Data Protection

Data Protection at GLS Campus Hotel

In order to provide you with the services of the GLS Campus Hotel, we naturally require some information about you. We take the protection of personal data very seriously and always process it in accordance with applicable data protection regulations, in particular the EU General Data Protection Regulation. With this Privacy Policy, we would like to inform you about the nature, scope, and purpose of the personal data we process, as well as your rights as a data subject.

  1. Data Controller and General Information

Your data is processed by GLS Campus Berlin GmbH & Co. KG, Kastanienallee 82, 10435 Berlin, email: rezeption@gls-berlin.de, in accordance with the General Data Protection Regulation (GDPR). In this document, “GLS Campus Hotel” refers to the website https://gls-campus-hotel.berlin/, including all subpages, content, and features available there (e.g., the booking feature). Our services are intended for the general public.

  1. Collection and Processing of Personal Data

As a general rule, you can use online services that do not require payment or registration without providing personal data. In certain cases, however, we process the personal data listed in Section 3. This is done only to the extent necessary to provide a fully functional website and our content and services. Furthermore, we process personal data in connection with the use of GLS Campus Hotel if you voluntarily provide it, e.g., as part of an inquiry or when booking a hotel room, or if there is another legal basis for doing so (see Section 4). If you do not wish to do so, you will unfortunately not be able to use our services, or at least not to their full extent.

  1. Categories of Processed Data

As soon as you use the GLS Campus Hotel website, our system automatically collects information from the computer system of the device used to access the site. The following data, among others, may be collected:

  • Information about the browser type and version used
  • The user’s operating system
  • Date and time of access
  • Web analytics data / pseudonymous usage profiles (cookie ID, ad ID, etc.)
  • Websites from which the user accesses our website
  • Websites that the user visits via our website

In addition, we process the following personal data provided that a contractual relationship exists between you and us or you have otherwise provided the data to us:

  • Personal master data (name, address, date of birth)
  • Communication data (phone number, email address)
  • Contract master data (contractual relationship, interest in products or contracts, order history)
  1. Legal basis and purposes of processing

We process your data exclusively on the basis of one or more of the possible legal grounds.

In accordance with the GDPR, personal data may be processed, in particular, on the basis of a contract or to carry out pre-contractual measures, where consent has been given, on the basis of a legitimate interest or a law, as well as to protect vital interests or public interests.

When you book accommodations or use other paid services, we use your contract master data—including contact information—to execute and fulfill the contract, as is the case, for example, with processing operations necessary for the delivery of goods or the provision of other services or consideration, as well as for the enforcement of legal claims or demands (Art. 6(1)(b) GDPR). The same applies to processing operations necessary for the implementation of precontractual measures, such as in cases of inquiries regarding our products or services. In the case of paid services, we process certain data because we are subject to a legal obligation that requires the processing of personal data, such as to fulfill tax obligations (Art. 6(1)(c) GDPR).

We also use the email address you provided during registration or in connection with the performance of the contract to inform you via email about our own similar products or services, as well as about existing reservations or general information regarding the GLS Campus Hotel. In this case, the processing of your email address is based on our legitimate interest in promoting our products and services (Art. 6(1)(f) GDPR).

In addition, we use your email address to send you our newsletter if you have previously given us your express consent to receive a newsletter or promotional materials. In this case, we process your email address so that we can send you the newsletter as requested (Art. 6(1)(b) GDPR). You may object to the use of your email address for such purposes at any time in writing or in text form by contacting rezeption@gls-sprachenzentrum.de or Kastanienallee 82, 10435 Berlin, effective for the future, without incurring any costs other than the transmission costs according to standard rates.

On the Internet, every device requires a unique address—known as an IP address—to transmit data. The storage of IP addresses, at least temporarily, is technically necessary to enable the website to be delivered to the user’s computer. We truncate IP addresses before any processing takes place and process them only in anonymized form. Untruncated IP addresses are neither stored nor further processed. Our servers also store your IP address for 14 days for our own security purposes.

