Effective date: 05/05/2026 · Last updated: 11/09/2026
This Privacy Policy explains how Otelia Hospitality (“Otelia”, “we”, “us”) collects, uses, stores and protects personal data when you visit oteliahospitality.com or interact with the company. All processing complies with the EU GDPR 2016/679 and Greek Law 4624/2019.
1. Data Controller
2. Personal Data We Collect
- Contact & identification data (name, email, telephone, company, job title)
- Communications data (content of contact form, email and booking notes)
- Booking data (call scheduling details, meeting time, video links, metadata)
- Newsletter data (email address, consent records with timestamp and source)
- Technical data (IP address, browser type, device type, OS, referring URL, pages visited, time on site)
- Cookies & similar technologies (detailed in our Cookie Policy)
3. Purposes for Collection
- Responding to enquiries and providing requested information
- Delivering consulting services and managing contractual relationships
- Scheduling and conducting meetings or discovery calls
- Sending marketing communications with prior consent only
- Analysing site traffic and improving content and performance
- Complying with legal, accounting and tax obligations
- Establishing, exercising or defending legal claims
4. Legal Bases for Processing
Consent (Art. 6(1)(a)): non-essential cookies, newsletter subscriptions, optional marketing.
Performance of a contract (Art. 6(1)(b)): service delivery, booking processing, client relationship management.
Legal obligation (Art. 6(1)(c)): tax, accounting, anti-fraud and statutory requirements.
Legitimate interests (Art. 6(1)(f)): enquiry response, site security, aggregated analytics and protection of legal rights.
5. Data Storage Systems
- WordPress website and database on Wacademy (EU servers)
- Business email and shared drives (Google Workspace / Microsoft 365)
- Scheduling tool (Google Calendar / Calendly)
- Email marketing platform [to be completed]
- Web analytics via Google Analytics 4 / Google Tag Manager
Some processors operate outside the EEA, primarily in the United States, protected by the EU–US Data Privacy Framework or Standard Contractual Clauses (SCCs).
6. Retention Periods
- Contact-form submissions: 12–24 months from last contact
- Booking records: duration of engagement plus the legally required period
- Client & commercial data: contract duration plus 10 years (Greek tax/accounting requirements)
- Newsletter data: until unsubscribe or consent withdrawal
- Server logs: typically 12 months
- Cookies: per the Cookie Policy
7. Your Rights
Under the GDPR and Greek law, you may:
- Access your personal data (Art. 15)
- Request rectification of inaccurate or incomplete data (Art. 16)
- Request erasure or the “right to be forgotten” where applicable (Art. 17)
- Restrict processing in certain circumstances (Art. 18)
- Receive your data in a portable format (Art. 20)
- Object to processing based on legitimate interests or direct marketing (Art. 21)
- Withdraw consent without affecting the lawfulness of prior processing
- Not be subject to fully automated decisions with legal effects (Art. 22)
We respond to rights requests within one month via info@oteliahospitality.com.
8. Third-Party Processors & Recipients
We share data with processors under GDPR Article 28 written agreements:
- Hosting: Wacademy
- Website & forms: WordPress, Elementor
- Analytics: Google Ireland Ltd. (GA4, GTM)
- Scheduling: Google Calendar or Calendly LLC
- Email marketing: [to be completed]
- Email & productivity: [to be completed]
Data may be disclosed to authorities as required by law, court order or for legal defence.
9. Cookies
Strictly necessary cookies load by default; analytics, functional and marketing cookies require consent via the banner. Full details are in our Cookie Policy. You can change or withdraw your choices at any time through the cookie-consent widget on the site.
10. Security
Technical and organisational protections include TLS/HTTPS encryption, role-based access controls, regular software updates and processor agreements with vendors.
11. Right to Lodge a Complaint
Hellenic Data Protection Authority (HDPA)
Kifissias Ave. 1–3, 115 23 Athens, Greece
Tel.: +30 210 6475600
Email: contact@dpa.gr · Website: www.dpa.gr
12. Policy Changes
We update this policy periodically. The “Last updated” date reflects the latest revision; material changes are communicated as legally required.
13. Contact
For privacy-related questions, contact info@oteliahospitality.com.
