1. Who is responsible for the processing of personal data?

Ki Collective Lda, located at Rua da Boavista 147, 2500-404 Carvalhal Benfeito, Portugal (same address as Quinta Japonesa), is the entity responsible for the processing of personal data, since it defines what data is collected, means of treatment and purposes for which these data are used.

Personal data is considered to be any and all information relating to a natural person, identified or identifiable.

2. Who are the holders of personal data?

The client, or potential customer, is a natural person, to whom the data relate and who enjoys, or intends to use, the products, services, and campaigns, made available by QJ. The representative or point of contact in the company, in the case of legal persons, in the context of the execution of a contract, or pre-contractual diligence, concluded between that company and QJ.

2.1. What categories of personal data are handled by QJ?

i) Contact information: for example name, e-mail, telephone, address.

ii) Personal information: eg date of birth.

iii) Information related to your children: eg name, date of birth.

iv) Information for the provision of our services: for example your arrival and departure days, your preferences and interests. In the case of representatives of legal persons, we only collect the data necessary for the proper performance of the contract, such as name, email, telephone and fiscal number.

2.2. How, when and for what purposes are your personal data collected? 

Your personal data may be collected in the following circumstances and for the following purposes:

1. Through the websites of QJ when making the reservation of stay.

2. For the purpose of concluding and executing a contract, in particular when purchasing our services.

3. For marketing campaigns, when you receive notifications of special offers by QJ, and by express consent give us your personal data.

3. What are the grounds and duration of processing of personal data?

The grounds justifying the processing of your personal data by QJ for the purposes described in section 

2.3 Of this policy is as follows:

Consent: your personal data may be processed by means of a free, specific, informed and explicit expression of will, according to which you accept, through a statement or unequivocal positive act, that your personal data are processed. For example, we treat the personal data of our customers and potential customers, by consent, for commercial and marketing purposes, namely marketing campaigns, promotions, and satisfaction surveys on the services provided. On this basis, we also deal with data relating to your history of preferences and interests. Pre-contractual procedures and/or execution of the contract: your data maybe necessary for the clarification of doubts, and for the execution, execution and management of the contract signed with QJ. For example, we treat personal data to manage your accommodation reservation and request for accommodation as well as to manage your entire stay. Compliance with legal obligation: your data may be necessary to fulfil a legal obligation to which the controller, in this case QJ, is subject. For example, to comply with tax obligations we have to provide information to the Tax Administration. Legitimate interest: Your data may be required to perform certain tasks related to QJ´s business activity, except in cases where your privacy and data protection rights prevail. Examples: We treat personal data based on legitimate interest, namely to improve our services, and manage our relationship with the customer, before and during our service provided in the context of a customer contact via website and social networks; when we need to contact the representative of a legal person in connection with the performance of a contract. In this way, QJ will process your personal data, according to the following:

3. How long do we keep your personal information?

QJ stores the personal data of the holders only for the period strictly necessary for the purpose for which they were collected. In certain cases, the law requires the retention of data for a specific period, in particular in the case of data necessary for informing the Tax Authority, which will be kept for 10 years, in accordance with current legislation. We will also keep your data for as long as you maintain a contractual relationship with QJ. However, we may maintain your personal data for periods longer than the duration of the contract, based on your consent, to ensure rights and duties relating to the contract or in situations where there is a legitimate interest of QJ, always respecting the period necessary for the pursuit the purpose for which they were collected. In the absence of a specific legal obligation, your data will be processed only for the period necessary to fulfil the purposes for which it was collected, and for as long as there are legitimate grounds for its preservation by QJ. As a rule, your personal data when treated for the purpose of marketing campaigns will be retained for a maximum period of 3 years from the date of collection of your consent or the last contact made (whichever occurs last) and within that period, has not withdrawn its consent. Once the maximum storage period has been reached, the personal data will be irrevocably anonymised (anonymised data may be stored) or destroyed in a secure way.

