Legal
Privacy Policy
Last updated 29 July 2026
HotelOrder.eu is committed to protecting your personal data and processing it in accordance with the EU General Data Protection Regulation (GDPR, Regulation 2016/679). This policy explains what data we collect, why, and the rights you have. For the purposes of the GDPR, HotelOrder.eu (Antwerp, Belgium) is the data controller.
1. Data we collect
We collect data you provide when you request a quote, place an order, create an account, or contact us: your name, company, email address, phone number, VAT number, delivery details and the content of your messages. We also collect limited technical data automatically, such as your IP address and basic visit statistics.
2. How we use your data
We process personal data to respond to enquiries, prepare quotes, fulfil and deliver orders, issue invoices, provide customer support, and meet our legal and accounting obligations. We do not sell your personal data to third parties.
3. Legal basis
We rely on the following lawful bases under Article 6 GDPR: performance of a contract (processing your orders), our legitimate interests (running and securing our business), compliance with legal obligations (tax and accounting), and your consent where applicable (for optional communications).
4. Data sharing
We share data only with service providers who help us operate — such as logistics and delivery partners, payment and accounting providers, and IT/hosting providers — under appropriate data-processing agreements. Where data is transferred outside the EEA, we use safeguards permitted by the GDPR.
5. Data retention
We keep personal data only for as long as necessary for the purposes described above, including the periods required by tax and commercial law (generally up to 7 years for invoicing records). Account and enquiry data is removed or anonymised when no longer needed.
6. Cookies
We use only essential cookies required for the website and customer accounts to function (for example, your session and security tokens). We do not use advertising cookies. You can control cookies through your browser settings, though disabling essential cookies may affect site functionality.
7. Your rights
Under the GDPR you have the right to access, rectify, erase, restrict or object to the processing of your personal data, and the right to data portability. You may also lodge a complaint with your local supervisory authority (in Belgium, the Data Protection Authority / Gegevensbeschermingsautoriteit).
8. Security
We apply appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access, including encrypted connections (HTTPS) and access controls.
9. Contact
To exercise your rights or ask about this policy, email sales@hotelorder.eu or use our contact page.