The Sunset Beach Resort & Spa Policy on Privacy of Guest Personal Information
For the purposes of policy, personal information means information about an identifiable individual, exceeding what is normally on a business card or in a telephone book, i.e. name, title, business address or telephone number. Any reference to a Guest within this policy is in reference to personal information and not business information.
The Sunset Beach Resort & Spa has implemented policies and procedures to give effect to the principles, including:
- Implementing procedures to protect personal information.
- Establishing procedures to receive and respond to complaints and inquiries in connection with the collection, use and disclosure of personal information by The Sunset Beach Resort & Spa.
- Training staff and communicating information to staff about The Sunset Beach Resort & Spa’s policies and procedures.
- Developing information to explain The Sunset Beach Resort & Spa’s policies and procedures to Guests. These principles are explained in more detail below:
The Sunset Beach Resort & Spa will identify and document the purposes for which it collects personal information. Only personal information that is necessary for those identified purposes will be collected. If The Sunset Beach Resort & Spa intends to use the personal information that has been collected for a new purpose, this new purpose will be identified and consent for such new purpose will be obtained from the Guest to which the personal information relates prior to using such personal information.
The Sunset Beach Resort & Spa shall only collect, use and disclose personal information about Guests for the following purposes:
- To facilitate return visits and, wherever possible, to meet guests' personal preferences.
- To advise guests of goods and services by or by arrangement with the company.
- To improve the offering of goods and services to guests.
- To assist The Sunset Beach Resort & Spa in the collection of fees and other charges owing with respect to services rendered by The Sunset Beach Resort & Spa.
- To assist The Sunset Beach Resort & Spa in revenue management with respect to the Resort.
- To assist The Sunset Beach Resort & Spa in communication with users of the Resort for the purpose of promoting the use of the Resort.
- To assist an entity with whom The Sunset Beach Resort & Spa has an agreement relating to the collection of fees and other charges in connection with the use of the Resort.
The Sunset Beach Resort & Spa does not sell or trade personal information about guests to any third party agencies.
The knowledge and consent of Guests is required for the collection, use or disclosure of personal information, except when inappropriate, including where permitted or required by law. The Sunset Beach Resort & Spa will seek consent for the collection of personal information at the time of collection, wherever possible.
The Sunset Beach Resort & Spa will make a reasonable effort to ensure that Guests are advised of the purposes for which the personal information being collected will be used, and will state the purposes in a manner that will allow Guests to reasonably understand how their personal information will be used or disclosed by The Sunset Beach Resort & Spa.
Consent may be obtained in a variety of ways, for example, through contracts and registration forms, orally by telephone or by electronic media, depending on the circumstances and the type of personal information being collected, and in particular, on the sensitivity of the personal information. The reasonable expectations of Guests will be considered when obtaining consent. For example, where Guests provide their names and addresses for mailing and billing purposes, they should reasonably expect that this information would also be used for sending out Guest Satisfaction Surveys, where the choice to respond is the Guests'.
In certain circumstances, personal information can be collected, used or disclosed without the knowledge or consent of the Guest. For example, legal, medical or security reasons may make it impossible or impractical to seek consent. Seeking consent my be impossible or inappropriate when there is an emergency threatening the Guest's life, health or security, or where the Guest is a minor, seriously ill or mentally incapacitated.
Although information may be publicly available, The Sunset Beach Resort & Spa may provide personal information to its lawyers, advisors, agents and/or third parties to collect a debt, comply with a subpoena, warrant or other court order, to a government institution requesting the information upon lawful authority, or as may be otherwise required by law. In all cases, proper internal authorization for disclosure procedures will be followed.
The use of The Sunset Beach Resort & Spa will be considered consent to collect, use and disclose personal information for stated purposes.
Consent may be withdrawn by a Guest by providing reasonable notice to The Sunset Beach Resort & Spa to the Privacy Officer. The Sunset Beach Resort & Spa will inform the Guest of any implications of such withdrawal. Any withdrawal of consent will still allow The Sunset Beach Resort & Spa to use and disclose a Guest's personal information in order to collect or enforce payment of amounts owing as a result of a Guest's previous or continuing use of the Resort. Subsequent use of the Resort will automatically provide consent for the collection, use, disclosure and retention of personal information.
The collection of personal information will be limited to that which is appropriate in the circumstances. The Sunset Beach Resort & Spa collects some information about prospective guests using technology, so it may not be readily apparent to prospective guests that it is being collected. For instance, when a prospective guest comes to our site a prospective guest's IP address is collected so that we know how many visits we have had by separate individuals. An IP address is often associated with the place from which a prospective guest enters the Internet like their Internet Service Provider (ISP), their firm or company or their university. This information is not personally identifiable.
