Privacy Policy

At Briefhappymomentsc, your privacy is paramount. This Privacy Policy explains how we collect, use, store, protect and share your personal information when you interact with our website, submit inquiries, or engage with our concierge services. We are committed to full compliance with the European Union General Data Protection Regulation (GDPR), the German Federal Data Protection Act (Bundesdatenschutzgesetz – BDSG), and all other applicable privacy regulations.

1. Data Controller

The data controller responsible for processing your personal information is Briefhappymomentsc, registered in the Federal Republic of Germany. For all inquiries related to data protection, please contact our team at [email protected].

2. Information We Collect

We collect personal information that you provide voluntarily when you interact with our website or services, including:

• Identity data: first name, last name, salutation, and date of birth where required.
• Contact data: email address, telephone number and postal address.
• Reservation data: preferred hotel, travel dates, party size, and special requests.
• Communication data: messages sent via our contact form, email correspondence and concierge notes.
• Technical data: IP address, browser type, device identifiers, language preferences and access timestamps.
• Usage data: pages visited, time on site, referral source and navigation patterns.

3. Legal Basis for Processing

Under GDPR Article 6, we process your personal data on the following legal bases:

• Consent — when you voluntarily submit information through our forms.
• Contractual necessity — to process reservation inquiries and deliver concierge services.
• Legitimate interest — to improve our platform, prevent fraud and maintain security.
• Legal obligation — to comply with tax, accounting and regulatory requirements under German law.

4. How We Use Your Data

Your data is used to:

• Process reservation requests and forward them to relevant partner hotels.
• Communicate with you regarding your inquiries, confirmations and follow-ups.
• Tailor experiences and recommendations to your stated preferences.
• Respond to support requests and resolve service issues.
• Maintain analytics for continuous service improvement.
• Comply with legal, regulatory and tax obligations.

We do not sell, rent or trade your personal information to any third party for marketing purposes.

5. Data Sharing & Third Parties

We share limited personal data only with:

• Partner hotels and venues — to fulfill your reservation request.
• Trusted service providers — including hosting, email delivery, analytics and security infrastructure, all bound by GDPR-compliant data processing agreements.
• Legal authorities — when compelled by a valid court order or German legal obligation.

All third-party processors are required to maintain confidentiality, implement industry-standard security and process data exclusively under our instructions.

6. International Data Transfers

Where data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, including European Commission Standard Contractual Clauses and adequacy decisions, in accordance with GDPR Articles 44-49.

7. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Policy, comply with legal requirements (typically up to 10 years for accounting records under §147 of the German Fiscal Code), or resolve disputes. When no longer required, data is securely deleted or anonymized.

8. Cookies & Tracking

Our website uses cookies for essential functionality, analytics and improved user experience. For complete details, please review our dedicated Cookies Policy. You may adjust cookie preferences via your browser settings at any time.

9. Your GDPR Rights

In accordance with EU GDPR regulations, you have the following rights regarding your personal data:

• Right of access — request a copy of the data we hold about you.
• Right of rectification — correct inaccurate or incomplete data.
• Right to erasure ("right to be forgotten") — request deletion of your data.
• Right to restriction — limit how we process your data.
• Right to data portability — receive your data in a structured, machine-readable format.
• Right to object — object to processing based on legitimate interests.
• Right to withdraw consent — at any time, without affecting prior processing.
• Right to lodge a complaint — with a supervisory authority (e.g. the Berlin Commissioner for Data Protection and Freedom of Information).

To exercise any of these rights, please contact [email protected]. We will respond within 30 days as required by GDPR.

10. Data Security

We implement and maintain industry-standard technical and organizational safeguards to protect your personal data against unauthorized access, alteration, disclosure or destruction. Measures include:

• TLS/SSL encryption for all data transmission.
• Encrypted database storage and access controls.
• Regular security audits and vulnerability assessments.
• Strict employee confidentiality and need-to-know access policies.
• Incident response procedures including 72-hour breach notification as required by GDPR.

11. Children's Privacy

Our services are intended exclusively for individuals aged 18 or older. We do not knowingly collect personal data from minors. If we become aware that a minor has provided us with personal information, we will delete such data immediately.

12. Changes to this Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on this page with an updated "Last updated" date. We encourage you to review it periodically.

13. Contact

For privacy inquiries, data subject requests or any concerns regarding the handling of your personal information, please contact our team via the contact form or email [email protected].