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Oakwood Worldwide in Asia ("Oakwood") is dedicated to protecting your privacy and safeguarding your personally identifiable information. Oakwood is committed to using information about our guests in a responsible manner. Oakwood is committed to respecting your privacy and adhering to the principles of applicable data protection and privacy laws, whether domestic or in view of the EU General Data Protection Regulations ("GDPR").
Oakwood is fully committed to providing you with information about the collection and use of personally identifiable information furnished by, or collected from, visitors while using our web sites and services or accessing our digital publications. Oakwood collects information about guests and visitors to our web sites and digital publications so that we can provide an experience that is responsive to our guests' and visitors' needs.
METHOD OF COLLECTION OF INFORMATION
Oakwood does not collect personally identifiable information when you browse the Oakwood web sites or digital publications unless you consented to Oakwood doing so, by voluntarily and knowingly provide such information to us. This means that we will not know your name, your email address, or any other personally identifiable information just because you browse the Oakwood web sites or digital publications unless you consented by:
When we do need to collect personally identifiable information from you, we will ask you to voluntarily supply us with the information we need by positive consent. Where appropriate, we may also ask your employer, relocation company, travel agency or other third parties (where such persons have made reservations, agreed to make payments, arranged for discounts, purchased services or are otherwise responding or interacting with us on your behalf, or if you use our services under a corporate or other commercial account) (collectively, “Your Agents”) to voluntarily supply us with the information we need, and we will, for such purposes, either seek confirmation from these third parties before collection that you have permitted them to disclose the information we need or limit the use of information collected to that which is necessary to effect any transaction (including bookings and reservations) that you require). For example, if you would like to make a reservation at one of our properties, we will ask you for the minimum required information such as name, address, telephone number, email address, credit card details and room preference to process your reservation. We may collect this information directly from you by telephone, fax, email, at the counter, upon completion of an application or enrollment form, or through your use of our web sites or digital publications.
Information may also be collected as part of: (i) fulfilling reservation or information requests, (ii) registering for membership, (iii) submitting a job application, (iv) submitting a credit application, (v) responding to communications from us (e.g., surveys, promotional offers, or reservation confirmations), (vi) registering for, or responding to a subscription request for, our newsletter. We endeavor to collect information only with your knowledge and with your permission if necessary.
TYPES OF INFORMATION
The types of personally identifiable information that we collect may include your name, home, work and email addresses, telephone and fax numbers, credit card information, date of birth, gender, salary, identification / passport / social security / IATA number (in some instances), and lifestyle information such as room preferences, leisure activities, personal requirements, accompanying persons, any additional or particular information submitted during booking (including, without limitation, “Enhance Your Stay” related information) and other information necessary to fulfill special requests (e.g., health conditions that require special room accommodations).
Oakwood may also collect non-personally identifiable information about you, such as your use of our web sites or digital publications, communication preferences, travel habits, aggregated data relative to your stays, and responses to promotional offers and surveys, in each case where you have consented to us doing so.
You may be offered the choice not to submit your personal information or to decide what communications you want to receive from us. However, doing so may cause certain transactions to become affected. For example, not providing a name will prevent the processing of reservations.
USE OF INFORMATION
Oakwood will never sell your information to third parties or allow its use in any manner except for the purpose of facilitating or effecting transactions with Oakwood, permitting Oakwood to meet its contractual and regulatory obligations, or to ensure and promote the business relationship that you wish to establish with Oakwood.
Oakwood may disclose your information to others for that purpose in the following ways or circumstances:
If information is shared as mentioned above, we will limit the scope of information that is furnished to that which is necessary for the performance of the specific function. We may confirm personal information provided by you to us on applications or forms, or as a guest at one of our properties, with third parties such as your bank, employer, government entities, credit agencies or other businesses where you have an account or a credit card. Unless otherwise precluded by legal process, we require third parties to protect your personally identifiable information and abide by applicable privacy laws and regulations.
