We're committed to protecting your privacy and being transparent about how we handle your info
Last Updated: October 31, 2025 | Version 2.1
Look, we get it - nobody really enjoys reading privacy policies. But here's the thing: at Halrith Dominion, we've been around since our heritage building was first established, and trust has always been the foundation of what we do. When you stay with us or even just browse our site, you're sharing bits of information with us, and we think you deserve to know exactly what happens with it.
This policy covers how we collect, use, and protect your personal information when you interact with our hotel - whether that's booking a room, dining at our restaurant, using our spa, or just checking out what we offer online. We're based in Victoria, BC, so we follow Canadian privacy laws, specifically PIPEDA (that's the Personal Information Protection and Electronic Documents Act, if you're curious).
We've tried to write this in plain English rather than legalese, but if anything's unclear, just give us a shout. We're here to help.
When you book a room or use our services, we'll need some basic info from you. This typically includes your name, email, phone number, home address, and payment details. If you're organizing an event at our conference facilities, we might also need company information and special requirements for your guests.
Like most websites these days, we collect certain technical info when you visit our site - things like your IP address, browser type, device info, and which pages you check out. It helps us understand how people use our site and where we can make improvements. We use cookies for this (more on those later).
If you've stayed with us before, we keep track of your preferences - like if you prefer a higher floor, need hypoallergenic pillows, or always order room service at 7am. It's not creepy, promise! It just helps us make your next visit even better without you having to repeat yourself.
When you reach out to us via email, phone, or social media, we keep records of those conversations. Same goes for any reviews or feedback you share. This helps us improve and also ensures we can follow up properly if you've got questions or concerns.
We're not in the business of collecting data just for the sake of it. Here's what we actually do with your info:
Pretty straightforward - we need your details to book your room, process payments, send confirmations, and handle any changes or cancellations. Can't really run a hotel without this stuff.
Remember those preferences we mentioned? We use them to make sure you get the room setup you like, the dining options that suit your dietary needs, and spa treatments scheduled at times that work for you. It's about making each stay feel like coming home.
We'll send you booking confirmations, check-in reminders, and updates about your stay. If you've opted in, we might also share news about special offers, seasonal activities, or events happening at the hotel. Don't worry - you can opt out of marketing emails anytime.
We analyze booking patterns, website usage, and guest feedback to figure out what's working and what needs work. Maybe we need more yoga classes in the wellness retreat, or perhaps our wine cellar tours need different time slots. Your data helps us make these decisions.
Sometimes we're legally required to keep certain records - tax purposes, compliance with hospitality regulations, that kind of thing. We also need to maintain some info for security reasons and to prevent fraud.
We're pretty protective of your information, but there are situations where we need to share it with others. Here's the honest rundown:
We work with third-party companies that help us operate - payment processors, booking platforms, email service providers, website hosting, that sort of thing. These folks only get access to the info they need to do their job, and they're bound by strict confidentiality agreements.
If you've booked through a travel agency or used our concierge services to arrange local activities, we'll share relevant details with those partners so they can provide you with what you've requested. We're talking tour operators, transportation services, that kind of thing.
If the law requires us to disclose information - like responding to a court order or complying with tax regulations - we will. We'll also share info if we genuinely believe it's necessary to protect someone's safety or prevent illegal activity.
In the unlikely event that Halrith Dominion is sold or merged with another company, your information would be part of the transferred assets. But any new owners would still be bound by this privacy policy unless you're notified otherwise.
Okay, so cookies aren't the chocolate chip kind (though you'll find those in our fine dining restaurant). Web cookies are tiny files that get stored on your device when you visit our site. They help the site remember you and your preferences.
These are the cookies we need to make the site actually work - things like keeping you logged in, remembering what's in your booking cart, and maintaining security. You can't opt out of these ones if you want to use the site properly.
We use services like Google Analytics to understand how visitors use our site. This tells us stuff like which pages are most popular, how long people spend browsing, and where they're clicking. It's all anonymous and aggregated - we're not tracking you personally.
These help us show you relevant ads when you're browsing other sites. If you've been checking out our spa services, you might see an ad for our wellness packages later. You can disable these through your browser settings or our cookie preference center.
Most browsers let you control cookies through their settings. You can block them entirely, delete existing ones, or get notified when new ones are being set. Just keep in mind that blocking all cookies might mess with how well the site works for you.
Under Canadian privacy law, you've got several rights when it comes to your personal information. Here's what you can do:
You can request a copy of the personal information we hold about you. We'll provide it in a readable format, usually within 30 days.
If something in your profile is wrong or outdated, let us know and we'll fix it. This includes contact details, preferences, or any other personal info.
Want us to delete your information? We can do that, except for data we're legally required to keep (like financial records) or info needed for ongoing bookings.
Not interested in our newsletters or promotional offers? No hard feelings - just click the unsubscribe link in any marketing email or contact us directly.
You can request your data in a portable format if you want to transfer it elsewhere. We'll provide it in a commonly used electronic format.
If you're not happy with how we've handled your information, you can file a complaint with the Office of the Privacy Commissioner of Canada. But we'd appreciate it if you'd talk to us first so we can try to sort things out.
We take security seriously - after all, you're trusting us with sensitive info like payment details and personal preferences. Here's what we do to keep your data safe:
Our website uses SSL/TLS encryption (that's the little padlock you see in your browser). This means data transmitted between your device and our servers is scrambled and can't be intercepted by anyone else.
Your information is stored on secure servers with restricted access. We use firewalls, access controls, and regular security audits to make sure everything stays locked down tight.
Our team members are trained on privacy and security best practices. Only employees who need access to your information for their job actually get it, and they're bound by confidentiality obligations.
We use PCI DSS compliant payment processors, which is basically the gold standard for handling credit card information. We don't store your full card details on our systems.
Here's the honest truth though - no system is 100% secure. While we do everything reasonably possible to protect your data, we can't guarantee absolute security. If we ever experience a data breach that affects you, we'll let you know promptly and tell you what steps to take.
We're based in Canada, but some of the services we use might store or process data in other countries - particularly the United States. This happens because many tech services we rely on (like cloud hosting or analytics platforms) operate globally.
When your data goes outside Canada, it's subject to the laws of that country. For instance, data stored in the US can be accessed by US law enforcement under certain circumstances. We only work with reputable service providers who maintain strong security practices, but you should be aware that different privacy laws might apply.
If you're not comfortable with this, feel free to reach out and we can discuss your options. For some services, we might be able to limit international transfers, though it could affect functionality.