Privacy statement

Last updated: [DATE]

BookWorkations helps teams find and book châteaus and country estates for a workation. This statement explains which personal data we process, why, and what rights you have.

Who we are

BookWorkations is run by Full Capacity Group B.V. (in formation), Saksen Weimarplein 6, 4818 LD Breda, the Netherlands, registered with the Dutch Chamber of Commerce under number [KVK NUMBER]. We are the controller for the personal data described here.

Questions about privacy? Email [email protected].

What we process and why

  • Booking and availability requests (for one venue, a shortlist, or a search we do for you): your name, work email address, company, team size, dates or period, chosen add-ons, the venues you selected, your message and the language you used. We use these to handle your request, send you a confirmation, contact venues on your behalf and confirm your stay. Legal basis: taking steps at your request before entering into a contract.
  • Search requests: the text you type into the search. It is sent to our AI provider to turn it into search filters and is not stored by us. Please don't include personal details in it. Legal basis: our legitimate interest in providing the search you ask for.
  • Your city of departure: when you mention a city, we use its name and the venues' locations to calculate travel times. Legal basis: legitimate interest.
  • IP address: kept in the server's memory for at most 15 minutes to limit the number of requests per visitor and prevent abuse. It is not written to disk or to a database. Legal basis: our legitimate interest in keeping the service secure.

Who we share data with

  • Venues: when you send a request, we share your name, company, team size and dates with the venue concerned.
  • Anthropic (Claude API): processes the text of search requests to build search filters and explanations. Anthropic may process data in the United States; transfers are covered by the EU Standard Contractual Clauses in Anthropic's Data Processing Addendum.
  • HeiGIT (OpenRouteService), Germany: receives city names and venue coordinates to calculate driving times. No personal data.
  • SimpleMailService (simplemailservice.eu), which sends our emails from the European Union.
  • Google (Google Analytics), only when you accept analytics cookies: measures how the website is used. Google may process this data in the United States under the EU-US Data Privacy Framework.
  • Leaseweb, which hosts the website and database in data centres in the Netherlands and Germany.

We never sell personal data. We have data processing agreements with the providers that process personal data for us.

How long we keep data

Booking and availability requests are kept for 12 months after the stay, and longer only where the law requires it (for example invoices, which are kept for 7 years). Search texts are not stored.

Cookies

We only use analytics cookies from Google Analytics, and only after you accept them in the cookie banner. They tell us which pages are visited and how visitors find us, so we can improve the website. Google Analytics does not store your IP address, and we keep this data for 14 months. Legal basis: your consent.

Your choice is saved in your browser (local storage), so we don't ask again on every page. Venues you save to your shortlist are kept there too; they never leave your browser unless you share the link or send a request. You can change it at any time with "Cookie settings" at the bottom of every page. Without consent no analytics cookies are set and nothing is sent to Google. Your language is part of the web address.

Security

We protect your data with encrypted connections, access controls, input validation and limits on the number of requests. More detail is available on request.

Your rights

Under the GDPR you can ask to access, correct or delete your data, to restrict or object to its use, and to receive it in a portable format. Email [email protected]; we respond within one month.

You can also file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.

Venue information

Information about venues comes partly from DATAtourisme, France's open tourism database (Licence Ouverte 2.0). This is business information about accommodation, not data about visitors. Flemish venues come from the register of Toerisme Vlaanderen; we do not take over the contact details of lodging operators from it.

Changes

We update this statement when our processing changes. The date at the top shows the latest version.