Villa Parkbos

Legal

Privacy Policy

Version 1.0 - 3 August 2026

This is a translation for convenience. The Dutch version is the language in which this policy was drawn up and in which it is legally binding.

Personal data of guests, customers and website visitors

Villa Parkbos BV | Klossestraat 61, 9840 Nazareth-De Pinte | BE 1039.595.916

Villa Parkbos handles personal data carefully and transparently. This Privacy Policy explains what data we process, why we process it, with whom we share it, how long we retain it and what rights you have. It applies to our website, bookings, stays, venue hire and other contacts with Villa Parkbos.

At a glance

Data controller Villa Parkbos BV
Contact hello@villaparkbos.be +32 474 36 84 51
Main purposes Managing bookings, welcoming guests, hiring out the venue, processing payments and handling communications.
Sharing data Only with necessary service providers, booking platforms, advisers and competent authorities.
Retention periods No longer than necessary. Specific periods are set out in Section 7.
Your rights Access, rectification, erasure, restriction, portability, objection and withdrawal of consent.

1. Who is responsible for your personal data?

The data controller is:

Villa Parkbos BV

Klossestraat 61, 9840 Nazareth-De Pinte

Company and VAT number: BE 1039.595.916

RLE Ghent, Ghent Division

Email: hello@villaparkbos.be

Telephone: +32 474 36 84 51

This policy applies when you visit our website, request information, book directly or through a booking platform, stay with us, hire a venue area, attend a gathering, work with us as a supplier or professional partner, or otherwise communicate with Villa Parkbos.

External booking platforms, payment providers, social media platforms and other third parties may process personal data for their own purposes. Their own privacy terms apply to those processing activities.

2. What personal data do we process?

Depending on your relationship with Villa Parkbos, we may process the following categories of personal data:

  • Identification and contact details: surname, first name, address, email address, telephone number, language, date of birth or nationality where necessary or legally required, and company or VAT details for business bookings.
  • Booking and stay details: arrival and departure dates, selected guest room or venue area, number of guests or participants, names of fellow guests, expected arrival time, special requests, pets and information about use of the booked services.
  • Payment and invoicing details: price, payment status, transaction reference, billing address, bank account number for a refund and information required for accounting purposes. Full payment-card details are generally processed directly by the payment provider or booking platform.
  • Communications and preferences: messages by email, telephone, contact form or platform, language preference, breakfast or stay preferences, feedback, complaints and other information you provide voluntarily.
  • Health and accessibility data: allergies, intolerances, dietary restrictions, mobility or accessibility needs and other health information you voluntarily provide so that a stay or activity can be organised safely and appropriately.
  • Website and technical data: IP address, browser and device details, date, time and duration of visits, pages viewed, error messages, security logs and cookie preferences.
  • Images and publicly available data: photographs or videos for which consent has been given, and information you make public in a review or on social media where we respond to it or reuse it with your consent.
  • Incident and damage data: information about accidents, safety incidents, breaches of the House Rules, damage, lost property, complaints, insurance matters and disputes.
  • Business contact details: name, position, professional contact details, quotations, arrangements and billing details of suppliers, clients and other professional partners.
  • Data relating to minors and fellow guests: name, age or date of birth and other data necessary for occupancy, price calculation, safety or legal obligations.

From whom do we receive data?

We usually receive personal data directly from you. We may also receive it from the Lead Booker, Organiser, your employer or client, a fellow guest, travel agent, booking platform, payment provider or another partner involved in the booking. Where another person books on your behalf, we ask that person to inform you about this Privacy Policy.

3. Why do we process your data and on what legal basis?

We process personal data only where there is a valid legal basis. Our main processing activities are:

