Privacy Policy

BACKGROUND

This Policy applies as between you, the User of this Website and My Hawaii Enterprises, LLC Doing Business As (DBA) My Hawaii Hostel the owner and provider of this Website. This Policy applies to our use of all Data collected by us in relation to your use of the Website and any Services or Systems therein.

Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

"Account" means collectively the personal information, Payment Information and credentials used by Users to access material and / or any communications system on the Website;

"Content" means any text, graphics, images, audio, video, software, data compilations and any other form of information capable of being stored in a computer that appears on or forms part of this Website;

"Cookie" means a small text file placed on your computer by My Hawaii Hostel when you visit certain parts of this Website. This allows us to identify recurring visitors and to analyze their browsing habits within the Web Site. Where e-commerce facilities are provided, Cookies may be used to store your accommodation selection.

"Data" means collectively all information that you submit to the Website. This includes, but is not limited to, account details and information submitted using any of our services or systems;

"My Hawaii Hostel" means the “Doing Business As” name of My Hawaii Enterprises, LLC of 76-6241 Alii Drive, Suite 5, Kailua Kona, HI 96740

"Service" means collectively any online facilities, tools, services or information that My Hawaii Hostel makes available through the website either now or in the future;

"System" means any online communications infrastructure that My Hawaii Hostel makes available through the website either now or in the future. This includes, but is not limited to, web-based email, message boards, live chat facilities and email links;

"User" / "Users" means any third party that accesses the website and is not employed by My Hawaii Hostel and acting during their employment;

"Website" means the website that you are currently using (myhawaiihostel.com) and any sub-domains of this site (e.g. app.thebookingbutton.com/properties/myhawaiihostel) unless expressly excluded by their own terms and conditions.

“PMS” Property Management System referring to GuestCentrix CMS (hostel.web)

“OTA” Online travel agency referring to a site on which you can book accommodation but that is not controlled directly by My Hawaii Hostel

“GDPR” General Data Protection Regulation; in effect May 25, 2018; a regulation in EU law on data protection and privacy for all individuals within the European Union. It addresses the export of personal data outside the EU.

DATA REGISTER AND USE OF DATA

Without limitation, any of the following data may be collected:

  
    Information
    Source
    Use
    Storage Location
  

    Full Name
    Voluntarily from booking form
    Check in process; compare to name on credit card used for payment
    Booking channel (HWL or Booking Button), PMS, MailChimp, Excel Spreadsheet
  

    Phone number
    Voluntarily from booking form
    Contact in event of lost key, left behind property, or non-arrival, late arrival
    Booking channel (HWL or Booking Button), PMS
  

    Email address
    Voluntarily from booking form
    Send confirmation email, send pre-arrival reminder email, contact in event of lost key, left behind property, or non-arrival, late arrival; post check out review email
    Booking channel (HWL or Booking Button), PMS, MailChimp, Excel Spreadsheet
  

    Arrival date/time and departure date
    Voluntarily from booking form
    Booking process; prepare for late arrivals
    Booking channel (HWL or Booking Button), PMS
  

    Bed preference
    Voluntarily from booking form
    Accommodate guest needs
    Booking channel (HWL or Booking Button), PMS
  

    Credit card number, expiration date, and CVC security code
    Voluntarily from booking form
    In order to guarantee reservations via all channels (telephone, website or smartphone application, but not restricted to), we require a full 16 digit debit/credit card number, name on the card, CVC and the expiry date.  This info is used in accordance with the no-show and cancelation policies.
    Booking channel (HWL or Booking Button), PMS
  

    Nationality
    Collected on arrival
    Marketing
    Booking channel (HWL or Booking Button), PMS
  

    Marketing info: Marketing segment, Booking Channel, Booking Source
    Collected during booking or on arrival
    Marketing
    Booking channel (HWL or Booking Button), PMS
  

    Arrival time, departure time
    Collected by PMS with an automatic time stamp
    Not used; automatically collected
    Booking channel (HWL or Booking Button), PMS
  