Certain The Sunset Beach Resort & Spa employees and third party agents may be given access to a Guest's personal information collected by The Sunset Beach Resort & Spa in so far as their duties require access for the purposes outlined. The Sunset Beach Resort & Spa employees and such third party agents are governed by a non-disclosure agreement prohibiting disclosure or use of any confidential or personal information for any purposes other than the stated purposes.
Personal information that has been used to make a decision about a Guest will be retained in accordance with The Sunset Beach Resort & Spa document retention guidelines. Personal information that is no longer required will be destroyed, erased or made anonymous. The Sunset Beach Resort & Spa retains personal information of a Guest only for as long as it is required for The Sunset Beach Resort & Spa’s business purposes or as required by federal and provincial laws.
The Sunset Beach Resort & Spa will take reasonable steps to ensure that the personal information under its control is as accurate, complete and up-to-date as is necessary for the purposes for which it is to be used. The Sunset Beach Resort & Spa will not routinely update personal information, unless such a process is necessary to fulfill the purposes for which the information was collected. The Sunset Beach Resort & Spa will take reasonable steps to ensure that personal information that is used on an ongoing basis, including personal information that is disclosed to third parties, is accurate and up-to-date.
Access to a Guest's personal information on record with The Sunset Beach Resort & Spa may be requested by that Guest in order to review and amend their personal information, as appropriate. In circumstances where personal information has been provided by a third party, The Sunset Beach Resort & Spa will refer the Guest to that party. It is the responsibility of the third party to maintain accuracy of the personal information that is provide by them. To access your personal information, refer to "How to contact us".
The Sunset Beach Resort & Spa will take reasonable steps to protect personal information through security safeguards appropriate to the sensitivity of the personal information. Team Members of The Sunset Beach Resort & Spa who have access to personal information will be made aware of the importance of maintaining the confidentiality of personal information. Security safeguards protect against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
The Sunset Beach Resort & Spa will make readily available to Guests specific information about its policy and guidelines relating to the management of personal information.
The Sunset Beach Resort & Spa will be open about its policy and procedure with respect to the management of personal information, and Guests will be able to acquire information about these policies easily and in a form that is generally understandable. This policy and any related information is available at all times on the The Sunset Beach Resort & Spa Website, www.thesunsetbeachresort.com under Privacy. To contact The Sunset Beach Resort & Spa, refer to "contact us".
The Sunset Beach Resort & Spa will inform a Guest of the existence, use and disclosure of their personal information (including to third parties) and will provide access to that personal information, upon written request. The Sunset Beach Resort & Spa will assist a Guest in the preparation of a request for access when such a Guest requests assistance. The Sunset Beach Resort & Spa will inform the Guest whether or not it holds personal information about them, and will indicate the source of any such personal information, when possible.
There may, however, be situations in which The Sunset Beach Resort & Spa will not be able to provide access to all the personal information that it holds about a Guest, although these situations will be limited and specific, and permitted or required by law. For example, The Sunset Beach Resort & Spa will not be able to provide access to a Guest's personal information where giving such access would likely reveal personal information about a third party, unless that third party's personal information can be severed from the Guest's personal information. If The Sunset Beach Resort & Spa refuses a request for access, the Guest will be informed in writing of the refusal, setting out the reasons for the refusal and informing the Guest of their recourse.
The Sunset Beach Resort & Spa will require that Guests requesting access to their personal information will provide the appropriate verification information required to obtain access to such personal information. This information will not be used for any purpose other than to permit The Sunset Beach Resort & Spa to provide an account of the existence, use and disclosure of the Guests' personal information.
The Sunset Beach Resort & Spa will be as specific as possible in providing an account of third parties to which personal information has been disclosed, and will provide a list of organizations to which personal information may have been disclosed when it is not possible to provide a list of the organizations to which specific personal information have actually been disclosed.
The Sunset Beach Resort & Spa may charge a reasonable fee for responding to a request. This fee will be determined based on the request and any request specific administrative or system costs that may be incurred, and will advise the Guest, in advance, of the approximate cost. The personal information requested would be provided in a form that is generally understandable.
A Guest will be able to challenge the accuracy and completeness of the personal information and have it amended as appropriate. Depending upon the nature of the personal information challenged, amendment may involve the correction, deletion or addition of information, and the amended information will be transmitted to third parties having access to the personal information, where appropriate.
The Sunset Beach Resort & Spa will inform Guests who make inquiries or lodge complaints of the existence of the relevant complaint procedures. The Sunset Beach Resort & Spa will investigate all complaints, and if a complaint is justified, The Sunset Beach Resort & Spa will take appropriate measures, including amending policies and procedures.
How to contact us: