Data Protection & Imprint

Data Protection POLICY

The protection and security of personal data are a high priority for us. Therefore, we strictly adhere to the rules of the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG). Below, we wish to inform you about the nature, scope, and purpose of the processing of personal data (hereinafter referred to as "data") within our online offer and its associated websites as well as external online presences, such as Facebook and Instagram. For the definitions of the relevant terminology used, we refer to Article 4 of the GDPR.


Controller

The controller responsible for data processing within the meaning of the General Data Protection Regulation (GDPR), §10 Para. 3 MDStV, and §55 Para. 2 RStV is:


Fidelis Hospitality Darmstadt GmbH Data Protection Officer

Kasinostraße 6, 64293 Darmstadt, Germany

Email: info@felix-hotels.de

Tel: +49(0) 6102-599 4402



Categories of Data Subjects

Visitors and users of our online offer.


Types of Processed Data and Purpose of Processing

We process inventory and contact data (e.g., names, addresses, email, telephone numbers), provided you supply them to us, in order to contact you or to process a hotel booking. Personal data related to hotel bookings or room reservations are used by the hotel operating company as well as our central reservation office (Felix Hotels GmbH).

The purpose of data processing is to respond to contact requests, communicate with users of the online offer, and process reservation procedures. The legal basis for this processing is Art. 6 Para. 1 (b) GDPR.

Furthermore, we process usage and communication data (e.g., visited websites, access times, device information, IP addresses) to help us optimize our online offer and improve the promotion of Felix Hotels. The legal basis for this processing is Art. 6 Para. 1 (f) GDPR.


Data Transfer and Logging

When you visit this site, the web server automatically records log files that cannot be assigned to a specific person. This data includes the browser type and version, operating system used, referrer URL (the previously visited page), IP address of the requesting computer, date and time of the server request, and the file request of the client (file name and URL).

This data is collected solely for the purpose of statistical evaluation. Data is only transferred to third parties for commercial or non-commercial purposes if permitted by law (e.g., if transfer to third parties, such as payment service providers, is required for contract fulfillment per Art. 6 Para. 1 (b) GDPR) or if a legal obligation exists.


Right to Object and Right of Withdrawal

  • Right to Object (Art. 21 GDPR): You may object to the future processing of your data at any time.
  • Right of Withdrawal (Art. 7 Para. 3 GDPR): You have the right to withdraw any consent previously granted for the processing of personal data with effect for the future.


Rights of the Data Subject: Access, Modification, and Erasure

In accordance with applicable law, you may inquire in writing at any time whether and which personal data we have stored regarding you. You will receive a notification promptly. Upon request, we will delete your data.

Processed data will be deleted or restricted in its processing in accordance with Articles 17 and 18 GDPR  as soon as it is no longer required for its intended purpose and provided that no statutory retention obligations prevent its erasure.


Data Security

We implement technical and organizational security measures to ensure that the personal data you provide is inaccessible to unauthorized third parties. When sending highly sensitive information, we recommend using the postal service, as complete data security cannot be guaranteed via email.


Notice Regarding Google Analytics

This website uses Google Analytics, a web analysis service provided by Google Inc. ("Google"). Google Analytics uses "cookies"—text files stored on your computer—to analyze your use of the website. The information generated by the cookie (including your IP address) is transmitted to a Google server in the USA and stored there.

Google uses this information to evaluate your use of the website, compile reports on website activity, and provide further services related to website and internet usage. Google may transfer this information to third parties if required by law or if third parties process this data on Google's behalf. Google will not associate your IP address with any other data held by Google. You can prevent the installation of cookies by adjusting your browser settings; however, please note that you may not be able to use all functions of this website to their full extent. By using this website, you consent to the processing of your data by Google in the manner and for the purposes described above.


Cookies

We use "session cookies" on some pages to facilitate the use of our website. These are small text files stored on your hard drive only for the duration of your visit, which are deleted when you close your browser. These cookies do not retrieve information from your hard drive and do not affect your PC or files. Most browsers are set to accept cookies automatically, but you can deactivate cookie storage or set your browser to notify you when cookies are being sent.


Hosting Services

We utilize hosting services from 1&1 to provide infrastructure, platform services, computing capacity, storage, database services, security, and technical maintenance. We or the hosting provider may process personal data (e.g., inventory, meta, or communication data) for these purposes. These services are used based on our legitimate interest in the professional and secure provision of our online offer.


Changes to this Privacy Policy

We will update these guidelines from time to time to protect your personal data, improve clarity, and reflect current case law. You should review these guidelines occasionally to stay informed about how we protect your data. If significant changes are made to the collection, use, or disclosure of personal data, we will provide a clear and visible notice on the website. By using the website, you agree to the terms of this policy.

Alveni AI Telephone Assistant (Call Forwarding)

What data is processed?

The hotel’s telephone system utilizes the telephone assistant provided by Alveni AG, R2 Tower, Richtistrasse 2, 8304 Wallisellen, Switzerland (https://alveni.ai/). Under specific conditions, this service enables incoming calls to be forwarded to an AI-supported telephone response solution.


