Privacy Policy

Introduction

At Emberforge Xylion Hotel ("we," "our," or "us"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our hotel, use our services, or interact with our website.

Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact information (name, email address, phone number, mailing address)
• Reservation details (check-in/check-out dates, room preferences, special requests)
• Payment information (credit card details, billing address)
• Government-issued identification (as required by law)
• Guest preferences and service history
• Emergency contact information

Automatically Collected Information

When you visit our website or use our services, we may automatically collect:

• IP address and browser information
• Device information and operating system
• Website usage patterns and preferences
• Cookies and similar tracking technologies
• Location data (with your consent)

How We Use Your Information

We use your personal information for the following purposes:

• Processing and managing your reservations
• Providing hotel services and amenities
• Processing payments and maintaining billing records
• Communicating with you about your stay and our services
• Personalizing your experience and preferences
• Marketing our services (with your consent)
• Complying with legal and regulatory requirements
• Improving our services and customer experience
• Ensuring the safety and security of our guests and property

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our business
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Emergency Situations: To protect the safety of our guests, staff, or the public
• With Your Consent: When you have given explicit permission

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• Encryption of sensitive data in transit and at rest
• Regular security assessments and updates
• Access controls and employee training
• Secure payment processing systems
• Regular backup and recovery procedures

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience. You can control cookie settings through your browser preferences. Types of cookies we use include:

• Essential Cookies: Required for basic website functionality
• Performance Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used to deliver personalized advertisements (with consent)

Your Rights and Choices

As a guest, you have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Request transfer of your data to another service provider
• Opt-out: Unsubscribe from marketing communications at any time
• Restriction: Request limitation of processing in certain circumstances

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on the type of information and applicable legal requirements.

International Data Transfers

Your personal information may be transferred to and processed in countries other than Canada. When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

Children's Privacy

Our services are not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Governing Law

This Privacy Policy is governed by the laws of Canada and the Province of Ontario. Any disputes arising from this policy will be subject to the jurisdiction of the courts in Toronto, Ontario.