At Rooms Koblar, we are committed to respecting your privacy and ensuring the protection of your personal data.
The information on privacy protection below brings together in one place key information about personal data protection at Rooms Koblar: what personal data we collect about you, why we process it, to whom we disclose it, what your rights are in relation to your personal data, and how you can exercise them.
The effective date of this Privacy Policy is 1 January 2025.
Last change: 1.1.2025
The controller of your personal data is:
Rooms Koblar – ecoTripsta, Klemen Koblar s.p.
Seča 189a, 6320 Portorož, Slovenia
Registration ID number: 6431143000
Tax number: SI4932093
E-mail address: info@koblar.eu
We obtain your personal data when you identify yourself while using our accommodation services or making a booking; when you contact us by email, telephone, in writing, or via social media; when you fill in any booking or inquiry forms; when you confirm your stay or order additional services; when you use our website and its features; or whenever you provide us with personal data in any other way.
At certain areas of our property, we carry out video surveillance of entrances, parking areas, and shared spaces, which is clearly indicated by notices at the site or outside the premises. This is done for the safety and protection of guests, staff, and property.
We also collect information about your use of our website using cookies and similar technologies. You can find more details about how we use these technologies in the cookie consent preferences available when you first visit our website.
Your data is processed only within the framework of legal bases and specific purposes. The table below explains how we process certain data and why.
Used for:
Preparing offers and concluding a contract
Direct communication regarding your booking, stay, and any inquiries you send us
Why / Legal basis:
To fulfil obligations from our accommodation agreement – sending you an offer, booking confirmation, invoice, and contacting you about your stay. Without this data, we cannot conclude or perform our contract.
Legal basis: Accommodation or Services Agreement – Article 6(1)(b) GDPR.
Used for:
Reminding you about your upcoming stay and providing check-in details
Checking guest satisfaction after departure
Why / Legal basis:
Legitimate interest of Rooms Koblar to ensure a complete guest experience and improve services – Article 6(1)(f) GDPR.
Used for:
Informing you about special offers, news, or promotions
Why / Legal basis:
We send these based on legitimate interest (existing customers) or your consent (new subscribers).
You may opt out at any time.
Legal basis: Article 6(1)(f) GDPR, Article 226/2 ZEKom-2 (email), and consent (SMS).
Used for:
Mandatory guest registration with AJPES (Slovenian public records agency)
Age verification
Why / Legal basis:
Legal obligation under the Residence Registration Act – Article 6(1)(c) GDPR.
Used for:
Guest registration with AJPES
Why / Legal basis:
Legal obligation under the Residence Registration Act – Article 6(1)(c) GDPR.
Used for:
Processing payments and refunds
Why / Legal basis:
Required to fulfil our accommodation agreement.
We also store invoices according to the Value Added Tax Act and Tax Procedure Act – Article 6(1)(b) & 6(1)(c) GDPR.
Used for:
Providing tailored service and resolving issues effectively
Why / Legal basis:
To meet guest expectations and ensure service quality.
Legal basis: Accommodation Agreement – Article 6(1)(b) GDPR; legitimate interest – Article 6(1)(f) GDPR.
Used for:
Providing the booked service
Managing complaints
Why / Legal basis:
Fulfilling the accommodation agreement – Article 6(1)(b) GDPR.
Complaint handling: legitimate interest – Article 6(1)(f) GDPR.
Used for:
Understanding guest preferences and improving offers
Why / Legal basis:
Legitimate interest – Article 6(1)(f) GDPR.
Used for:
Providing access to private parking
Why / Legal basis:
Accommodation agreement – Article 6(1)(b) GDPR; legitimate interest – Article 6(1)(f) GDPR.
Used for:
Ensuring safety and security of guests, staff, and property
Why / Legal basis:
Legitimate interest – Article 6(1)(f) GDPR. Notices are displayed where video surveillance is in operation.
In various online and/or physical forms of Rooms Koblar, you may choose one or more types of consent for using your data for direct marketing purposes:
Consent (Article 6(1)(a) GDPR in conjunction with Article 226/2 and 226/6 of ZEKom-2) for general updates about news and special offers from Rooms Koblar (by mail, e-mail, SMS, MMS, or push notifications).
In this case, we process and use only the data you have provided to us within the scope of your consent for the purpose of informing you.
Consent (Article 6(1)(a) GDPR in conjunction with Article 226/2 and 226/6 of ZEKom-2) for tailored offers from Rooms Koblar based on your previously used services, booking behaviour, or expressed interests.
