We are glad you are visiting the Gaia Mazury website. We want you to feel safe here, which is why we prepared this document. We wrote it in plain language to clearly explain what happens to your personal data when you browse our website or send us a booking inquiry.
1. Who is the controller of your data?
The controller of your personal data (the person responsible for its security) is:
Marcin Kaczmarczyk
Correspondence address: ul. Dąbrowskiego 28, 11-400 Kętrzyn
E-mail: gaiamazury@gmail.com
Please be advised that the Gaia Mazury cabins are offered as a private rental (we do not run a registered business). Therefore, we do not have a dedicated NIP, REGON, or KRS number.
2. What data do we collect and why do we do it?
Our website allows you to send a non-binding booking inquiry. The form on the website is not used to pay for or automatically confirm reservations. We only collect the information we need to check the dates and reply to you. These are:
- Name and surname
- E-mail address and phone number
- Arrival and departure dates and number of guests (up to 5 or up to 10 people)
- Additional notes provided voluntarily (e.g., information about pets).
We process this data for the following purposes:
- Handling your booking inquiry and contacting you.
- Checking cabin availability and determining the details of your stay.
- Concluding a rental agreement and fulfilling the stay (if you decide to book).
- Issuing an invoice for the stay.
- Protecting our website against spam and possibly pursuing or defending against claims.
3. Legal basis for processing
In accordance with GDPR regulations, we process your data on the following bases:
- Art. 6(1)(b) GDPR – taking steps at your request prior to entering into a contract (e.g., quoting a stay) and potential fulfillment of the reservation.
- Art. 6(1)(c) GDPR – our legal obligations (e.g., issuing an invoice and tax settlements if the reservation is finalized).
- Art. 6(1)(f) GDPR – our legitimate interest, consisting of efficiently responding to messages, ensuring website security, and protecting against claims.
4. Who can we share your data with?
We respect your privacy and do not sell your data. We only share them with trusted technological partners, to the necessary extent, so that the website and reservations can function:
- Website hosting provider.
- E-mail service provider.
- Availability calendar synchronization tool providers.
- External accounting office (only data from invoices for completed stays).
- Entities authorized by law (e.g., tax office, if such an obligation arises).
5. Form automation (Make.com)
So that we can receive your inquiry quickly and efficiently, our form is connected to the Make.com automation tool. It acts as a processor (a technical tool). Make.com securely "captures" the data from the form and sends it directly to our e-mail inbox. We have concluded appropriate agreements with the provider of this tool to ensure your data is completely safe.
6. Important: Google Maps on our website
In the contact section, we have placed an interactive Google Maps map to help you find the cabins. For technical reasons, this map loads automatically when you enter the site.
When the map loads, your browser establishes a direct connection with Google's servers (Google Ireland Limited / Google LLC). This means that Google receives certain technical data, including: your IP address, browser information, our website address, and may save cookies on your device or read existing ones.
Google processes this data in accordance with its own privacy policy. Using this map may involve transferring technical data outside the European Economic Area. We do not have full control over how Google uses this information. If you want to limit this, you can disable so-called third-party cookies in your web browser settings.
7. Cookies and similar technologies
Currently, our website is very simple and does not use its own cookies to track your movements or display ads. We do not use systems like Google Analytics, Meta Pixel, or TikTok Pixel.
However, as described in point 6, the external Google Maps service uses cookies to correctly display the map and for Google's own analytical purposes. You can manage cookies directly in your web browser settings. Blocking third-party cookies will not affect the operation of our form, but it may cause the Google Map to not display properly.
If we decide to implement analytical or marketing tools in the future, we will update this policy and ask for your appropriate consent by displaying a cookie panel.
8. Local fonts
To make the site look aesthetically pleasing while protecting your privacy, font files are downloaded and stored directly on our server. As a result, when reading the page, your browser does not need to connect to Google Fonts servers, and your data (e.g., IP address) is not transferred to Google for this purpose.
9. Transferring data outside the EEA
Using modern web tools (such as Make.com automation systems or Google Maps) may involve processing your data outside the European Economic Area (EEA), mostly in the USA. In such cases, we ensure that providers offer an adequate level of data protection, relying on so-called Standard Contractual Clauses (SCC) or other legal mechanisms accepted by EU law.
10. Google Reviews
On the website, we present selected reviews and the overall rating from our property's business card in the Google system. We pull this data from our public business profile. We do not interfere with the content of these reviews, and their authenticity is subject to Google's terms of service. You can verify them at any time by clicking on our profile in the search engine.
11. How long do we keep the data?
We only keep your data for as long as necessary:
- Booking inquiries: If the rental does not take place, we only keep your form data for the short time needed to handle the inquiry and close the correspondence.
- Completed bookings: We store the data for the period required by law (e.g., accounting and tax laws), which is usually 5 years from the end of the year in which the stay occurred.
- Correspondence: May be kept until the statute of limitations for any potential claims expires.
12. Data security
We apply appropriate technical measures to protect your data. Our website is encrypted with an SSL certificate (padlock in the address bar). The contact form has spam protection mechanisms that do not require user tracking (e.g., hidden honeypot fields).
13. What are your rights?
Under the GDPR, you have the right to:
- The right to access your data and receive a copy.
- The right to rectify (correct) your data.
- The right to erase data (if we no longer have a legal obligation to keep it).
- The right to restrict processing.
- The right to object to processing.
- The right to data portability.
To exercise these rights, simply write to us at: gaiamazury@gmail.com. If you believe that we are processing data unlawfully, you also have the right to lodge a complaint with the President of the Personal Data Protection Office (PUODO).
14. Changes to the Privacy Policy
This privacy policy may be updated in the event of a change in how the website operates, or the addition of new technical, analytical, or marketing tools. The date of the last update is always found at the very top of this document.