Workplace Privacy Policy

Workplace Privacy Policy

Colo-I-Suva Rainforest Eco Resort’s

Workplace Privacy Policy

Colo-i-Suva Rainforest Eco Resort takes the issue of safeguarding your privacy very seriously. We have created this Privacy Policy in order to better familiarize you with the information we collect from hotel guests and web site visitors, and the way in which Colo-i-Suva Rainforest Eco Resort uses this information to better serve the needs of our guests.

Table of Contents

WHAT IS PERSONAL INFORMATION?

WHY IS PERSONAL INFORMATION COLLECTED?

To Provide Superior Customer Service to our Guests

For Marketing Research

For Government Reporting

HOW IS PERSONAL INFORMATION COLLECTED?

1. On Our Web Site

2. At the Resort

3. In Our Marketing Database.

WHAT INFORMATION IS NOT SECURE?. 

IF I HAVE CREATED A GUEST PROFILE, HOW IS MY PERSONAL INFORMATION TREATED?  

WHAT INFORMATION MAY BE EXCHANGED BETWEEN HOTELS?. 

WHAT PERSONAL INFORMATION MAY BE PROVIDED TO THIRD PARTIES?. 

HOW DO I ACCESS MY PERSONAL INFORMATION?. 

HOW DO I REVISE MY PERSONAL INFORMATION?. 

HOW LONG IS MY PERSONAL INFORMATION RETAINED?. 

HOW WILL I KNOW IF THERE ARE CHANGES TO THIS POLICY?. 

HOW IS PERSONAL INFORMATION AFFECTED BY BUSINESS TRANSFERS?. 

WHAT LAWS APPLY TO THIS POLICY?. 

TO WHOM DO I DIRECT QUESTIONS OR CONCERNS REGARDING THIS POLICY?. 

 

WHAT IS PERSONAL INFORMATION?

The term "Personal Information" refers to any information that can be used to identify you as an individual. It can include, among other things, your name, address, age, gender, personal financial history and Photo ID  or TIN number.

WHY IS PERSONAL INFORMATION COLLECTED?

To Provide Superior Customer Service to our Guests

Personal Information is collected to assist us in making your reservation and providing the services you request at any of our properties, to ensure we meet your needs while you are staying with us and/or to allow us to contact you in relation to matters that arise from your stay with us. By keeping certain stay related Personal Information on file, such as information regarding guest history and itemized spending, guests of Colo-i-Suva Rainforest Eco Resort have the ability to confirm prior transactions and reconcile statements or invoices.

To Keep Our Guests and Owners Informed

We may use the Personal Information you provide to send you newsletters regarding our property and to advise you of promotions or to inform you of offers or other information that may be of interest to you. In order to do this, your information may be shared with a third party, including a customer relationship management company and/or a marketing and communications company. These companies are under contract with Colo-i-Suva Rainforest Eco Resort and contractually required to protect all guest information to which they have access. If you do not wish to receive information from Colo-i-Suva Rainforest Eco Resort you may indicate your wishes on your registration card when you stay with us.

For Marketing Research

We may wish to contact Guests to conduct surveys or focus groups to receive your views of our property and service delivery. Such information may be collected by a third party under contract with us and they will be contractually required to protect your Personal Information as explained below. Occasionally we will combine information from a number of Guests to better understand trends and Guest expectations. When this occurs, all identifiers are removed and the aggregate information cannot be linked to any specific Guests.

For Government Reporting

Finally, we have a legal requirement in Fiji to obtain and sometimes report information to the Government for statistical and licensing purposes, such information required to be kept will include a Hotel Register of Guests, as per the Hotels and Guest Houses Act (Cap 195) part 2 Section 9 – “ Keeping f Register” .  [9.-(1) Every manager shall keep or cause to be kept and maintained in the appropriate form a register of all guests of the hotel and shall produce the same to the chairman or any person duly authorised by the chairman in writing or to any police officer.]

 

HOW IS PERSONAL INFORMATION COLLECTED?

1. On Our Web Site

A. Initially Upon Contact with Our Web Site

When you visit our web site, you may initially be given a "cookie", and your computer is assigned an ID number. A cookie is a commonly used device that tracks an individual user's preferences, and is capable of enhancing your visit to the site. Cookies allow us to provide a customized experience without the visitor having to remind us of his or her preferences each time she or he visits our site. Our cookies do not contain any personally identifying information. Colo-i-Suva Rainforest Eco Resort cookies also do not follow visitors when traveling on the Internet after leaving the Colo-i-Suva Rainforest Eco Resort web site.

