This Privacy Policy applies to personal information collected through the King George Hotel website, online booking tools, and related digital communications. This policy does not apply to third-party websites or services that may be linked from our website.

We collect only the personal information that is reasonably necessary to operate a boutique hotel, provide services, and meet legal and regulatory obligations.

Information you provide directly may include:

• Full name
• Email address
• Telephone number
• Mailing address (if provided)
• Reservation details (dates, room type, preferences)
• Guest preferences and special requests
• Identification type for check-in or verification purposes (no ID scans)
• Communications with us, including emails, inquiries, and feedback

Information collected automatically when you use our website may include:

• IP address
• Browser type and version
• Device type
• Pages visited and interactions
• Date and time of access

Special Categories of Information

In limited circumstances, and only where voluntarily provided by the guest, we may collect information relating to health or accessibility needs, such as food allergies or mobility requirements. This information is collected solely to provide requested services, is handled with heightened confidentiality, and is not used for any other purpose.

We collect, use, and disclose personal information for purposes that include:

• Processing reservations and providing hospitality services
• Billing and payment processing
• Communicating with guests before, during, and after their stay, including transactional communications
• Accommodating disclosed accessibility or dietary requirements
• Responding to inquiries, requests, and feedback
• Maintaining internal records
• Website administration, security, and performance improvement
• Meeting legal, regulatory, insurance, and safety requirements
• Protecting the security and integrity of our premises, guests, and systems

By providing personal information to the King George Hotel, you consent to its collection, use, and disclosure as described in this Privacy Policy.

Consent may be express, such as completing a booking or submitting a form, or implied where personal information is provided voluntarily for an obvious purpose. You may withdraw consent at any time, subject to legal or contractual restrictions. Withdrawing consent may affect our ability to provide services.

The King George Hotel does not store full credit card numbers or complete payment card details on its own servers.

MEWS Property Management System

We use MEWS Hospitality Cloud as our cloud-based Property Management System. MEWS processes personal information on behalf of the Hotel for purposes including reservation management, billing, guest communications, housekeeping coordination, access control, and operational reporting.

• The King George Hotel is the organization responsible for guest personal information.
• MEWS acts solely as a data processor, processing personal information only on our documented instructions and for the purposes of providing PMS services to the Hotel.

MEWS hosts its production systems in secure European Union data centres and applies industry-standard administrative, technical, and organizational safeguards. Where personal information is processed or stored outside Canada, MEWS relies on contractual and legal safeguards, including standard contractual clauses and equivalent protections, to help ensure a level of protection comparable to that required under Canadian privacy laws.

Payments and Stripe

Electronic payments are processed through Stripe, via MEWS Payments – Stripe, a PCI-DSS Level 1 compliant payment processing platform. Sensitive payment card data is handled directly by Stripe and MEWS in accordance with applicable security and privacy standards. The Hotel does not have access to, and does not store, full payment card numbers.

Integrated Service Providers

The Hotel uses secure third-party integrations connected to MEWS, which may include Omniboost for accounting system integration, MIWA for electronic access control, and Nevotek for in-room guest communication systems.

These service providers act as processors or service providers to the Hotel and may access personal information only as necessary to perform their contracted services. They are contractually required to maintain appropriate privacy and security safeguards and to process personal information in compliance with applicable law.

Accountability

The King George Hotel remains responsible for personal information in its custody or control, including personal information processed by third-party service providers on our behalf. We take reasonable steps to ensure that such service providers are contractually required to protect personal information in a manner consistent with this Privacy Policy and applicable privacy legislation.

We do not sell, rent, or trade personal information.

Personal information may be disclosed only:
• To service providers acting on our behalf
• To facilitate guest services requested by the guest
• Where required by law, court order, or regulatory authority
• To protect the rights, property, or safety of the Hotel, our guests, or others

Personal information may also be disclosed to law enforcement, emergency services, or other authorities where we have reasonable grounds to believe that disclosure is necessary to protect the rights, safety, or security of any individual, or where otherwise permitted or required by law.

Personal information collected through our website and reservation systems may be stored and processed in Canada or in other jurisdictions where our service providers operate, including the European Union.

Where personal information is transferred outside Canada, we take reasonable steps to ensure it receives a level of protection comparable to that required under Canadian privacy laws, including through contractual safeguards, technical controls, and organizational measures used by our service providers.

Business Transactions

In the event of a business transaction, such as a merger, acquisition, restructuring, or sale of assets, personal information may be disclosed to or transferred as part of that transaction, subject to appropriate confidentiality protections and in accordance with applicable privacy legislation.

Access to personal information is restricted to authorized personnel who require such access in order to perform their duties. Employees and contractors with access to personal information are subject to confidentiality obligations and receive appropriate privacy and data protection training.

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including secure cloud-based systems, encryption and access controls, role-based access to personal information, segmented network architecture separating guest internet traffic from operational systems, and staff confidentiality obligations.

Video Surveillance

The Hotel uses video surveillance cameras in select public areas, including the lobby, entrances, rooftop patio, and exterior parking areas, for safety and security purposes. Video surveillance is not actively monitored except as required for safety, security, or incident investigation, and is used in accordance with applicable privacy legislation. Recorded footage is retained for up to seven days, unless it is manually preserved where required for an investigation, insurance matter, or legal obligation.

Personal information is retained only as long as necessary to fulfill the purposes for which it was collected and to meet legal, accounting, insurance, and regulatory requirements. When no longer required, information is securely destroyed or anonymized.

Cookies and Analytics

Our website may use cookies and similar technologies to enable core functionality, analyze site traffic, and improve user experience. You can control cookies through your browser settings. Disabling cookies may affect website functionality.

Communications

We collect and store email addresses associated with reservations and inquiries for transactional and service-related communications only. At this time, we do not maintain a promotional mailing list or send marketing newsletters. Should this change in the future, appropriate consent mechanisms will be implemented in accordance with applicable law.

In limited or exceptional circumstances, we may communicate with guests by text message or similar electronic means where necessary to facilitate their stay or respond to time-sensitive issues.

Third Party Websites

Our website may contain links to third-party websites or services. This Privacy Policy does not apply to those third-party sites, and we are not responsible for their privacy practices. We encourage users to review the privacy policies of any third-party websites they visit.

You have the right to request access to your personal information and request correction of inaccurate or incomplete information. You may also withdraw consent, subject to legal, contractual, or safety obligations. Requests must be submitted in writing and will be responded to within a reasonable time, in accordance with applicable law.

Minors

Minors may not make reservations or stay at the Hotel without a parent or legal guardian. We do not knowingly collect personal information from minors except as incidental to a lawful reservation made by an adult guardian.

We make reasonable efforts to ensure that personal information in our custody is accurate, complete, and up to date for the purposes for which it is used. Guests are responsible for providing accurate information and for notifying us of any changes where necessary to ensure the continued accuracy of their personal information.

Contact:

Privacy Officer,
King George Hotel
2723 Dunsmuir Ave
Cumberland, British Columbia

Email: info@kinggeorgehotel.ca

We may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or our practices. The revised policy will be posted on our website with an updated effective date.

If you have questions or concerns about this Privacy Policy or our handling of personal information, please contact our Privacy Officer.

Upon receipt of a privacy-related complaint or inquiry, the Hotel will acknowledge the concern, conduct an internal review, and respond within a reasonable timeframe. Where appropriate, we will take steps to address and remediate identified issues. Individuals will be informed of the outcome of the review, subject to legal or confidentiality restrictions.

You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.