Purpose
Explanation and legal basis
Handling enquiries and bookings
To check availability, prepare an offer or booking, enter into the agreement and communicate with you in advance. Legal basis: steps necessary before entering into an agreement and performance of the agreement.
Providing accommodation and venue hire
To welcome guests, provide access, supply practical information, handle requests and deliver the agreed services. Legal basis: performance of the agreement.
Payments, invoicing and accounting
To process payments, monitor advance payments and balances, issue invoices, make refunds and comply with accounting obligations. Legal basis: performance of the agreement and legal obligation.
Statutory registration and cooperation with authorities
To comply with tax, accounting, tourism, safety and other legal obligations, and to provide validly requested information to competent authorities. Legal basis: legal obligation.
Safety, fraud prevention and protection of property
To prevent or investigate misuse, fraud, nuisance, damage and safety incidents, enforce the House Rules and establish, exercise or defend legal claims. Legal basis: legitimate interest and, where applicable, legal obligation.
Allergies, dietary and accessibility needs
To use health information that you voluntarily provide for a safe and appropriate welcome. Legal basis: explicit consent. In exceptional emergencies, processing may be necessary to protect vital interests.
Customer service, complaints and quality improvement
To handle questions and complaints, resolve issues, process feedback and improve our services. Legal basis: performance of the agreement and legitimate interest in providing good service.
Reviews, photographs and communications about Villa Parkbos
To respond to public reviews and, only where an appropriate legal basis exists, publish testimonials, photographs or videos. Legal basis: legitimate interest for responses to public reviews; consent for reuse or publication of identifiable images where required.
Newsletters and commercial communications
To send information about Villa Parkbos, offers or news where you have consented or where the statutory existing-customer exception applies. Legal basis: consent or a legally permitted existing-customer relationship. You may unsubscribe at any time.
Website, cookies and security
To operate the website technically, ensure security and, after consent, use analytics or marketing functions. Legal basis: necessity for the service requested or legitimate interest for strictly necessary security; consent for non-essential cookies.
Managing suppliers and professional partners
To manage quotations, agreements, planning, deliveries, payments and business communications. Legal basis: performance of the agreement and legitimate interest in efficient business operations.

Where we rely on a legitimate interest, we assess whether that interest is necessary and proportionate and whether your rights and freedoms override it. Our legitimate interests include operating safely, preventing fraud, protecting property, handling disputes, improving quality and maintaining normal customer and business relationships.

4. Are you required to provide data?

Data required to make a booking, process a payment, issue an invoice or comply with a legal obligation is necessary. If you do not provide this data, Villa Parkbos may be unable to handle your request or perform the agreement.

Preferences, marketing consent and health or accessibility information are generally voluntary. Not providing such information will not prevent a booking, but it may limit our ability to take account of a particular preference or need.

5. With whom do we share personal data?

Villa Parkbos does not sell or rent personal data. We share data only where necessary for the purposes described above. Recipients may include:

  • employees and persons working under our authority, who receive access only to the extent required for their duties;
  • providers of website hosting, email, IT security, cloud storage, booking and channel management, communications and technical support;
  • payment providers, banks and parties that process payments or refunds;
  • bookkeepers, accountants, legal advisers, insurers and other professional advisers;
  • operational suppliers such as cleaning, maintenance or catering partners, only to the extent that they require the data for the requested service;
  • booking platforms, travel agents or business clients involved in the booking. They may act as separate data controllers for their own platform or customer services;
  • police, judicial authorities, tax administrations, regulators and other competent authorities where we are legally required to disclose data or receive a valid request;
  • an acquirer or professional adviser in connection with a possible transfer or reorganisation of the business, subject to appropriate confidentiality safeguards.

Service providers acting as processors for Villa Parkbos are contractually required to process personal data only on our instructions, confidentially and with appropriate security.

6. Transfers outside the European Economic Area

Where possible, we select service providers that process data within the European Economic Area. Some suppliers or booking platforms may process personal data outside the EEA or make it accessible there.

Where personal data is transferred to a country that is not covered by an adequacy decision of the European Commission, we or the relevant service provider use appropriate safeguards, such as the European Commission's Standard Contractual Clauses, supplemented by additional measures where necessary. You may request information via hello@villaparkbos.be about the safeguards applicable to a specific transfer.

7. How long do we retain personal data?

We do not retain personal data for longer than necessary for the purpose for which it was collected. Legal retention duties, the nature of the data and possible disputes may require a longer period.

Category
Retention period or criterion
Enquiries not resulting in a booking
Up to 12 months after the last substantive contact, unless longer retention is necessary for an ongoing matter.
Booking and operational stay data
Generally up to 3 years after the end of the stay or venue hire. Core data required as contractual evidence may be retained for up to 10 years.
Invoices, accounting records and proof of payment
10 years or 10 financial years after the taxable period to which the documents relate, in accordance with applicable Belgian retention obligations.
Legally required guest or identification data
For the period prescribed by applicable accommodation, police or other regulations. A copy of an identity document is not retained as standard and is made only where necessary and lawful.
Complaints, damage, incidents and insurance files
Until the file has been finally closed and thereafter for as long as necessary to exercise or defend rights, generally no longer than 10 years, unless proceedings remain pending for longer.
Allergy, health and accessibility data
Deleted or anonymised as soon as possible after the stay or activity and no later than 30 days afterwards, unless an incident, legal obligation or explicit request justifies longer retention.
Marketing data
Until you withdraw consent or object, and generally no longer than 3 years after the last relevant interaction. Minimal suppression data may be retained for longer to respect your preference.
Website and security logs
Generally no longer than 12 months. The duration of cookies and similar technologies is stated separately in the Cookie Policy.
Photographs and videos
For the stated purpose and consent period, or until you withdraw consent where deletion is legally and practically required.
Data of suppliers and professional partners
During the business relationship and thereafter for as long as necessary for accounting, contract management and potential claims, generally no longer than 10 years.