We also use cookies to collect and maintain aggregate web site data (such as the number of visitors to a particular site), which helps us see which areas are popular with our users and which are not. Among other things, this helps us improve and update the site, based on such data as total number of visitors and pages viewed.

If you do not want to accept cookies, you can block them by adjusting the settings on your Internet browser. Visitors should understand, however, that rejecting cookies will affect your ability to benefit from the conveniences afforded by the use of cookies, and you will not be able to use certain customization features associated with creating a user profile.

Once you have visited our web site and accepted our cookie, your ID number is automatically assigned to your computer whenever you visit our web site. Despite the fact that you remain anonymous until you enter Personal Information in the web site, the ID number allows us to log your session, so that we may better assist you should you need some individualized service or support. Once you enter Personal Information on the web site, we associate your ID number with your contact information so we can recognize you on a future visit. We also use it to keep track of information that appears to be of particular interest to you.

B. While Browsing Our Web Site

While in the process of browsing our web site, you also provide us with information that does not reveal your personal identity - what type of destination you're seeking information about, for example. We use this aggregated, anonymous data mainly for editorial purposes, but we do not connect it to any Personal Information, such as your name or address.
While you explore our web site for the information that interests you, you may wish to put in a specific "Information Request" about one of our hotels or resorts, or you may wish to participate in one of our on-line surveys or promotions. To respond to this request or to participate in our various programs, we may ask you for Personal Information, such as your name, zip/postal code, e-mail address, and phone number.

In the event you choose to provide us with this information, we will only use it for the purpose we have specified to you. We will only e-mail you if you want us to, and you can choose a number of alternate methods by which to receive a reply to a request. Your transmittal of your personal data shall constitute your acknowledgment and agreement to the terms and conditions contained in this Privacy Policy. If you are uncomfortable providing this information over the Internet, you can always call us for more details.

Visitors will always have the ability to accept or decline any form of communication from Colo-i-Suva Rainforest Eco Resort.


2. When Making a Reservation

A. On Our Web Site

If you decide that you would like to make a reservation at our resort, you will be linked to our reservation service site. Although it appears to be part of our site, the reservation site is, in fact, provided by SiteMinder ™ , which provides an automated reservations and distribution system to the travel industry. We pass your reservation ID number on to our Starfleet ™ reservation system, but they are unfamiliar with you. You can search for rates and availability at our resorts without providing any Personal Information.

Visitors to coloisuva.com.fj  who elect to make reservations online will be required to complete a reservation profile at  the time they make a reservation. When you create a reservation profile you will be asked to provide specific Personal Information, including your name, address and contact information, as well as certain guarantee and deposit information to secure your reservation, such as your credit card number. Your transmittal of your Personal Information shall constitute your acknowledgment and agreement to the terms and conditions contained in this Privacy Policy.

Your credit card number will be verified using a checking sequence, but we do not authorize any payments at this point. Once your reservation is confirmed, Colo-i-Suva Rainforest Eco Resort will be sent all of the reservation information. From this point the information is sent to our Resort in exactly the same way as if you called us directly or if your travel agent made the reservation

Due to the personal nature of the information you give when making a reservation through our web site, the reservation system is secure, such that your credit card number is protected with the most sophisticated encryption technology available and is transmitted on a private network.

We also receive a copy of the reservation profile at our web site excluding your credit card number connected to your ID number. We will then use that information to create a log in our web site database.

We also occasionally combine information from a number of web visitors in a way that does not identify any user, in order to identify user patterns.

B. Through our Worldwide Reservations Offices or Hotels

Reservations can also be made by calling one of our Worldwide Reservation partners and their subsidiaries  ("WRP") or by contacting us directly. When you make a reservation we may ask you for Personal Information such as your name, address, telephone number and method of payment. We may also obtain from you any room preferences or special requests. Personal Information obtained by WRP will be sent in a secured communication to our Starfleet ™ hotel reservation system. Confirmation of your reservation will be provided to you, generally by e-mail, directly from our resort.

3. During your stay at a Hotel or Resort

During your stay, we record your itemized spending to properly assemble your folio, which sets out your room rate and other expenses billed to your room. We also record this information to comply with financial reporting requirements, including those imposed by our auditors and government regulators. We may also collect certain information as required by local laws (e.g. passport number). Information particular to your stay may also be stored (i.e. health issues, payment difficulties, special requests, service issues). This stay specific information is stored in the property management system at our resort and is combined with information from previous visits that you have made to our resort. Certain information regarding your service preferences may be made available to Colo-i-Suva Rainforest Eco Resort employees through the Colo-i-Suva Rainforest Eco Resort guest history database. You may advise the Hotel if you do not want personal preferences shared.

