the case, for example, where a booking person or a booking platform passes such data on to us. In that case we assume that the person for whom the booking was made already has the information on the data processing in our company (because the booking person forwarded that information), or that the effort of providing the information separately would be disproportionately high.

We base the processing of the data named above on the following legal grounds:

  • the necessity of the respective processing for the performance of the contract or for carrying out pre-contractual measures (Art 6 para 1 lit b GDPR),
  • your consent, insofar as you have given it to us (Art 6 para 1 lit a GDPR),
  • compliance with legal obligations (e.g. under accounting, tax and customs law, contract law, registration law, etc.) to which we are subject (Art 6 para 1 lit c GDPR),
  • the pursuit of our overriding legitimate interests within the meaning of Art 6 para 1 lit f GDPR (e.g. improving our customer service or protecting our own legal interests, etc.).

The following applies to the storage period of your data:

Where statutory retention duties or other legal obligations to retain data exist, we store your data in accordance with those obligations. Accounting data („books and records“ and the associated vouchers within the meaning of § 132 of the Austrian Federal Fiscal Code) is stored by us for a period of 7 years, for example.

Where processing is based on your consent, we store the data in accordance with the consent given, but at the most 3 years after the last contact with you.

Data of interested parties or of persons making enquiries (e.g. by e-mail or via our contact form) that does not lead to a booking is stored by us for a maximum period of 3 years after the last contact.

All other data is deleted by us after 3 years at the latest.

Where, after those periods have expired, further retention is necessary for the establishment, exercise or defence of legal claims (e.g. in the course of court proceedings), we continue to retain the data until the matter has been concluded with legal effect.

4. Transfer to third parties

To fulfil your booking or your event, your data is passed on exclusively to the service partners required for that purpose:

  • Service providers: hotels, guesthouses, airlines, transport and coach companies, local tourist guides.
  • Event partners: restaurants, catering companies, venues as well as technical subcontractors for events.
  • Insurers: for concluding and handling travel insurance.
  • Authorities: where required by law (e.g. guest registration in Austria).

5. Cookies and Google Analytics

Our website uses cookies as well as the Google Analytics tool (provider: Google Ireland Limited).

  • Cookies: we use technically necessary cookies as well as analytical cookies.
  • Google Analytics: with it we analyse the use of our website in order to optimise our offer. The data is anonymised (IP masking).
  • Consent: the processing of the analytical data takes place exclusively on the basis of your voluntary consent given via the cookie banner (Art 6 para 1 lit a GDPR). You can withdraw your consent at any time.

6. Marketing (as well as information by electronic mail including SMS)

In order to inform you and the public about our services, we carry out marketing.

In the course of our marketing measures your personal data may be processed (e.g. name, home or e-mail address, date of birth, data of your last booking/enquiry).

We base the processing of this data on the following legal grounds:

  • the pursuit of our overriding legitimate interests within the meaning of Art 6 para 1 lit f GDPR (e.g. for postal mailings or electronic marketing to existing customers)
  • your separate consent within the meaning of Art 6 para 1 lit a GDPR, insofar as you have given it to us (e.g. for other direct advertising, e.g. by e-mail, messenger, etc.)
  • Where the processing takes place on the basis of our overriding legitimate interests, those interests consist in presenting our services and our offer to you and thereby increasing our turnover (marketing). This concerns postal marketing and our marketing to existing customers.

In electronic marketing we distinguish between electronic marketing to existing customers and other direct advertising.

In electronic marketing to existing customers we process your data exclusively in accordance with the relevant statutory provisions. The processing of your data for this purpose takes place on the basis of our overriding legitimate interests („marketing“), but only where you gave us your contact details in the course of a purchase or when making use of a service and where we advertise our own similar products or services with this electronic mailing. When the contact details are collected we point out this kind of data processing and the mailing, and we give the opportunity, both when the data is collected and with every mailing, to refuse this kind of marketing.

For other electronic direct advertising you give us consent in advance, which you can withdraw at any time.

You have the right to object at any time to processing based on legitimate interest, or to withdraw a consent you have given (see the section „Data subject rights“). In that case no further contact for marketing purposes takes place. A withdrawal (consent) or an objection (legitimate interests) does not affect the lawfulness of the processing carried out up to that point. The processing (further storage) of customer data, e.g. to fulfil the obligations of the accounting rules, remains in place.

Marketing data processed on the basis of your consent is stored by us until the consent is withdrawn; all marketing data is deleted at the latest 3 years after the last contact.

7. Newsletter

You have the option of subscribing to our newsletter. To register for the newsletter you have to make your e-mail address known to us.

Data in connection with our newsletter is stored by us in principle until the consent is withdrawn; this data is deleted at the latest 3 years after the last contact.

8. The contact form on the website and other enquiries (e.g. by e-mail)

Via the contact form on our website, as well as by e-mail, you can send us enquiries about our services or general enquiries.

The contact details made available and the other data communicated by you are processed by us with a view to handling your enquiry. The legal basis for this processing is either Art 6 para 1 lit b GDPR (initiation of a contract, performance of a contract) or Art 6 para 1 lit f GDPR (our overriding legitimate interests in smooth communication and documentation in the case of general enquiries).

We store this data for a maximum period of 3 years after the last contact, whereby the storage period may turn out to be longer where the question leads to the conclusion of a contract (see the section: „Business activity (operation of a travel agency)“).

9. Data subject rights / objection / contact

As a data subject within the meaning of the GDPR you are in principle entitled to the right of access, rectification, erasure, restriction and data portability, in each case within the framework of the statutory provisions.

Where you have given us consent to the processing of your data, you have the right to withdraw that consent at any time. The lawfulness of the processing of the data up to the withdrawal is not affected thereby. A withdrawal has the consequence that from that point on we no longer process your data for the purposes named above or for the purposes named in the consent.

Where the processing of your data is based on our legitimate interests, you have the right to object to the processing. Where there are grounds on your side arising from your particular situation that speak against this processing, we will accordingly no longer process your data, unless we have compelling legitimate grounds for the processing which override your interests, rights and freedom, or the processing serves the establishment, exercise or defence of legal claims. In the case of the processing of your data for the purposes of direct advertising, this data will no longer be processed for those purposes once an objection has been made.

To exercise your rights, please contact:

Reisebüro TakePlace Corporate Travel & Events
Zenogasse 3
1120 Vienna, Austria
office@takeplace.at

With regard to the processing of your data at our company you can also lodge a complaint with a supervisory authority at any time. In Austria this is the Austrian Data Protection Authority (dsb.gv.at).