    Name and contact of third party individual doing the booking
    Voluntarily provided by booker
    In cases where a third party individual makes a booking for the guest, their information will also be collected in case of problems with the booking
    Booking channel (HWL or Booking Button), PMS
  

Information	Source	Use	Storage Location
Full Name	Voluntarily from booking form	Check in process; compare to name on credit card used for payment	Booking channel (HWL or Booking Button), PMS, MailChimp, Excel Spreadsheet
Phone number	Voluntarily from booking form	Contact in event of lost key, left behind property, or non-arrival, late arrival	Booking channel (HWL or Booking Button), PMS
Email address	Voluntarily from booking form	Send confirmation email, send pre-arrival reminder email, contact in event of lost key, left behind property, or non-arrival, late arrival; post check out review email	Booking channel (HWL or Booking Button), PMS, MailChimp, Excel Spreadsheet
Arrival date/time and departure date	Voluntarily from booking form	Booking process; prepare for late arrivals	Booking channel (HWL or Booking Button), PMS
Bed preference	Voluntarily from booking form	Accommodate guest needs	Booking channel (HWL or Booking Button), PMS
Credit card number, expiration date, and CVC security code	Voluntarily from booking form	In order to guarantee reservations via all channels (telephone, website or smartphone application, but not restricted to), we require a full 16 digit debit/credit card number, name on the card, CVC and the expiry date. This info is used in accordance with the no-show and cancelation policies.	Booking channel (HWL or Booking Button), PMS
Nationality	Collected on arrival	Marketing	Booking channel (HWL or Booking Button), PMS
Marketing info: Marketing segment, Booking Channel, Booking Source	Collected during booking or on arrival	Marketing	Booking channel (HWL or Booking Button), PMS
Arrival time, departure time	Collected by PMS with an automatic time stamp	Not used; automatically collected	Booking channel (HWL or Booking Button), PMS
Name and contact of third party individual doing the booking	Voluntarily provided by booker	In cases where a third party individual makes a booking for the guest, their information will also be collected in case of problems with the booking	Booking channel (HWL or Booking Button), PMS

Upon arrival we will require the same information from your fellow travelers. No information will be collected on children under 16 years of age.

We do not collect information for which we have no imminent use such as:

a) Date of birth

b) Gender

c) Ethnicity

d) Sexual orientation

e) Religion

f) Physical address

g) Passport or other ID information

Upon check in My Hawaii Hostel staff will ask to see an ID of each guest. No information from the ID will be collected or saved. It is used to confirm the correct reservation, and match to the name on the provided credit card. An ID may also be required to verify that a guest is over the age of 16 if they are staying by themselves.

Data that you may submit through any third-party system will be retained by them in accordance to their policies. My Hawaii Hostel indemnifies itself against all data use on and reservations made via third party websites/agents. Please refer to their relevant privacy policy and terms and conditions.

Our current third-party bookings sites (or OTAs) are:

Hostelworld.com Privacy and Security Statement Terms and Conditions

Depending on booking source, information obtained from booking forms may be stored in:

OTA Third Party Sites: Bookings made on Hostelworld or other third-party OTA sites. Bookings made via Hostelworld are pushed into the PMS however, credit card info remains on the third-party OTA site and can only be access by the site administrator.
Booking Button: The booking engine function of Siteminder. This is used as the direct booking cloud platform for My Hawaii Hostel. Credit card information and expiration date is imported into the PMS however, the CVC is not.
GuestCentrix CMS Hostel.web: PMS used by My Hawaii Hostel; aggregates all bookings (direct and third party) in one location. Information is stored on the GuestCentrix cloud server. After a booking is pushed into the PMS from the OTA or Booking Button all information except the credit card number and CVC are accessible to all staff with a current log in. The credit card info is only visible after entering an access password. The CVC is only available from the confirmation email sent to the administrator upon booking. GuestCentrix role as suppliers of the Property Management software means that they only provide the appropriate software tools and do not retain any personal data of guests.
No booking information is stored on the hard drive of the hostel reception computer. All information on bookings is cloud based and can only be accessed by staff (limited access to credit card details). Each staff has an individual user name and password to access the system. The PMS audit trail tracks all access to each guest’s account.
Following check out, first name, last name, and email address are exported from the PMS and are uploaded into MailChimp© . MailChimp©is an email marketing platform used to send bulk emails. My Hawaii Hostel uses MailChimp© to email all guests (who have voluntarily provided their email address) soliciting input on their stay and encouraging them to write a review. This information is also stored in an excel document on the administrator’s computer.