In the case of processing operations not covered by any or several of the aforementioned legal bases, processing takes place if it is necessary to safeguard a legitimate interest and, based on a comprehensive balancing of interests, your interests, fundamental rights, and fundamental freedoms do not outweigh that interest (Art. 6(1)(f) GDPR). A legitimate interest is presumed to exist if the data subject is a customer of the controller. If the processing of personal data is based on this, our legitimate interest is, in particular, the conduct of our business operations for the benefit of all our employees and shareholders.

Our legitimate interest in being able to offer you products tailored to your needs, inform you about new products, and continuously improve our services—thereby also increasing our revenue—constitutes the legal basis for processing in connection with usage-based online advertising and web analytics. For details on web analytics services, see Section 9.

Another legitimate interest is the functionality of business processes (e.g., address management / invoicing).

You may object to processing based on a legitimate interest at any time (see Section 14).

In the event that the data is processed for a purpose other than that specified at the time of data collection, a compatibility assessment is conducted in accordance with Article 6(4) of the GDPR. Further processing is then only permitted if the original purpose is compatible with the new purpose or is permitted on the basis of a separate legal basis. Recognized compatible purposes include, among others, the assertion, exercise, or defense of civil law claims, provided there is no overriding interest of the data subject. In this case, we will inform you of the change in purpose. If the new purpose is not compatible with the purpose stated at the time of collection, a new collection will take place based on a new legal basis. Here, too, we will inform you of the change in purpose.

  1. Place of Processing

We do not ourselves transfer your personal data to countries outside the European Economic Area, except in cases where this is permitted under the GDPR.

  1. Disclosure of Your Data to Third Parties

We will only disclose your personal data to third parties if such disclosure is necessary to fulfill our contractual obligations to you and this occurs in conjunction with another provider, if we are otherwise legally entitled or obligated to disclose the data, or if you have given us your consent to do so.

To provide our services, selected personal data may be shared within our company with specific departments or with external service providers. This includes reservations, accounting, and marketing. In certain cases, we also engage external service providers and their agents or affiliated companies that offer cloud-based software and data processing solutions for the hotel and are commissioned by us to evaluate and process data on our behalf in accordance with our instructions.

External service providers and their agents or affiliates that we have commissioned to process data on our behalf in accordance with our instructions are contractually bound by us as data processors in accordance with the strict requirements of the GDPR and may not use your data for any other purposes. The data processors we engage provide the following services for us in particular: reservation services, registration services, hosting, newsletter distribution, review services, maintenance and support, and web analytics.

The transfer of data to data processors is based on Article 28(1) of the GDPR, or alternatively on our legitimate interest in the economic and technical benefits associated with the use of specialized data processors, pursuant to Article 6(1)(f) of the GDPR.

To the extent that we are legally obligated to do so or where permitted under data protection law, we transfer personal data to public authorities, such as the police or the public prosecutor’s office (Article 6(1)(c) of the GDPR). The disclosure of this data is based on our legitimate interest in combating misuse, prosecuting criminal offenses, and securing, asserting, and enforcing claims, provided that your rights and interests in the protection of your personal data do not override these interests (Article 6(1)(f) of the GDPR)

  1. Cookies and Similar Technologies

We use cookies. Cookies are small files that your browser stores on your device in a designated directory. Among other things, they allow us to determine whether you have visited a website before. If you consent, cookies can also store login credentials for an online service, so that you do not have to enter these credentials every time you visit the site. Many cookies contain what is known as a cookie ID. A cookie ID is a unique identifier for the cookie. It consists of a string of characters that allows websites and servers to associate the cookie with the specific web browser in which it was stored. This enables the visited websites and servers to distinguish the data subject’s individual browser from other web browsers that contain different cookies. A specific web browser can be recognized and identified via the unique cookie ID.

