The Old Mill Inn & Spa  

We understand the importance of protecting the personal information of our Restaurant, Hotel and Banquet Customers (hereinafter referred to as guest(s). In keeping with that objective, our goal is to treat the personal information the guests provide us with the utmost respect. We have developed this Privacy Policy to outline our guidelines for the collection and use by the employees (hereinafter referred to as the “Hotel”) of your personal information.

AVAILABILITY OF THE HOTEL PRIVACY POLICY

The Hotel Privacy Policy is available to you here online as well as in print at the Hotel Reception Desk, Sales and Catering Office Reception and/or at the Restaurant Reception Desk. 

PURPOSE FOR THE COLLECTION OF PERSONAL INFORMATION:

The Hotel collects your personal information to provide you with:

    * SERVICES: process your hotel reservations/bookings, restaurant/banquet function bookings, security deposits for hotel reservations, banquet rooms, and damage deposits for the same.
    * PRODUCTS: your purchase and delivery of gift certificates and other products.
    * PROMOTIONAL INFORMATION: inform you of Hotel promotions, services and products.
    * ADVERTISING TESTIMONIALS: comment cards which, with your consent, may be used for future testimonials.
    * MARKETING DATA: information used to understand your preferences and assist with future marketing and advertising of the Hotel.

WHAT PERSONAL INFORMATION IS COLLECTED:

Your personal information consists of your:

    * name
    * residential address
    * residential telephone number
    * email address
    * credit card information
    * personal preferences i.e. accommodation, dates of travel

WHEN IS INFORMATION COLLECTED:

Personal information is collected when your:

    * Hotel room and/or restaurant reservations are made.
    * Banquet function inquiries and bookings are made.
    * Hotel folio, restaurant and/or banquet receipts are processed.
    * Online subscription or email inquiries for information are processed.
    * Completed Hotel forms i.e. comment card, refund form, etc are processed.

HOW IS THE INFORMATION COLLECTED:

Hotel Reservations-Telephone/Online

Hotel reservations require that you provide your personal information. i.e. name, address, accommodation dates and preferences as well as credit card information. In the event you decline to provide your personal information, regrettably your reservation will not be processed

Hotel reservations may be handled either directly with the Hotel or online. Hotel reservations made online using the Hotel web site are communicated to the Hotel via a third party service. Hotel reservations can also be made on the Web using third party web sites, which the Hotel may or may not have a relationship with.

Hotel Reservations that are made directly with the hotel will receive a confirmation number. Should you require a copy your reservation details, this can be mailed, faxed, or emailed to you. In the event you require this information at sometime after you have made you’re original reservation, you will be required to provide either your confirmation number or your name, address, and reservation date as confirmation prior to the reservation details being released.

We encourage you to read the privacy policies of those other sites to learn how they collect and use information. The Hotel has no responsibility or liability for or control over those other web sites or internet resources or their collection, use and disclosure of your personal information for which we have no relationship.

Room Registration Card/Guest Folio

At the time of your registration your personal information is required on the guest registration card.  Similarly, the guest folio also displays the record of Hotel charges incurred by you during your stay. 

Banquet Function Contract and Invoice

Your personal information is recorded on the banquet function contract and the subsequent invoice that is generated.

Newsletters and the Anniversary Registry

You may choose to subscribe to the online newsletter and/or Anniversary Registry.  To enroll, only your name and email address are required.  This information is stored on a third party server.  This information will be used to send you email newsletters and/or Anniversary promotional offers online.

Comment Cards

Comment cards are distributed primarily in the Hotel rooms/suites and the restaurant and are completed by you on a voluntary basis.  Data surveyed will be used as a means of operational feedback. Only when you have given us your consent may we use your comments in testimonials on the Hotel web site and/or other publications.  Furthermore, you also have the option of being added to the HotelÕs mailing list by providing your address on the comment card.

Promotions

From time to time, we may run promotions.  Your participation will be on a voluntary basis only.  As such, you may be asked for contact information as well as your preferences pertaining to the promotion.

Refunds

It is standard practice when you are organizing a wedding and social function at the Hotel, to complete a "Refund/Balance OwingÓ form. This is in anticipation of either a refund or balance owing for your function.

The Hotel Web Site

The Hotel web site may contain links to other web sites or internet resources. When you click on one of those links they are moving from the Hotel web site to another web site or internet resource. The Hotel has no responsibility or liability for or control over those other web sites or internet resources or their collection, use and disclosure of the guest's personal information.  We encourage you to read the privacy policies of those other sites to learn how they collect and use information.

