Privacy Policy

Last updated: July 15, 2025

1. Introduction

1.1. Orchid Hotels Limited (“Company,” “we,” “our,” or “us”) is committed to protecting the personal data of our employees, customers, partners, and stakeholders in compliance with applicable data protection laws and regulations. 

1.2. This policy outlines how we collect, use, store, and protect personal data.

2. Scope 

2.1. This policy applies to all employees, vendors, visitors to our website and third parties who handle personal data on behalf of the Company. 

2.2. It covers all personal data collected, processed, stored, or shared by the Company, whether in electronic or physical form.

3. Data Collection and Use

3.1. The Company collects personal data only for legitimate business purposes, including but not limited to employee administration, customer service, marketing, and regulatory compliance. 

3.2. Personal data is processed lawfully, fairly, and transparently in accordance with applicable laws. 

3.3. We ensure that the data collected is relevant, accurate, and limited to what is necessary for the intended purpose.

3.4 Types of Data Collected

3.4.1 Personal Data

While using Our Service, we may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

• Name and surname (which identify you)
• Professional email address (contact details)
• Customer’s Passport number 
• Booking information
• Survey answers when you take part in customer satisfaction surveys
• Devices used to access Orchid Hotels Limited website
• Digital payments
• Guest preferences
• Record of Communication i.e email or chat
• Visitor register
• Government-issued IDs (Driving license, Voters Card, National ID)
• Marketing Data
• Telephone number (contact details) 
• Job position and information about the corporate structure or management documentation regarding the entity you work for
• Address (contact details)
• Customer’s bank details 
• Customer booking number, booking history and references
• Customer code 
• Customer reservation Number

3.4.2 Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, we may collect certain information automatically, including, but not limited to, the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data.

We may also collect information that your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

3.5 Use of Your Personal Data

• Reservation processing and guest services.
• Marketing (with opt-in consent).
• Legal compliance and safety.
• Service improvement and personalization.

The Company may use Personal Data for the following purposes:

• To provide and maintain our Service, including to monitor the usage of our Service.
• To manage your Account: to manage your registration as a user of the Service. The Personal Data You provide can give you access to different functionalities of the service that are available to you as a registered user.
• For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
• To contact you: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
• To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
• To manage your requests: To attend and manage your requests to Us.
• For business transfers: We may use your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
• For other purposes: We may use your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share your personal information in the following situations:

• With Service Providers: We may share your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
• For business transfers: We may share or transfer your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
• With Affiliates: We may share your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
• With business partners: We may share your information with Our business partners to offer you certain products, services or promotions.
• With other users: when you share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
• With your consent: We may disclose your personal information for any other purpose with your consent.

4. Legal Basis for Processing 

4.1. The Company processes personal data based on one or more of the following legal grounds: 

• Consent from the data subject 
• Performance of contract
• Legal obligations
• Legitimate interests
• Protection of vital interests
• Public interest

5. Data Storage and Retention 

5.1. Personal data is stored securely using appropriate technical and organizational measures. 

5.2. Data is retained only for as long as necessary to fulfill the purposes for which it was collected, unless otherwise required by law. The hotel will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service

5.3. When data is no longer needed, it is securely deleted or anonymized.

6. Data Security Measures 

6.1. The Company implements appropriate security measures to prevent unauthorized access, disclosure, alteration, or destruction of personal data. 

6.2. Access to personal data is restricted to authorized personnel only. 

6.3. Staff training on data protection.

6.4. Data encryption

7. Data Subject Rights 

7.1. Data subjects have the following rights regarding their personal data: 

• Right to access their personal data 
• Right to withdraw consent
• Right to rectification of inaccurate data 
• Right to erasure (“right to be forgotten”) 
• Right to restrict processing 
• Right to data portability
• Right to object to processing

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

7.2. Requests to exercise these rights should be submitted to the address: dpo@orchidhotelsgroup-ng.com

8. Data Transfers 

Data Sharing & Disclosure

•   Third-party service providers (e.g. payment processors, IT support).
•   Legal authorities when required.
•   Business transfers (e.g. mergers or acquisitions).
•   Only with consent for other uses.

8.1. Your information, including Personal Data, is processed at the Hotel’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction

8.2 Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

8.3 The hotel will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

9. Children’s Privacy

Our Site is not intended for children under the age of 16, and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information as soon as possible.

10. Links to Other Websites

10.1. Our Service may contain links to other websites that are not operated by us. If You click on a third party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

10.2. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

11. Changes to this Privacy Policy

11.1. We may update Our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

11.2. We will let you know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

11.3.  You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

12. Contact Information

If you have any questions regarding this Privacy Policy, you can contact us:

• By email: dpo@orchidhotelsgroup-ng.com
• By phone number: +2347036023983