In addition, we may retain the content of any document (including letters, comment cards, electronic documents such as e-mails and other similar forms of communication) that you send us before, during or following your stay. This information may be shared with employees of the hotel but will not be shared with any third party. All employees are contracted with confidentiality clauses signed to ensure your data is not shared outside the resort.  

HOW DO WE STORE PERSONAL INFORMATION?

1. At the Resort
Our resort goes to great measures to ensure that all Personal Information is kept in a secure location, be it a database or filing cabinet. Furthermore, we take steps to ensure that only designated individuals have access to this information.

2. In Our Guest Reservation System
In order to serve you better we also store certain guest information in our Guest Reservation System which is a secure customer database – at our resort we use Starfleet ™.
The stored information includes guest name, address, phone numbers and credit card number. We may also store certain information regarding your service preferences..

We also store other transaction information including the number of stays you have had at Colo-i-Suva Rainforest Eco Resort and the number of nights of each stay.


3.  In Our Marketing Database
Colo-i-Suva Rainforest Eco Resort maintains a database of Guest and Owner information which is used for marketing, promotion and research purposes. Any information sent provides a clear notice of how to discontinue receiving promotional materials.

WHAT INFORMATION IS NOT SECURE?

When you log-in to complete or modify a Booking Profile, Guest Service Profile, your online interaction with us is protected from eavesdropping using the highest level encryption technology based on the browser you use. In order to ensure your privacy and the protection of information you choose to share with us, we allow only encrypted communications from all of our web forms and reservation partner sites via SiteMinder ™.

It is important to note that any e-mail communication is not secure. This is a risk inherent in the use of e-mail. Please be aware of this when requesting information or sending forms to us by e-mail (for example, from the Contact Us section of our web site). We recommend that you do not include any confidential information (i.e. credit card information) when using e-mail. For your protection, our e-mail responses to you will not include any confidential information.

Finally, to be prudent, please be sure to always close your browsers when you are done using a form or the reservation site. Although the session will terminate after a short period of inactivity, it is best to close your browsers immediately upon completion, since while you are logged on it is easier for someone to attempt to get access to your profile.

IF I HAVE CREATED A GUEST PROFILE, HOW IS MY PERSONAL INFORMATION TREATED?

If you are invited and elect to create a Guest Profile, on our booking site, you will be asked to furnish specific Personal Information. You may also be asked to provide a password for use each time you log-in. Once you have created a Guest Profile, we may add online session data to your Guest Profile on subsequent visits to our booking site/ website. When you provide information, including revised information to your Guest Profile, we may use the information you provide to update other databases maintained by us.

By completing your Guest Profile you are considered to have provided consent to share your Personal Information within Colo-i-Suva Rainforest Eco Resort in accordance with this Privacy Policy.

WHAT INFORMATION MAY BE EXCHANGED BETWEEN HOTELS?

No information is shared between certified data privacy personnel at Colo-i-Suva Rainforest Eco Resort with other hotels However in certain limited circumstances, particularly where government legislation and or health or safety concerns have arisen, information may also be shared.


Further, if a guest does not pay the outstanding account on time, or acts in an unlawful manner in regards to payment obligations, this information may be shared among accounting personnel at Colo-i-Suva Rainforest Eco Resort.

WHAT PERSONAL INFORMATION MAY BE PROVIDED TO THIRD PARTIES?

Agents, contractors or third party service providers of Colo-i-Suva Rainforest Eco Resort may receive your Personal Information in the course of providing services to Colo-i-Suva Rainforest Eco Resort to better serve your needs as a Guest or Owner. Using contractual or other arrangements, Colo-i-Suva Rainforest Eco Resort ensures these parties protect your Personal Information in a manner consistent with the principles articulated in this Privacy Policy.

Personal information is shared with third party residential property developers as set out above. The particular developer's website can be consulted for the developer's policy on the collection, storage and use of such information.

We will only share Personal Information about you outside Colo-i-Suva Rainforest Eco Resort Hotels and Resorts without your consent, where: (a) it is required or authorized by law (for example, in response to a legal subpoena); (b) it is required to provide you with services you have requested in which case you will be considered to have implied your consent (i.e. car rental); (c) if your stay has been paid for by a third party we will provide billing information to the paying party; (d) if you have failed to pay amounts owed to a property.