4. To whom do we transmit your personal data?

QJ transmits your personal data only when necessary for the purposes described above.QJ´s suppliers and/or service providers are contractually bound by the same terms and conditions for the processing of personal data as this privacy policy establishes, and it is prohibited to use, transfer, disclose or register the personal data of the holder for any purpose other than that for which they were specifically engaged. QJ may transmit its personal data, depending on the purpose for which it was collected, to different recipients, such as reservation management platforms, tour operators, communications agencies, event promoters, and other business partners. the necessary data will be transmitted to the development of the activity pursued by these entities within the scope of the purposes identified in this privacy policy. Your personal data may also be transmitted to entities to whom the data must be communicated by law, such as the tax authority or the Borders Service.

5. What are the rights of the holders of personal data?

QJ guarantees the applicability and fulfilment of all the rights of the holder of the personal data provided for in the General Regulation on Data Protection and national legislation in force.

• Right of Access

You have the right to obtain confirmation from QJ that the personal data concerning you are processed or not, and, where appropriate, the right of access to your personal data and information relating to the same treatment, for example, may request an exact copy of your compilation and request additional information about the treatment we perform.

• Right of Rectification

You also have the right to obtain, without undue delay, from QJ, rectification of inaccurate personal data concerning you, including the right to correct or complete your personal data.

• Right to erase data (to be forgotten)

You may exercise the right to erase your personal data by QJ and without unreasonable delay, provided that: data is no longer necessary for the purpose for which it was processed; when it withdraws its consent and there are no other grounds valid for its conservation; when it opposes treatment and there are no legitimate interests prevailing on the part of QJ, as well as in other cases legally anticipated.

• Data Portability Right 

You have the right to receive personal data concerning you that you have provided to QJ in a structured, current and read-only format and the right to transmit such data to another controller (if this is technically possible ) without QJ being able to prevent it, and if the treatment is based on consent or a contract, and if the treatment is carried out by automated means.

• Right to withdraw consent

You may at any time change your consent, restrict it to certain types of treatment or withdraw it, however, withdrawal of consent does not compromise the lawfulness of the treatment made on the basis of the consent given previously.

• Right of Opposition

It may also object at any time to the processing of personal data concerning it, where there areno overriding and legitimate reasons for the treatment which prevail over its interests, rights and freedoms, or for the purposes of declaration, exercise or defense of a right in a judicial process.

• Right to Treatment Limitation

In certain situations you have the right to obtain from QJ the limitation of the processing of your data, in particular if you challenge the accuracy of personal data for a period that allows QJ to verify its accuracy, in cases where the data is no longer necessary for the purposes of the treatment but are the same as those required by the holder for the purposes of declaring, exercising or defending a right in a judicial proceeding, and even when opposing treatment, until it is ascertained that the motives of legitimate interest of QJ prevail over theirs, as well as in other cases legally foreseen.

• Right not to be subject to any automated decision

It has the right not to be subject to any decision taken solely on the basis of automated processing, including the definition of profiles that have legal effects or significantly affect it in a similar way.

5.1. How to exercise your rights?

You may exercise your rights free of charge, except in the case of a manifestly unfounded or excessive request, in which case a reasonable fee may be charged against costs. We will respond to your requests within a maximum of 30 days, except in cases of more complex requests. You can exercise your rights through the following addresses: Letter: Rua da Boavista 147, 2500-404 Carvalhal Benfeito – Portugal. E-mail: [email protected] Phone: +351 262 926 300

Nevertheless, and if you are not satisfied with our response after exercising any of these rights, you have the right to file a complaint with the CNPD (National Commission for Data Protection, Rua de São Bento, No. 148, 3rd, 1200 -821 Lisbon, Tel: 351 213928400, Fax: +351 213976832, e-mail: [email protected]).

6. Procedural Measures and Security Techniques

QJ makes use of appropriate physical, technological, organizational and security measures to protect its personal data in order to protect the personal data that is available to us against its unauthorised diffusion, loss, misuse, alteration, treatment or access, as well as against any other form of illicit treatment.

