Privacy & Cookie Policy
At Sleutelhuys, we attach great importance to your privacy and handle your personal data with care. This Privacy & Cookie Policy explains what personal data we process, why we process it, with whom it may be shared and what rights you have in relation to your personal data.
1. Who is responsible for your personal data?
Sleutelhuys Business & Holiday Apartments is responsible for the personal data that we collect and process as part of our own services.
For certain services, we use external service providers, including our online reservation and management system. These service providers process personal data in accordance with their own role and responsibilities under applicable data protection legislation.
Sleutelhuys Business & Holiday Apartments
Rameplein 23
8700 Tielt
Belgium
Email: info@sleutelhuys.be
If you have any questions about how Sleutelhuys processes your personal data, you can contact us at this email address.
2. What personal data do we process?
Depending on how you contact us or book a stay, we may process the following personal data:
- your name and contact details, such as your email address and telephone or mobile phone number;
- reservation and stay details, such as your dates of stay, number of guests and chosen accommodation;
- information about the source and type of reservation;
- rate, invoicing and payment information;
- credit card details when requested through the reservation system as a guarantee for a reservation;
- any information you provide yourself that is necessary or useful for your reservation or stay;
- technical data necessary for the proper functioning and security of our website.
We limit the processing of personal data to information that is relevant to our services or that we are required to process by law.
3. Why do we process personal data?
We may process personal data in order to answer your questions and communicate with you, to prepare, register, confirm and manage a reservation, to prepare and provide your stay at Sleutelhuys, to process and manage payments, reservation guarantees and invoicing, and to carry out our administration.
Personal data may also be processed to comply with legal, tax and administrative obligations, to provide legally required data or statistics to competent public authorities, and to protect our website and systems against fraud, misuse, attacks and unauthorised access.
Depending on the processing concerned, we rely on the performance of a contract or steps taken prior to entering into a contract, a legal obligation, our legitimate interest in organising our services and systems safely and efficiently, or your consent where this is required.
4. Online reservations and Lighthouse/Cubilis
For online reservations and reservation management, Sleutelhuys uses reservation technology provided by Lighthouse/Cubilis.
When you make a reservation through our website, you are connected to the Lighthouse/Cubilis reservation environment. The information necessary for your reservation may be collected and processed there, including your name and contact details, dates of stay, number of guests, chosen accommodation, reservation details and pricing information.
When credit card details are requested as a guarantee for a reservation, these are processed through the Lighthouse/Cubilis reservation system. Sleutelhuys uses these details exclusively in connection with the guarantee of your reservation. The technical processing, security and retention period of these card details within the reservation system are managed by Lighthouse/Cubilis.
Lighthouse/Cubilis processes personal data within its services in accordance with its role and responsibilities under applicable data protection legislation.
More information is available in Lighthouse’s Privacy Policy.
5. Contact by email
Our website does not contain a contact form and therefore does not collect personal data through such a form.
When you contact us by email, we receive only the personal data and information that you provide in your message. We use this information to respond to your enquiry and, where applicable, to prepare or manage a reservation.
6. With whom may personal data be shared?
Sleutelhuys does not sell your personal data or make it available to third parties for commercial purposes.
Where necessary, personal data may be shared with or processed by external service providers that support Sleutelhuys, for example in the processing and management of reservations. These service providers process personal data in accordance with their own role and obligations under applicable data protection legislation.
Personal data may also be provided to competent public authorities where we are legally required to do so, for example in connection with legal, tax, administrative or statistical obligations.
We limit the sharing of personal data to what is necessary for the relevant purpose.
7. Security
We take appropriate technical and organisational measures to protect our website, our systems and the personal data we process against loss, misuse, unauthorised access and other security risks.
As part of these security measures, certain technical data, including IP addresses and information about suspicious requests, attacks or login attempts, may be processed temporarily. This processing takes place exclusively for the purpose of securing our website and systems and preventing and detecting misuse or unauthorised access.
This security-related data is retained for a maximum of 30 days.
8. How long do we retain personal data?
We do not retain personal data for longer than necessary for the purpose for which it was collected, taking into account the legal, tax, administrative and contractual obligations applicable to us.
The specific retention period may vary depending on the type of data and the purpose for which it is processed. When personal data is no longer necessary and there is no legal or other obligation requiring us to retain it, it is deleted.
9. Cookies
Our website uses only a limited number of necessary and functional cookies. These are required for the proper functioning of the website and to remember certain choices made by visitors.
For example, the selected language may be remembered for the visitor’s convenience. A technical cookie may also be used to remember the choice you make in our cookie notice.
These cookies are used exclusively for the proper functioning and ease of use of the website and not for analytics, profiling or marketing purposes.
Consent is not requested for necessary and functional cookies for which prior consent is not required under applicable regulations.
10. Analytics and other non-essential cookies
If our website uses analytics, profiling or marketing cookies, or similar technologies for which consent is required, these will only be activated after you have given your prior consent.
You can refuse such non-essential cookies without this preventing normal access to our website. A choice you have previously made can subsequently be changed or withdrawn.
11. External technical services
For certain functions of our website, we may use external technical services. When your browser connects to an external service in order to use such a function, certain technical data, such as your IP address, may be processed.
We limit the processing and sharing of personal data to what is necessary for the relevant function and take applicable data protection legislation into account.
12. Your rights
Under applicable data protection legislation, depending on the circumstances, you have the right to request access to the personal data we process about you, to have inaccurate or incomplete data corrected, and to request the deletion of or restriction on the processing of your data where the legal requirements are met.
In certain circumstances, you may object to processing or request the transfer of your personal data. Where processing is based on your consent, you may withdraw that consent at any time. Withdrawing your consent does not affect the lawfulness of processing carried out before the withdrawal.
If you wish to exercise any of these rights or have a question about your personal data, you can contact us at info@sleutelhuys.be. Where necessary to verify your identity, we may request additional information before responding to your request.
You also have the right to lodge a complaint with the Belgian Data Protection Authority.
13. Changes to this policy
Our services and website may change over time. This Privacy & Cookie Policy may therefore also be updated.
The most recent version is always available on our website.
Last updated: September 2026