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Privacy

PRIVACY POLICY – OSTENDIAN BV

1. GENERAL INFORMATION

1.1. The website accessible at https://ostendian.com (hereinafter the “Website”) is operated by and owned by OSTENDIAN BV, with company number BE1011.887.865 and registered office at Oesterbankstraat 15, 8400 Ostend, Belgium (hereinafter referred to as “we”, “us” or the “Data Controller”).

1.2. This privacy policy aims to inform you in a transparent manner about which personal data we process, for which purposes, on which legal basis, with whom such data are shared and what your rights are, in accordance with Regulation (EU) 2016/679 (the “GDPR”).

1.3. This privacy policy applies solely to the processing of personal data via or in connection with the Website. It does not apply to third-party websites or applications that may be accessed through hyperlinks on the Website.

1.4. We reserve the right to amend this privacy policy at any time. The most recent version is always available on the Website.
Last updated: 16/01/2026

2. IDENTITY OF THE DATA CONTROLLER

  • Company name: OSTENDIAN BV

  • Legal form: Private limited liability company

  • Registered office: Oesterbankstraat 15, 8400 Ostend, Belgium

  • VAT number: BE1011.887.865

  • Website: https://ostendian.com

  • E-mail: privacy@ostendian.com

3. DATA PROTECTION CONTACT PERSON

For any questions regarding this privacy policy or the processing of your personal data, you may contact our data protection contact person:

Tomas S. – privacy@ostendian.com

4. PURPOSES OF PROCESSING

We process your personal data exclusively for the following purposes:

  1. Online hotel reservations via the integrated booking module;

  2. Breakfast reservations via an external reservation module;

  3. Management of newsletter subscriptions and sending of marketing communications (where consent has been given);

  4. Organisation of promotional activities, such as the voting system for well-known personalities from Ostend;

  5. Statistical analysis and improvement of the Website;

  6. Security and technical operation of the Website;

  7. Compliance with legal obligations.

5. LEGAL BASIS FOR PROCESSING

Your personal data are processed on the basis of one or more of the following legal grounds:

  • Your explicit consent (e.g. newsletter, voting system, marketing cookies);

  • The performance of a contract (e.g. hotel or service reservations);

  • Our legitimate interests, in particular:

    • ensuring the security of the Website;

    • anonymised statistical analysis;

  • Compliance with legal obligations (e.g. accounting and tax obligations).

You may withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

6. WHICH PERSONAL DATA DO WE PROCESS?

Depending on how you use the Website, we may process the following categories of personal data:

6.1. Data provided by you

  • Identification data (first name, last name);

  • Contact details (e-mail address);

  • Reservation and booking-related data;

  • Information submitted through forms (e.g. voting system).

6.2. Automatically collected data

  • IP address;

  • Browser and device data;

  • Pages visited;

  • Date and time of visits;

  • Referring website.

These data are mainly processed for statistical and security purposes.

7. WITH WHOM DO WE SHARE YOUR PERSONAL DATA?

Your personal data are only shared with third parties where necessary to achieve the purposes described above.

7.1. Data processors

  • Weblounge – IT services and website management

  • Combell NV – Website and database hosting

  • Mailcoach – Newsletter management and distribution

Data processing agreements have been concluded with these parties in accordance with the GDPR.

7.2. External service providers (independent data controllers)

  • Mews Systems – Online hotel booking services

  • Zenchef – Breakfast reservation services

  • Google LLC – Google Analytics, Google Ads and Google Tag Manager

These parties process personal data in accordance with their own privacy policies.

8. TRANSFER OF DATA OUTSIDE THE EUROPEAN UNION

Certain personal data may be processed outside the European Economic Area, in particular by Google LLC (United States).

Such transfers take place on the basis of:

  • Standard Contractual Clauses (SCCs) approved by the European Commission;

  • Additional safeguards in accordance with the GDPR.

9. DATA RETENTION PERIODS

We do not retain personal data longer than necessary for the purposes for which they were collected:

  • Newsletter data: until unsubscription;

  • Voting system data: maximum 24 months after the end of the campaign;

  • Reservation and booking data: in accordance with applicable legal retention periods;

  • Analytics data: maximum 26 months.

10. YOUR RIGHTS

You have the right to:

  • access your personal data;

  • request rectification or erasure;

  • request restriction of processing;

  • object to processing, in particular for direct marketing purposes;

  • data portability;

  • withdraw your consent at any time;

  • lodge a complaint with the Belgian Data Protection Authority
    (www.dataprotectionauthority.be).

You may exercise your rights by contacting us at privacy@ostendian.com.

11. SECURITY AND RESPONSIBILITIES

We implement appropriate technical and organisational measures to protect your personal data.
In the event of a personal data breach, we will act in accordance with applicable legal obligations.

12. COOKIES

For more information on the use of cookies, please consult our cookie policy, available on the Website.

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