We use two types of cookies: technically necessary cookies, without which the functionality of our website would be limited, and optional cookies, which help make our website more user-friendly. The user data collected by technically necessary cookies is not used to create user profiles. Analytical cookies are used to improve the quality of our website and its content. Analytics cookies allow us to understand how the website is used, enabling us to continuously optimize our offerings. For more information on the individual analytics services, please see Section 9 of this Privacy Policy. Additionally, we use a so-called tracking cookie when you access our website via a link from a partner. This is done to fulfill our contractual obligations to the partner.

You can prevent us from setting cookies at any time by adjusting the settings in your web browser, thereby permanently opting out of the use of cookies. Furthermore, cookies that have already been set can be deleted at any time using a web browser or other software programs. This is possible in all common web browsers. If you disable cookies in your web browser, you may not be able to use all features of our website to their full extent.

Cookies cannot identify you personally. In any case, the use of cookies is justified based on our legitimate interest in tailoring the website to user needs and conducting statistical analysis of GLS Campus Hotel (Art. 6(1)(f) GDPR) .

  1. Web Analytics Services

To continuously improve our content, tailor it to our users’ interests, and display usage-based online advertising, we use several analytics services that collect data on our website and evaluate it on our behalf. These service providers process pseudonymized user data in accordance with our instructions, based on a data processing agreement. The data is not stored together with any other personal data of the users. You can deactivate the individual analytics services at any time with future effect. Below, you can find details about the analytics services we use:

Google AdWords

We have integrated Google AdWords into this website. Google AdWords is an online advertising service that allows advertisers to place ads both in Google’s search results and on the Google Display Network. Google AdWords enables an advertiser to specify certain keywords in advance, based on which an ad will appear in Google’s search results only when a user enters a keyword-relevant search query into the search engine. Within the Google Display Network, ads are distributed to thematically relevant websites using an automated algorithm and in accordance with the previously specified keywords. The operator of the Google AdWords services is Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, USA. The purpose of Google AdWords is to promote our website by displaying interest-based advertisements on third-party websites and in the search results of the Google search engine, as well as by displaying third-party advertisements on our website. If a data subject accesses our website via a Google ad, Google places a so-called conversion cookie on the data subject’s computer system. What cookies are has already been explained above. A conversion cookie expires after thirty days and is not used to identify the data subject. Provided the cookie has not yet expired, the conversion cookie is used to track whether certain subpages—such as the shopping cart of an online store system—on our website have been accessed. The conversion cookie allows both us and Google to determine whether a data subject who arrived at our website via an AdWords ad generated a sale—that is, whether they completed or abandoned a purchase.

The data and information collected through the use of the conversion cookie are used by Google to generate visitor statistics for our website. We, in turn, use these visitor statistics to determine the total number of users who were referred to us via AdWords ads—that is, to assess the success or failure of each AdWords ad and to optimize our AdWords ads for the future. Neither our company nor other Google AdWords advertisers receive information from Google that could be used to identify the data subject.

The conversion cookie is used to store personal information, such as the websites visited by the data subject. Accordingly, each time our websites are visited, personal data—including the IP address of the Internet connection used by the data subject—is transmitted to Google in the United States of America. This personal data is stored by Google in the United States of America. Google may disclose this personal data, collected through technical means, to third parties under certain circumstances.
As described above, the data subject may prevent our website from setting cookies at any time by adjusting the settings of their Internet browser accordingly, thereby permanently objecting to the setting of cookies. Such a setting in the internet browser would also prevent Google from setting a conversion cookie on the data subject’s computer system. In addition, a cookie already set by Google AdWords can be deleted at any time via the internet browser or other software programs.

Furthermore, the data subject has the option to opt out of Google’s interest-based advertising. To do so, the data subject must access the link https://www.google.de/settings/ads from each of the web browsers they use and configure the desired settings there. Further information and Google’s applicable privacy policy can be found at https://www.google.de/intl/de/policies/privacy/abgerufen.