7. Cookies

Cookies are small text files stored on the user´s device when they access certain websites. On subsequent visits, these files are sent back to the site that installed it, allowing the site to identify user preferences. The use of cookies is common practice on most websites, particularly since increased e-commerce practices. At this site, with the consent of the user, we use the following cookies: Cookies for personalization purposes - let you recall your preferences for your location and language. In this way, we optimize the next visits of the user to our site, it is no longer necessary to select these options repeatedly. Cookies for statistical purposes - by collecting usability statistics we are able to understand how users navigate our site so that we can improve both their experience and the resources of the same. To help us gather this information, we use the Google Analytics tool. We also inform you that the information we collect, such as the pages visited and the time spent on the site, do not allow us to identify a specific user, since the visits are anonymous. If you have any questions about privacy or cookies, please contact us at [email protected]

8. Privacy Policy Update

QJ reserves the right at any time to update this Privacy Policy. Therefore, it is recommended to periodically consult this policy on our website to stay informed about the treatment of your personal data. Without prejudice to the consultation of this policy on our website, QJ will inform you of the changes made through the various communication channels used by it.

This Privacy Policy was last updated on February 7, 2024

These general booking and rental terms and conditions are part of the agreement between the client (the guest) and Quinta Japonesa (the owner). By paying the requested reservation deposit, the guest accepts these terms and conditions.

Reservations

- Direct Booking: Guests can directly book with Quinta Japonesa via the internet (Roomraccoon, our central reservation manager), email, telephone, and WhatsApp. The owner will always confirm the reservation by email. Upon confirmation, details of the deposit required will be provided, which must be paid within a week into the Quinta Japonesa account. Receipt of the deposit finalizes the reservation. Guests must not accommodate more individuals than stated in the reservation confirmation unless previously agreed with the owner.

- Other Channels: Bookings through channels such as booking.com, Micazu, Natuurhuisje, Bookaglamping, etc., may have additional conditions.

Payment

- A 50% deposit of the total amount is required within one week of booking, with a minimum of 100 euros unless otherwise agreed. Failure to pay the deposit within this period may result in cancellation by the owner.

- Final payment is due 2 months before the stay. Guests will be notified via email of the pending amount.

- For reservations made within 60 days of arrival, the total amount must be paid in one transaction.

Cancellations

- Cancellations must be made via email. Refunds are as follows:

- Up to 40 days before stay: 100% refund minus 35 euros booking fee.

- Up to 30 days before stay: 75% refund minus 35 euros booking fee.

- Up to 20 days before stay: 50% refund minus 35 euros booking fee.

- Up to 10 days before stay: 25% refund minus 35 euros booking fee.

- In case of cancellation by the owner, a full refund (including booking fee) will be offered, or a substitute accommodation may be proposed.

Rental Inclusions

- Includes normal use of electricity, water, gas, bed linen, towels, kitchen towels, WIFI, parking, and tourist tax. Additional arrangements available for long-term rentals.

- Breakfast is not included. All accommodations have a kitchen or kitchenette. Daily fresh bagels are available except on Sundays.

- A final cleaning fee of up to 56 euros applies. Mid-week towel change optional. Additional cleaning and bed linen change for stays longer than one week available for 56 euros.

- Heating available from September to May at an additional cost.

Check-in and Check-out

- Check-in: From 4:00 p.m. to 9:00 p.m. on the arrival day. Late arrivals accommodated as specified.

- Check-out: By 11:00 a.m. on the departure day. Late check-out until 12:30 p.m. possible outside high season.

Responsibility and Damages

- Quinta Japonesa and Ki Collective Lda are not responsible for accidents, damage, or loss of guest property. Damage to property must be reported and reimbursed.

- Smoking is not permitted in accommodations but allowed on private terraces.

- Pets allowed upon prior consultation.

- Use of electronic equipment over 800W requires prior arrangement.

Pricing and Promotions

- Prices based on the amount given at booking in euros, including Portuguese VAT and tourist tax. Reservation modifications are free of charge.

- Clients not wishing to receive newsletters or promotions should notify via email.

- Portuguese tax regulations apply.

Date: March, 2023