A cookie is a small piece of information that is sent to a user's computer browser from a web server and stored on the user's computer hard drive. Like most major websites, we use cookies to better understand how the Hotel site is used and to improve the performance of the Hotel web site for our users. We do not use cookies to retain personal information about the users. Our users remain anonymous.

THIRD PARTIES:

The Hotel does not give, rent, or sell lists from our databases. Furthermore the Hotel does not give or sell information from our website regarding our website traffic pattern.

We are responsible for your personal information in our possession or custody, including information that has been transferred to third parties for processing.  We use contractual and other means to ensure that third parties to whom we disclose your personal information for processing provide us with a comparable level of protection with respect to personal information in their possession or control.

STORAGE OF INFORMATION:

Your personal information may be stored electronically on the HotelÕs computer servers or third party servers, and/or in hard copy.

LEGAL OBLIGATIONS:

The Hotel may disclose your personal information as permitted or required to by law. This may involve the following scenarios:

    * Respond to a government institution or other person or entity that has asserted its lawful authority to obtain the information.
    * Comply with a subpoena or warrant or an order made by a court person or entity with jurisdiction to compel the production of information.
    * Comply with court rules regarding the production of records and information; and
    * Delivery to our legal counsel.
    * In the event we have grounds to believe the information could be useful in the investigation of unlawful activity.

CONSENT:

You will always be asked to give your consent to use your personal information to be advised of promotions, services, and/or products that may be of interest to you.  You always have the opportunity to withdraw your consent for this purpose.

In other cases, the consent is implied if we ask you to provide personal information with a stated purpose. For example, we can only make a room reservation or book a function room for an event if you have provided us with your personal information.

VIEWING OF PERSONAL INFORMATION:

You can also ask to review any of your personal information that the Hotel has retained and inquire how it has been used by contacting the Privacy Manager.  Subject to certain exceptions prescribed by law, and provided we can authenticate your identity (see below), you will be given reasonable access to your personal information, and will be entitled to challenge the accuracy and completeness of the personal information and to have it amended as appropriate.  There is no charge for this service however the Hotel reserves the right to apply a service charge, when it deems appropriate, not to exceed $25.00 per request.

General Inquiry

In the event you request to view your personal information specifically from a Guest Folio, Banquet Function Contract, and/or restaurant charge, this can be done by contacting the specific department i.e. Catering, Accounting, etc.  Prior to any information being released, you will be required to complete a "Request For InformationÓ form which must be submitted in writing by mail, fax or in person.

CORRECTION OF PERSONAL INFORMATION:

Should you wish to correct your personal information, you can do so by contacting the specific Hotel department i.e. Catering, Guest Services. Otherwise you may also contact the Privacy Manager.

REMOVAL OF PERSONAL INFORMATION:

You can directly remove your personal information online for both the email newsletter and the Anniversary registry.  You also have the option to remove yourself as a subscriber to future email newsletters at the conclusion of each online newsletter.

You can also request that we remove your information from our records. Subject to our requirements for continued retention of their information, for billing and the retention of accounting records as required by Federal/Provincial laws, we will make every reasonable effort to honor your request.  Furthermore, we dispose of your information when it is no longer needed.

QUESTIONS, CONCERNS OR COMPLAINTS:

In the event you have questions, concerns and/or complaints about the Privacy Policies stated herein, you can contact the Privacy Manager. The Privacy Manager will respond to your request or investigate your concern typically on or before ten (10) working days.

Email: privacymanager@oldmilltoronto.ca
Fax:   416-207-2031
Telephone:  416-207-2002
Mail: The Privacy Manager
c/o 21 Old Mill Road,
Toronto, ON, M8X 1G5.

If for any reason you are not satisfied with the results of our investigation of, and responses to your complaint, you may file a complaint with the Office of the Federal Privacy Commissioner, 112 Kent Street, Ottawa, Ontario, K1A 1H3, Telephone: 1-800-282-1376.

CHANGES TO THE PRIVACY POLICY:

To accommodate changes in our service, the technology, and legal developments, this Policy may change over time. We may add, change, or remove portions of this Policy when it is deemed to be appropriate. When this Policy is updated, the date on the Policy will be reflected accordingly.

December, 2003