By making a booking at My Hawaii Hostel guests have given their permission to collect and store their information solely for the uses outlined in the Use of Information Table. Their information will never be shared with third parties without their expressed consent.

My Hawaii Hostel operates an opt-in email policy – a guest will be asked to give us consent if they would like to remain on the emailing list to receive newsletters and marketing information.

DATA SECURITY

To maintain a secure Property Management System at the Company level, all employee access to the system and any contained information is discontinued after their work contract ends. Each employee has a unique log in and password that can be used to track their access.

In addition, it is not possible to export sensitive information such as financial information from the Property Management System.

Hostel computers are restricted solely to use by staff/workers. Hostel computers have firewalls installed and up-to-date antivirus.

In addition, our Property Management System, GuestCentrix CMS, has their own Policies in place regarding security and data protection. They have amended their policies to be in line with the GDPR.

GOOGLE ANALYTICS & DEMOGRAPHIC DATA

We use Google Analytics to collect information about visitor behavior on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This Analytics data is collected via tags in the pages of our site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are.

You can find out more about Google’s position on privacy as regards its analytics service at http://www.google.co.uk/intl/en/analytics/privacyoverview.html

The tracking cookie also allows us to access aggregates demographic and audience data from online behavioral advertising services. This information is only available to us at a group level, with no personal or identifiable information contained within it. It is used only for us to evaluate the effectiveness of the website and see how different groups of users use and respond to the site, and in no way allow us to track people individually. You may opt out of this tracking by disabling cookies within your browser.

SOCIAL MEDIA

Social Media Opt In: By “Liking” or “Following” My Hawaii Hostel accounts on social media platforms such as Facebook, Instagram, Twitter, etc My Hawaii Hostel will take this voluntary action as opting in to receiving updates, posts, etc via these platforms. A guest, at any time, can then choose to opt-out by ceasing to follow or like the My Hawaii Hostel accounts.

DATA RETENTION

All information collected during booking that is collected into the PMS by the booking engines (OTAs and direct booking) will automatically remain in the system forever UNLESS a guest requests that it be removed. Credit cards are encrypted as part of PCI Compliance

A guest’s name and email contact will be retained by My Hawaii Hostel until the guest requests that it be erased. However, contact information will only be used for purposes outside of those listed in the USE TABLE, if they opt-in.

Marketing data collected (unconnected to names) and data collected for statistically purposes will be retained for as long as My Hawaii Hostel sees fit.

Security camera footage is retained for approximately one week.

My Hawaii Hostel respects guest privacy and will not sell or disclose guests’ personal information to any other person, business or third party unless we are obliged or permitted by law to do so and/or it is seen as part of our duty of care.

DATA ACCESS REQUEST AND RECTIFICATION

You have the right to ask for a copy of your personal data. If you would like to know what data My Hawaii Hostel has associated with your name please send a written request along with a copy of your ID to info@myhawaiihostel.com. You will receive this data free of charge within 30 days of the request.

You may also request that your information be erased from all data storage that My Hawaii Hostel controls. If you would like your data erased from all My Hawaii Hostel Data storage, please send a written request along with a copy of your ID to info@myhawaiihostel.com.

If your data is incorrect you may request that it be corrected by submitting a written request to info@myhawaiihostel.com.

We do not have control over erasing data from third party sites. You would need to contact any third-party sites directly to have data erased.