If Colo-i-Suva Rainforest Eco Resort Resort suspects any unlawful activity is taking place, it may investigate and/or report its findings or suspicions to the police or other relevant law enforcement agency.

HOW DO I ACCESS MY PERSONAL INFORMATION?

We understand that you may like to know what Personal Information we hold about you. We are happy to assist you with your request. To protect your Personal Information, however, we require that you prove your identity to us at the time your request is made. You may make a request to the Managing Director of our Resort.

When you make a request in person, we will require you to produce some form of photo identification such as a passport or a driver's license and you will be asked to sign a request form.

Where you make a request by other means, we require the request be made in writing via fax or letter including a copy of a government issued identification and signature. We also require home and business addresses and phone numbers so we can check them with our files and satisfy ourselves as to your identity.

The above information is required to create an audit trail of how the request has been handled. Where a request is made, any correspondence or application may be kept and added to your Personal Information.

Colo-i-Suva Rainforest Eco Resort reserves the right to decline access to your Personal Information under certain circumstances. If your Personal Information will not be disclosed, you will be provided with the reasons for this non-disclosure.

HOW DO I REVISE MY PERSONAL INFORMATION?

If at any time you wish to update or access your Personal Information, you can do so by contacting our Reservations officer:

P.O. Box CS001,

Colo-I-Suva. Naitasiri Province.

Fiji

Or you may visit our web site at www.coloisuva.com.fj

HOW LONG IS MY PERSONAL INFORMATION RETAINED?

Your Personal Information will be stored for the period of time required by law in the jurisdiction of our resort holding the information. It may be stored indefinitely by Colo-i-Suva Rainforest Eco Resort as long as there is a business purpose for doing so. From time to time we may delete your Personal Information if you have not stayed with us in a number of years.

HOW WILL I KNOW IF THERE ARE CHANGES TO THIS POLICY?

If we decide to make significant changes our Privacy Policy, we will post those changes on our web site (www.coloisuva.com.fj) so you are always aware of how we treat Personal Information. Minor changes may be made and posted in a revised policy. Changes of use will not apply retroactively to Personal Information for which you have given explicit consent, which was acquired before the change to the Privacy Policy except as may be required by law. If at any point we decide to use Personal Information in a manner different from that stated in this Privacy Policy, we will notify you by letter or e-mail sent to your last known address. If you do not agree with the different way we intend to use Personal Information, you may ask in writing that we not use it in that different way. If you do not object, you will be deemed to have consented to the use of your Personal Information in the changed manner.

HOW IS PERSONAL INFORMATION AFFECTED BY BUSINESS TRANSFERS?

Colo-i-Suva Rainforest Eco Resort manages properties on behalf of third party owners. Guest information required for the business transaction between the guest and the property is shared with the property owner, but all other Personal Information is considered to be proprietary to Colo-i-Suva Rainforest Eco Resort, and is not shared with property owners. If we cease to manage this property, all Personal Information remains with Colo-i-Suva Rainforest Eco Resort. Guest information that is historically shared with the property owner is retained by the property owner.

WHAT LAWS APPLY TO THIS POLICY?

Colo-i-Suva Holdings Limited does business worldwide as Colo-i-Suva Rainforest Eco Resort, a Fijian corporation incorporated under the laws of the Republic of Fiji. As such, Fiji’s law applies to our company. We apply the requirements of this law to how we handle all Personal Information wherever received, Colo-i-Suva Rainforest Eco Resort also complies with the local government laws of the jurisdiction where it is located. All transfers of Personal Information between any entity will be subject to the terms of this Privacy Policy and in compliance with these laws.

If you have additional questions regarding the law or if you feel we have not treated your Personal Information appropriately, you may contact The Consumer Council of Fiji at the following address:

The Office of the Consumer Council of Fiji

Lot 4, Carnavon Street.

Private Mail Bag

Suva

Fiji

Ph: +679 3300 792 |  3310 183

Fax: +679 3300 115

Mobile: +679 9716255  |  7155699

Web site: www.consumersfiji.org
E-mail: complaints@consumersfiji.org

 

TO WHOM DO I DIRECT QUESTIONS OR CONCERNS REGARDING THIS POLICY?

Questions or concerns regarding this privacy policy should be directed to the Chief Executive Officer by writing to the following address:

 

Chief Executive Officer
Colo-i-Suva Rainforest Eco Resort Hotels and Resorts
P.O. Box CS001,

Colo-I-Suva.

Naitasiri Province.

Central Division.

Fiji

E-mail: admin@coloisuva.com.fj