Do you require personal information of your guests and if yes, what all information do you require?
While doing business with the guests and to help us provide them with our services, we do require some personal information from them. Such required informations are limited to their name, address and other contact details.
What are the procedures?
The information collected can be in various ways. It can be from them in writing, over the phone, through our website or through any other means of electronic communication. But we always try to make sure that the same is collected.
What is the information used for?
The information such collected are used in keeping the records for the security in managing their stored items. We also use them in keeping the guest posted on the various products and services that we think, can enhance our services offered to them or those they are currently enjoying. But it is done purely with permission from them and each time we update them, they are offered an opportunity to decline to receive any further communications from us.
To whom all do you provide such collected information?
The personal information are never provided to any third parties. They are exclusively for the management of our customer base and will not be provided to anybody without the guest’s permission and authorization, unless we are directed by law, by an order from a court or a tribunal to do so or in purposes relating to public safety or law enforcement.
Any use of the personal information of the guests will be strictly subjected to the Privacy Act and Principles. Even our contracted agents and other service providers are also informed about the high importance of maintaining the confidentiality of the personal information and helping us in doing so and an undertaking is taken from them in this
Who all have access into the personal information of the guests?
The personal information can only be accessed or used by Management of Universal Group, Doha.
Where is the information stored and how safe is it?
The guest’s personal information is stored in our computer server and the same is protected with the restricted access control. They are also protected by a secured fire wall against any unauthorized access or tampering and all the computers connected to it are individually password protected.
Is there any time duration for the storage period for the information collected and what is done with it once you are finished with it?
The written information are not kept with us for a period more than 24 months. This is for the auditors to refer, in case they require to refer to the account details. Once over, they are destroyed. But the electronic ones are maintained longer for the reference of the taxation department or our accountants, as part of the auditing. We retain their information for keeping you informed of any of the programs, promotions or functions that we feel will be of benefit to them. But at the same time, they are given an option to demand us to discontinue informing them any further. In such a case, all their contact information are removed from our system.
Do the guests have a provision to know what information about them are stored with you?
Yes. Subject to the provisions of the Privacy Act. We will even be able to provide them with it quickly, on demand, in most of the cases and that too for free. But in cases where retrieval of the information takes time and effort, the service will be against a nominal charge.
How can the guest be sure?
In case of such concerns about the incorrectness of the information, the guests will have all the right to contact us and we will be rectifying the same immediately.
What are the possibilities of other companies with their advertising or links in your website collecting the personal information stored with you?
Such companies having advertisements or links in our website will be able to access the personal informations only if those concerned clicks on the advertisement or visit their website using cookies. Based on the way the internet operates, we will be helpless in controlling this also. In such cases, we do not accept any responsibilities for the collection or use of the information. Also the person who accesses the website through the links will be responsible for such possibilities. However, we wholeheartedly welcome their advises on the links to the websites that are inoperative or inappropriate.
Will the guests have the right to claim the removal of his information from your records?
If they want to discontinue receiving information from us, they just have to send us a mail or contact us over the phone.
In case a guest is unhappy about the protection of his information stored with you, what should he do?
In such a case he will have all the right to contact Universal Group and get his concern solved.