GUEST RIGHTS TO DATA

All guests have the following rights as pertains to their data:

The right to access a copy of the information comprised in their personal data (See Section: Data Access Request)
The right to rectification (See Section: Data Access Request)
The right to erase (See Section: Data Access Request)
The right to restrict processing if it causes unwarranted and substantial damage or distress
The right to transfer his data to another party
The right to object to decisions being taken by automated means
The right not to be included in automated marketing initiatives or profiling

BREACH MANAGEMENT POLICY

If at any point a staff becomes aware of a breach in the policy or a comprise to the data collection or storage system, they will immediately notify the Data Protection Officer/General Manager.

In assessing the risk arising from the security breach, the DPO will consider what would be the potential adverse consequences for individuals, i.e. how likely it is that adverse consequences will materialize and, in the event of materializing, how serious or substantial are they likely to be. This decision will be informed based on the type of data involved/sensitivity of information/extent of breach or compromise, etc.

Based on the severity of the breach and subsequent adverse consequences, the breach will be reported to the impacted parties and appropriate agencies.

ABOUT COOKIES

When you use our websites, we aim to make your experience engaging. In order to do this, we use cookies. Cookies are small text files which are sometimes downloaded on your computer or mobile device when you first visit our website so that we can remember who you are.

Usually, cookies contain two pieces of information: a site name and unique user ID. Cookies cannot be used alone to identify you, although they may be used to identify your IP address. Cookies help us and/or third-party websites recognize your device the next time you visit and may remember details such as your username and preferences, analyze how the website is performing, or allow us to recommend content we believe is relevant to you.

Generally, cookies used on this website may perform the following functions:

Essential: These temporary cookies only remain in the cookies folder of your browser until you leave our website.

Performance: These cookies are stored on your computer – they contain no personal information and are used to improve performance and assist in navigation. They remain in the cookies folder of your browser for longer than “Essential” cookies (dependent on your browser settings).

We use or allow third parties to serve cookies that fall into the categories above. We use Google Analytics to help us monitor our website traffic, and cookies may also be served via myhawaiilhostel.com or any of our subsidiary domains, online surveys, and online publications.

We may also use third party cookies to help us with market research, revenue tracking, improving site functionality and monitoring compliance with our Terms and Conditions and Copyright Policy as stated in our Terms and Conditions.

By using our website, you agree that we can place these types of cookies on your device. We may change ‘ABOUT COOKIES’ from time to time. It is your responsibility to check the policy regularly. You will be deemed to have accepted any amendments to the policy if you continue to make use of the website after a change to ‘ABOUT COOKIES’ has been made.

We have links to social networking websites (for example but not limited to: Facebook, Twitter, LinkedIn) from My Hawaii Hostel Hostels. These websites may place cookies on your computer. We do not control how they use their cookies. We suggest you check their website to see how they are using cookies.

For more information about cookies, visit www.aboutcookies.org which includes useful information on cookies and how to block cookies using different types of browser.

THIRD PARTY WEBSITEs

Our website contains links to many other websites promoting their business and needs to our guests. My Hawaii Hostel indemnifies itself against all data use on and reservations made via third party websites/agents. Please refer to their relevant privacy policy and terms and conditions.

PHOTOGRAPHY & FILM

No permission is needed to take photos or film at our properties. However, we do ask if photographing or filming other guests not part of your group that you seek permission from them first. Verbal consent is solicited as a goodwill gesture.

On occasions we may commission crews to film or take photographs at our properties for promotional purposes. You will be informed in advance that this is happening and if you do not wish to be filmed or photographed, you can voluntarily leave the filming or photography area.

OTHER THIRD-PARTY SITES

My Hawaii Hostel uses other services for email communication, credit card processing and booking management. These third parties are also subject to complying with GDPR regulations.

1. GuestCentrix CMS

2. Siteminder

a. Privacy Policy

b. IT Security Policy

3. Mailchimp

a. Privacy policy

b. Terms of Use

4. Clover