Privacy policy

No data protection officer has been appointed.

We collect and process personal data only to the extent required. This covers in particular:

• Name
• Email address
• Phone number (where provided)
• IP address
• Usage data (e.g. pages visited, access data)

This data is either entered by you (e.g. in the enquiry form) or recorded automatically when you visit the website.

Your data is collected and processed for the following purposes:

• To provide and improve our website
• To handle enquiries submitted through the enquiry form
• To communicate with you
• To ensure the security of our systems

Processing takes place on the basis of Art. 6(1) GDPR.

When you contact us via the enquiry form, we process the details you provide (name, company, phone number, email address, preferred location, period, number of people and any optional details) solely in order to handle your enquiry. The legal basis is Art. 6(1)(b) and (f) GDPR.

When you contact us via WhatsApp you leave this website. The provider's own privacy terms apply to the processing of your data within WhatsApp.

Calls that we do not pick up ourselves within a few seconds are answered by an AI-powered phone assistant. It identifies itself as a digital assistant at the start of the call. In doing so we process your phone number, your voice, the transcript created from it and the details you give during the call, such as your name, callback number, accommodation and request. No audio recording of the call is stored. A short summary is generated from the transcript; we receive it together with your request via WhatsApp and record it in an internal spreadsheet so that we can call you back. The legal basis is Art. 6(1)(b) GDPR where your enquiry is aimed at a contract, and otherwise Art. 6(1)(f) GDPR; our legitimate interest is being reachable around the clock. If you would rather not speak to the assistant, you can also reach us via WhatsApp, email or the enquiry form.

We use the following service providers as processors for the assistant: Twilio (phone line), Vapi (call handling), Deepgram (speech recognition), Anthropic (language model), ElevenLabs (speech output), Meta (notification via WhatsApp) and Google (internal spreadsheet), as well as an automation server operated by our technical service provider that forwards the data. Some of these providers are based in the USA. Transfers there are based on the EU-US Data Privacy Framework (Art. 45 GDPR) where the provider is certified under it, and otherwise on the EU standard contractual clauses under Art. 46(2)(c) GDPR.

This website is hosted by Vercel Inc. (USA) acting as a processor. When you access the site, Vercel processes technical access data in server log files, in particular your IP address, the date and time of the request, the page requested, the volume of data transferred, the referrer and details of your browser and operating system. This processing is necessary for the secure, stable and fault-free operation of the website; the legal basis is Art. 6(1)(f) GDPR.

A data processing agreement pursuant to Art. 28 GDPR is in place with Vercel. Where personal data is transferred to the USA, this is based on the EU standard contractual clauses under Art. 46(2)(c) GDPR. Further information is available in the provider's privacy policy: https://vercel.com/legal/privacy-policy

Within ROOM4U GmbH your enquiry is passed only to the people handling it. Beyond that, only the processors named in this policy have access, and only to the extent technically required. Your data is neither sold nor passed on for advertising purposes.

Server log files are deleted after 30 days at the latest. Enquiries submitted via the enquiry form, by email, telephone or WhatsApp are stored for as long as they are needed to handle your request and are deleted no later than six months after the matter is closed. If a contract is concluded, the statutory commercial and tax retention periods of six and ten years respectively apply.

This website uses only technically necessary cookies. Analytics run solely if you have actively consented to them. You can withdraw your consent at any time.

If you choose “Allow statistics” in the privacy settings notice, we use Vercel Web Analytics and Vercel Speed Insights provided by Vercel Inc. (USA). Neither service sets cookies. They record the pages visited, the referring page, loading times, country, browser, operating system and device type. Your IP address is not stored; visits are only counted using a hash that changes daily and cannot be traced back to you. The legal basis is your consent under Art. 6(1)(a) GDPR and Section 25(1) TDDDG. Processing takes place under the data processing agreement with Vercel (see Hosting). You can withdraw your consent at any time with effect for the future.

For security reasons this website uses SSL/TLS encryption. You can tell that a connection is encrypted when your browser's address bar starts with "https://" and shows a padlock icon.

You have the right to information, rectification, erasure, restriction of processing and data portability, as well as a right to object. You also have the right to lodge a complaint with a data protection supervisory authority. An informal message to the address above is enough to exercise your rights.

Competent supervisory authority:
Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)
Promenade 18, 91522 Ansbach

We update this privacy policy whenever the legal situation or the processing carried out on this website changes.