USE OF EMAIL
We will use your email address to send you a reservation confirmation and, if necessary, may use other information to contact you for processing the reservation. We may also use your email address to:
Oakwood strives to keep all our guests and visitors informed about Oakwood special offers and enhancements, and those offered by our strategic marketing partners. However, certain data privacy regulations may require us to obtain your permission before we send you information that you have not requested from us.
In some cases your permission will be implied from the nature of the service requested or transaction undertaken. For example, Oakwood may collect and use personally identifiable information provided by you or Your Agents to facilitate or effect transactions with Oakwood, or behavioral data or information collected in the aggregate. In addition, your permission will be deemed given for communications from us that are necessary to fulfill transactions and services that you request. For EU residents or EU incorporated companies, explicit consent will always be sought from you beforehand.
DATA TRANSFERS ACROSS INTERNATIONAL BORDERS
The nature of our business and our operations may require us to transfer your information, including personally identifiable information, to other group companies, properties, centers of operations, data centers or service providers that may be located in countries outside of your own. Although the data protection and other relevant laws of these countries may not be as comprehensive as those in your own country, Oakwood will take reasonable steps to ensure that your personally identifiable information is protected and handled as described in this Privacy Statement.
(Japan residents, please visit http://www.cas.go.jp/jp/seisaku/hourei/data/APPI.pdf for the Japan Personal Information Protection Act. Singapore residents, please visit https://www.pdpc.gov.sg/Legislation-and-Guidelines/Personal-Data-Protection-Act-Overview. For the EU GDPR, please visit https://www.eugdpr.org/).
It is Oakwood's intent and one of our missions to keep your personal information accurate, complete and up to date for the purposes for which it is used. To help us ensure that your personal information and preferences are accurate and complete, you can send in your request to correct, update, delete or deactivate your information either by emailing us or by contacting us by telephone or postal mail at the contact information listed below. Please provide your full name, street address and telephone number in your request.
To opt out of receiving marketing materials:
Oakwood Worldwide (Asia) Limited
1 HarbourFront Place
Oakwood will take reasonable steps to implement your request to opt out. However, please note that due to production and mailing timelines, and depending on the complexity of your request, it may take around one (1) month or thirty (30) days to implement the requested change and, until that change takes effect, you may still receive promotional information from us or our marketing partners.
Although we will cease using information you have asked to be deleted, occasionally, information that you request to be removed will be retained in certain files for a period of time in order to properly resolve disputes or to troubleshoot problems. In addition, some types of information may be stored indefinitely on back up systems or within log files due to technical constraints, or financial or legal requirements.
Oakwood recognizes the importance of information security, and is constantly reviewing and enhancing all technical, physical and logical security rules and procedures. After information reaches Oakwood, it is stored on a secure server that resides behind firewalls designed to block unauthorized access from outside of Oakwood. All Oakwood web sites and digital publications, and servers owned by Oakwood, have security measures in place to help protect your personally identifiable information against loss, misuse and alteration while under our control. Although guaranteed security does not exist either on or off the internet, we safeguard your information using both procedural and technical safeguards, including VeriSign Secure Server ID. The use of VeriSign's services allows for the use of Secure Sockets Layer (SSL), an encryption method used to help protect your data from interception and hacking while in transit.
Oakwood does not seek to obtain, nor does it wish to receive personally identifiable information directly from minors; however, we cannot always determine the age of persons who access and use our web sites or digital publications. If a minor (as defined by applicable law) provides us with his/her data without parental or guardian consent, we encourage the parent or guardian to contact us, as soon as he or she knows about the minor's actions, to have this information removed and to unsubscribe the minor from any future Oakwood marketing communications.
Oakwood takes its user privacy concerns and data protection compliances seriously.
If you have any comments or questions regarding Oakwood's data privacy practices or this Privacy Statement, or if you wish to make corrections to your Personal Records, please contact the Data Protection Officer:
Oakwood Worldwide (Asia) Limited
1 HarbourFront Place
#03-12 HarbourFront Tower One
Please provide your full name, contact details and the name of the property(s) you stayed at so that we can assist you appropriately.
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