1. Introduction
The 1919 Hotel is committed to protecting the privacy and security of our guests, website visitors, students and customers. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you:
• Make a reservation
• Stay at our hotel
• Visit our website
• Communicate with us
Privacy policies are essential in hospitality because hotels routinely collect sensitive personal data such as contact and payment information, and must clearly explain how that data is used and protected.
2. Scope and Legal Compliance
This policy is designed to comply with applicable U.S. privacy and data protection laws and may also apply to other jurisdictions depending on where our guests are located. Hotels often must comply with multiple laws simultaneously due to interstate or international bookings.
Depending on your guests, laws that may apply include:
• U.S. federal and state privacy laws
• Payment Card Industry Data Security Standards (PCI-DSS)
• Potentially laws like the Consumer Privacy Act (CPA) if applicable
3. Information We Collect
We may collect the following categories of personal information:
A. Personal Identification Information
• Full name
• Email address
• Phone number
• Mailing address
• Government-issued ID (when required)
B. Reservation & Stay Information
• Arrival and departure dates
• Room preferences
• Special requests
• Booking history
C. Payment Information
• Credit/debit card details
• Billing address
D. Technical & Website Data
• IP address
• Browser type
• Device information
• Website usage data (via cookies)
E. Security Data
• CCTV footage in public areas (for safety and security)
4. How We Collect Information
We collect information through:
• Online reservations (website or third-party platforms)
• In-person check-in/check-out
• Phone or email communications
• Website forms and cookies
5. How We Use Your Information
We use your personal data to:
• Process and manage reservations
• Provide hotel services and customer support
• Communicate confirmations, updates, and service information
• Improve our services and guest experience
• Ensure safety and prevent fraud
• Comply with legal obligations
6. Legal Basis for Processing (Where Applicable)
We process your data based on:
• Contractual necessity (e.g., fulfilling reservations)
• Legal obligations (e.g., identity verification requirements)
• Legitimate business interests (e.g., improving services)
• Your consent (e.g., marketing communications)
7. Sharing and Disclosure of Information
We may share your information with:
A. Service Providers
• Payment processors
• Booking platforms
• IT and website service providers
B. Legal Authorities
We may disclose personal information:
• When required by law
• In response to valid legal requests (e.g., court orders or law enforcement)
C. Business Transfers
In the event of a sale or merger, your data may be transferred as part of the business assets.
Hotels may disclose data when legally required but must ensure appropriate safeguards are in place.
8. Data Retention
We retain personal data only as long as necessary to:
• Fulfill the purposes outlined in this policy
• Comply with legal and regulatory obligations
• Resolve disputes and enforce agreements
Retention periods vary depending on the type of data.
9. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your personal data, including:
• Secure payment processing systems
• Restricted access to sensitive data
• Password-protected systems
• Employee training on data privacy
10. Cookies and Tracking Technologies
Our website may use cookies to:
• Enhance user experience
• Remember preferences
• Analyze website traffic
You can disable cookies through your browser settings, but this may affect website functionality.
11. Your Privacy Rights
Depending on applicable laws, you may have the right to:
• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Opt out of marketing communications
• Request information about how your data is used
Privacy policies must clearly inform users of these rights to ensure transparency and compliance.
12. Children’s Privacy
We do not knowingly collect personal information from individuals under the age of 18 without parental or guardian consent.
13. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites.
14. International Data Transfers
If you are located outside the United States, your information may be transferred to and processed in the U.S., where data protection laws may differ.
15. Updates to This Policy
We may update this Privacy Policy as needed. Changes will be posted with a revised “Last Updated” date.
16. Contact Information
If you have any questions about this Privacy Policy or your data, please contact:
The 1919 Hotel at Historic Chickasaw Hall
902 Murray Campus Road
Tishomingo, Oklahoma 73460
info@the1919hotel.com