Where several periods apply, the longest necessary period will be used. The data will then be deleted, anonymised or retained in blocked form only where required by law.

8. How do we secure personal data?

Villa Parkbos takes appropriate technical and organisational measures tailored to the nature of the data and the risks. These include access restrictions, confidentiality, strong authentication where available, secure systems and connections, updates, backups, careful selection of service providers and limiting data to what is necessary.

No system is entirely risk-free. If a personal-data breach occurs, we investigate and document it and notify the competent authority and, where legally required, the affected individuals.

9. What rights do you have?

Depending on the processing and the legal basis, you may exercise the following rights:

  • the right to information about the processing of your personal data;
  • the right of access to and a copy of your personal data;
  • the right to rectification of inaccurate or incomplete data;
  • the right to erasure where the statutory conditions are met;
  • the right to restriction of processing;
  • the right to data portability for data you have provided and which is processed by automated means on the basis of consent or an agreement;
  • the right to object to processing based on a legitimate interest, taking account of your particular situation;
  • the absolute right to object to direct marketing;
  • the right to withdraw consent at any time, without affecting processing carried out before withdrawal;
  • the right not to be subject to a decision based solely on automated processing that produces legal effects or similarly significantly affects you, subject to statutory exceptions.

How can you exercise your rights?

Send your request to hello@villaparkbos.be or by post to Villa Parkbos BV, Klossestraat 61, 9840 Nazareth-De Pinte. Clearly state which right you wish to exercise and the data to which your request relates.

We may request additional information to verify your identity. We generally respond within one month. For complex or numerous requests, this period may be extended by up to two months; in that case, we will inform you within the first month. Exercising your rights is free of charge, except in the case of manifestly unfounded or excessive requests as permitted by law.

10. Newsletters and direct marketing

Practical messages about an enquiry, payment, booking or stay are service communications rather than marketing. They are necessary to perform the agreement.

We send commercial emails or newsletters only where a valid legal basis exists. Every commercial email includes an easy way to unsubscribe. You may also object at any time by contacting hello@villaparkbos.be. Unsubscribing does not affect necessary communications about an ongoing booking.

11. Website, contact form and cookies

When you use the contact form, we process the name, email address and message you enter, as well as technical data required to receive and answer the enquiry securely.

The website may use cookies and similar technologies. Strictly necessary cookies are used to operate the website and the functions you request. Analytics, personalisation or marketing cookies are placed only after valid consent has been obtained, where consent is legally required. Further information about the cookies used, their duration and how to change your preferences is provided in the separate Cookie Policy.

Our website may contain links to or integrations from booking platforms, maps, social media and other third parties. Villa Parkbos is not responsible for their own processing of personal data. Please consult their privacy policies before using their services.

12. Minors, fellow guests and participants

Villa Parkbos processes data relating to minors only where necessary for a booking, occupancy, price calculation, safety or legal obligation. This data is generally provided by a parent, guardian, Lead Booker or Organiser.

Our website and marketing are not specifically directed at children. We do not use minors' data for direct marketing without an appropriate legal basis and the required safeguards.

Where you provide us with data relating to fellow guests, participants or contact persons, we ask that you share only necessary and accurate data and inform the person concerned about this Privacy Policy.

13. Automated decision-making

Villa Parkbos does not make decisions based solely on automated processing that produce legal effects or similarly significantly affect you. We do not create personal profiles for such decision-making.

14. Questions and complaints

If you have a question or complaint about your personal data, please first contact Villa Parkbos at hello@villaparkbos.be, +32 474 36 84 51 or the postal address above. We will endeavour to deal with your enquiry carefully and promptly.

You also have the right to lodge a complaint with the Belgian Data Protection Authority:

Belgian Data Protection Authority

Drukpersstraat 35, 1000 Brussels

Email: contact@apd-gba.be

Telephone: +32 (0)2 274 48 00

Website: www.gegevensbeschermingsautoriteit.be

15. Changes to this Privacy Policy

Villa Parkbos may amend this Privacy Policy where its processing activities, services used or legal requirements change. The most recent version will be published on our website with the version date. Where a change has significant consequences for ongoing processing, we will inform the individuals concerned in an appropriate manner.

*Last updated: 3 August 2026*

VILLA PARKBOS BV, Klossestraat 61, 9840 Nazareth-De Pinte | BE 1039.595.916 | hello@villaparkbos.be