When the telephone assistant is active, we process only the data you voluntarily provide during the call or that is technically required for call handling, such as:

  • Information provided voluntarily: (e.g., name, nature of your inquiry, email address, callback requests).
  • Your telephone number: (provided it is transmitted).
  • Conversation transcripts: Written records of the spoken dialogue.
  • Metadata: Date and time of the call, along with technical connection data.


This information is processed in an encrypted format and is used exclusively to forward your request to the appropriate hotel team, facilitate callbacks, or answer inquiries. No further use—such as for advertising, profiling, or the training of AI models—takes place.


Technically Required Data Processing

For the technical operation of the telephone assistant, the following information is processed:

  • Technical connection data: (e.g., phone number, duration, date/time) for call assignment and connection stability.
  • Real-time audio processing: Temporary processing of audio to generate text transcripts.
  • Encryption and Pseudonymization: Transcripts are pseudonymized during processing, handled in encrypted form, and deleted according to the schedules listed below.
  • Security Logs: Error protocols to detect misuse (e.g., spam) and ensure system functionality.
  • Secure Transmission: All data transfers are encrypted via TLS/SRTP to ensure communication security.


Processing and Storage

All processing occurs on servers located within the EU; the AI models utilized are operated locally. Personal data is only transferred to third countries based on EU Standard Contractual Clauses or other appropriate safeguards in accordance with Art. 46 GDPR.

  • Deletion: By default, transcripts and metadata stored by Alveni AI are automatically deleted after 30 days. Earlier deletion can be performed upon request.
  • Hotel Records: The email summary received by the hotel is subject to the hotel’s specific retention periods.
  • No Voice Profiling: No voice recognition is performed, no voice profiles are created, and no audio signatures are used for identification purposes.
  • No AI Training: No AI model training is conducted using personal data, and processed data is not used for profiling.


Alveni AG utilizes technical sub-processors (e.g., for hosting or telephony infrastructure). These partners are contractually bound under Art. 28 GDPR and receive only the data strictly necessary for technical delivery.


Tracking and Cookies

  • No cookies or tracking tools are used for the telephone function.
  • No fully automated decision-making with legal effects takes place.
  • Callers are clearly informed at the start of the call that they are speaking with an AI assistant. A transfer to a human staff member can be requested at any time.


Legal Basis

Data processing is carried out based on Art. 6(1)(f) GDPR (Legitimate Interest), specifically to ensure reliable telephone availability and efficient processing of inquiries. If processing is necessary for the initiation or fulfillment of a contract (e.g., room reservations), it is additionally based on Art. 6(1)(b) GDPR.


Voluntariness and Right to Object

Providing personal data during the call is entirely voluntary. You decide which information to disclose. You have the right to object to the processing of your personal data at any time with future effect. Please send your request or objection to: privacy@alveni.ai.


Further Information

Detailed information regarding data protection can be found in Alveni AG’s privacy policy: https://alveni.ai/datenschutz/

European accessibility act

The European accessibility act is a directive that aims to improve the functioning of the internal market for accessible products and services, by removing barriers created by divergent rules in Member States.


Businesses will benefit from:


  • common rules on accessibility in the EU leading to costs reduction
  • easier cross-border trading 
  • more market opportunities for their accessible products and services


Persons with disabilities and elderly people will benefit from:

  • more accessible products and services in the market 
  • accessible products and services at more competitive prices
  • fewer barriers when accessing transport, education and the open labour market
  • more jobs available where accessibility expertise is needed

Products and services covered

The European accessibility act covers products and services that have been identified as being most important for persons with disabilities while being most likely to have diverging accessibility requirements across EU countries.


The Commission consulted stakeholders and experts on accessibility and took into account the obligations deriving from the UN convention on persons with disabilities. These products and services include:


  • computers and operating systems
  • ATMs, ticketing and check-in machines
  • smartphones
  • TV equipment related to digital television services
  • telephony services and related equipment
  • access to audio-visual media services such as television broadcast and related consumer equipment
  • services related to air, bus, rail and waterborne passenger transport
  • banking services
  • e-books
  • e-commerce

Imprint

Legal Information

Fidelis Hospitality Darmstadt GmbH

Registered Office: Kasinostraße 6, 64293 Darmstadt, Germany

Commercial Register: District Court (Amtsgericht) Darmstadt, HRB 100942

Tax Number: 007 233 07168

Managing Director: Tobias Voss


Contact:

Email: info@fidelis-hospitality.com 

Phone: +49(0) 6102-599 4402


Accessibility Statement:

We support the social participation of people with disabilities. We are currently redesigning this website based on the Barrierefreiheitsstärkungsgesetz (BFSG - Accessibility Strength Act). As a small company, the immediate full implementation is considered disproportionate under § 17 BFSG, but we are optimizing the technical conditions successively. As an alternative, we offer people with disabilities the option to contact us by phone or email regarding our services.


Dispute Resolution:

The European Commission provides a platform for online dispute resolution (OS): https://ec.europa.eu/consumers/odr. We are neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board.