Google Analytics

We have integrated Google Analytics (with the anonymization feature). Google Analytics is a web analytics service. Web analytics refers to the collection, gathering, and analysis of data regarding the behavior of website visitors. Among other things, a web analytics service collects data on which website a user came from (known as a “referrer”), which subpages of the website were accessed, and how often and for how long a subpage was viewed. Web analytics is primarily used to optimize a website and to analyze the cost-benefit ratio of online advertising. The operator of the Google Analytics component is Google Inc., 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, USA. We use the “_gat._anonymizeIp” add-on for web analytics via Google Analytics. This suffix causes Google to truncate and anonymize the IP address of the data subject’s Internet connection when accessing our websites from a member state of the European Union or from another signatory state to the Agreement on the European Economic Area. The purpose of the Google Analytics component is to analyze visitor traffic on our website. Google uses the data and information collected, among other things, to evaluate the use of our website, to compile online reports for us that illustrate activity on our websites, and to provide other services related to the use of our website. Google Analytics places a cookie on the data subject’s computer system. What cookies are has already been explained above. Setting the cookie enables Google to analyze the use of our website. Each time a user accesses one of the individual pages of this website—which is operated by us and on which a Google Analytics component has been integrated—the web browser on the data subject’s computer is automatically prompted by the respective Google Analytics component to transmit data to Google for the purpose of online analysis. As part of this technical process, Google obtains personal data, such as the data subject’s IP address, which Google uses, among other things, to trace the origin of visitors and clicks and, consequently, to enable commission settlements. The cookie is used to store personal information, such as the time of access, the location from which access originated, and the frequency of the data subject’s visits to our website. Each time our websites are visited, this personal data—including the IP address of the internet connection used by the data subject—is transmitted to Google in the United States of America. This personal data is stored by Google in the United States of America. Google may, under certain circumstances, disclose this personal data collected through the technical process to third parties. The data subject may, as described above, prevent our website from setting cookies at any time by adjusting the settings of the internet browser being used, thereby permanently objecting to the setting of cookies. Such a setting in the internet browser would also prevent Google from setting a cookie on the data subject’s computer system. In addition, a cookie already set by Google Analytics can be deleted at any time via the web browser or other software programs. Furthermore, the data subject has the option to object to the collection of data generated by Google Analytics relating to the use of this website, as well as to the processing of this data by Google, and to prevent such collection and processing. To do so, the data subject must install a browser add-on available at the link Download and install http://tools.google.com/dlpage/gaoptout?hl=de. This browser add-on uses JavaScript to instruct Google Analytics not to transmit any data or information regarding website visits to Google Analytics. Google considers the installation of the browser add-on to be an objection. If the data subject’s computer system is subsequently deleted, formatted, or reinstalled, the data subject must reinstall the browser add-on to deactivate Google Analytics. If the browser add-on is uninstalled or deactivated by the data subject or by another person within their control, it is possible to reinstall or reactivate the browser add-on. Further information and Google’s applicable privacy policy can be found at https://www.google.de/intl/de/policies/privacy/ and at http://www.google.com/analytics/terms/de.html. Google Analytics is explained in more detail at this link: https://www.google.com/intl/de_de/analytics/.

  1. Soziale Netzwerke & Messengerdienste

Sie finden uns auch in sozialen Netzwerken fremder Unternehmen, wie z.B. Meta. Zudem haben wir einzelne Funktionen dieser Netzwerke auch in unsere Onlinedienste integriert (z.B. Facebook, Instagram, Whatsapp). Diese können Sie allerdings nur nutzen, wenn Sie bei dem jeweiligen sozialen Netzwerk registriert und angemeldet sind. Bitte beachten Sie, dass für die Nutzung des jeweiligen sozialen Netzwerks die Nutzungs- und Datenschutzbedingungen dieses Unternehmens gelten, auf die wir keinen Einfluss haben.

  1. Zahlungsdienstleister

If you use a paid service or make a purchase through our website or app, we offer various payment methods through third-party providers (e.g., booking pool tickets via Pretix, booking hotel rooms through our Mews booking system, and purchasing gift certificates via Voucherchart). If you decide to use one of these services or their payment service providers, you will leave our site. All data will then be collected and processed by that payment service provider or our online booking system, Mews. We do not receive any bank or credit card information; we only receive confirmation that the payment was successfully processed.

  1. Other Services

Additional services we use include:

Google Maps

We use Google Maps to display maps. This integration requires that Google be able to access users’ IP addresses. The IP address is necessary to send the content to the user’s browser. Please note that Google has its own privacy policy, which is independent of ours. Please review Google’s privacy policy at www.google.de/intl/de/policies/privacy/ before using our website. Google Maps relies on JavaScript code, so you can prevent it from running entirely by disabling JavaScript in your browser settings or by installing a JavaScript blocker. Please note that our website may not display correctly in that case.

Mews Hotel Booking Software

We use the Mews online booking system on our website. Your data is transmitted to Mews during this process. Mews is prohibited from selling your data or using it for any purpose other than the booking process. Your data is transmitted via an encrypted SSL connection. Payment data related to hotel bookings is stored in encrypted form by Mews, not by us.

Online Bookings via Other Websites

You have the option to book rooms and packages through hotel reservation portals (third-party providers, e.g., Booking.com, Expedia, Holidaycheck, etc.). If you choose this option, the data entered in the form will be transmitted to us and stored to the extent permitted by the respective hotel reservation portal in accordance with its own privacy policy. This data may include: first name, last name, email address, phone number, mailing address, number of traveling companions, estimated time of arrival, special requests, and payment information (e.g., credit card).

The data provided is imported into our hotel software, Mews, via a channel manager called SiteMinder. All received booking data is transmitted in encrypted form. If payment data is transmitted, it is stored exclusively in encrypted form within Mews and is not visible to us.

The data is used exclusively for processing the booking and for communication purposes.

  1. Retention Period

We store personal data only for as long as we are authorized to do so and the purpose of processing remains valid. The applicable statutory retention period governs the duration for which personal data is stored. Upon expiration of this period, the relevant data is routinely deleted, provided it is no longer required for the performance or initiation of a contract.

Contact Information and Your Rights as a Data Subject

If you have any questions regarding data protection, please contact our Data Protection Officer:

Mr. Dieter Klapproth
Email address: d.klapproth@ains-a.de

  1. Access and Correction

You may at any time request, free of charge, information from us regarding whether we are processing personal data about you, as well as specific details about which data we have stored about you, and you may request a copy of the stored data. You may also have inaccurate data corrected and completed.

  1. Deletion, Restriction, and the Right to Be Forgotten

You may request the deletion and restriction of your personal data. Please note that there are legal retention requirements, for example, for paid contracts such as course bookings, and we are therefore not permitted to completely delete your data in every case. In such cases, your data will be marked to restrict its future processing.

  1. Data Portability

Where applicable, you also have the right to have the personal data concerning you transmitted to you or to another controller in a structured, commonly used, and machine-readable format, provided that the processing is based on consent or a contract and is carried out by automated means. However, this does not apply if the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Furthermore, you have the right to have the personal data transmitted directly from one controller to another, provided this is technically feasible and does not infringe upon the rights and freedoms of others.

  1. Withdrawal / Objection

You may revoke the consents you have provided at any time, effective for the future, by contacting us at the address listed above.
In particular, you may object at any time, in writing or in text form, to the use of your email address for the purpose of sending newsletters by contacting rezeption@gls-berlin.de or GLS Campus Berlin GmbH & Co. KG, Kastanienallee 82, 10435 Berlin, effective for the future, without incurring any costs other than the transmission costs according to the basic rates. Furthermore, you have the right, for reasons arising from your particular situation, to object at any time to the processing of personal data concerning you that is based on a legitimate or public interest. This also applies to profiling based on these provisions. In the event of an objection, we will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing that override the interests, rights, and freedoms of the data subject, or the processing is necessary for the establishment, exercise, or defense of legal claims.

  1. Right to File a Complaint

You also have the right to file a complaint with the competent supervisory authority and to seek legal remedies. The supervisory authority to which the complaint was submitted will inform the complainant of the status and outcome of the complaint, including the possibility of seeking judicial remedy.

Use of Automated Decision-Making

We do not use automated decision-making or profiling.