By further processing your personal data, we may assess personal aspects, such as predicting your interests, preferences, and needs (segmentation and/or profiling) in order to create personalised offers that match your expectations and profile as closely as possible.
If no date is stated on the form, the date of receipt of your consent at Rooms Koblar or the date of its entry into our IT system will be considered valid.
Regardless of explicit consent, your personal data obtained in the course of legitimate activities (first name, surname, postal address) may also be used in accordance with GDPR (Article 6(1)(f)) and your email address in accordance with Article 226/2 ZEKom-2 to offer similar products and services that you have used at Rooms Koblar or expressed interest in (e.g. sent an enquiry). This use of your electronic address is possible only if, at the time of collection, we offered you a clear and simple option to opt out free of charge.
If you wish to withdraw your consent or stop receiving our marketing messages, you may do so by completing a form available at our reception desk or on our website and submitting it via one of the indicated methods. You may also “unsubscribe” directly from the channel on which you receive a message – the unsubscribe link or instructions are provided in every message sent by Rooms Koblar.
Your change of consent or selected communication channels will be recorded in our system within 15 days and will take effect immediately or within 15 days of receipt at the latest.
If we do not receive your fully completed consent form, it will be deemed that you have not given consent for such marketing. Consent remains valid until withdrawn. Withdrawal of consent will prevent Rooms Koblar from using your data for the purposes you have withdrawn it for, but it will not affect the lawfulness of processing carried out before the withdrawal.
In exceptional cases, Rooms Koblar may store a guest’s information in order to protect its own legitimate interests, prevent damage to property, and ensure the safety of its employees and other guests.
The following criteria may be used to determine such cases:
Guests who failed to settle their bill before departure,
Guests who damaged property belonging to Rooms Koblar,
Guests who behaved aggressively towards other guests or staff members.
In the event of non-payment, information on the incident will be logged together with the guest’s data in our booking system, enabling us to claim payment upon their next visit and refuse to provide accommodation if the payment remains outstanding. The data may also be provided to competent authorities, including the court of jurisdiction and the police.
The data will be stored until the outstanding payment is settled. In cases involving aggressive behaviour, damage to property, or other incidents, the data will be stored for up to 3 years, or until the conclusion of the relevant offence or criminal proceedings.
At Rooms Koblar, we are committed to earning and maintaining your trust, which is why we handle your data with the highest possible level of care. Your personal data is generally processed only by our staff, who are bound by confidentiality and receive regular training on safe data handling.
In certain cases, your data may be processed by carefully selected external service providers acting on our behalf and in accordance with our instructions. We always conclude an appropriate data processing agreement with such providers, committing them to the same or higher level of data protection as we apply ourselves. These providers never process your personal data for their own purposes.
Whenever possible, we choose providers within the European Union (EU). If personal data processing takes place outside the EU, we ensure that adequate protective measures are in place in accordance with applicable data protection laws.
External providers may carry out the following services for us:
Postal and courier services, as well as the provision of e-communication tools,
Provision of online services and other IT support for the smooth operation of our business (e.g., website hosting, hotel information systems, secure payment processing, online advertising platforms),
Professional data analysis to better understand the wishes and needs of our guests, enabling us to improve and tailor our services and offers.
Your personal data will not be disclosed to any third party unless required by law, unless you have given us explicit consent, or unless you have authorised a third party to receive it.
Due to legal obligations, certain data regarding your overnight stays is submitted to AJPES (Agency of the Republic of Slovenia for Public Legal Records and Related Services) and, upon a substantiated written request, may also be provided to other state authorities as required for the purposes of official procedures.
At Rooms Koblar, we store and protect your personal data in a way that prevents unauthorised access, use, or disclosure. We keep your personal data only for as long as it is necessary to achieve the specific purpose for which it was collected and processed. The storage period depends on the legal basis and the purpose of the processing.
Most of the personal data we collect for the purpose of providing our accommodation and related services is kept for the duration of the business relationship, plus an additional period necessary to exercise any legal claims relating to that relationship (usually 5 years, in accordance with the general limitation period under the Obligations Code).
If your data appears on an issued invoice, it is stored for 10 years from the date of issue in compliance with tax regulations.
Guest registration data, which we are obliged to keep under the Residence Registration Act, is stored for one year after the end of the calendar year in which you checked out.
If you have given us explicit consent for the processing of your personal data (for example, for marketing purposes), we store the data for the period stated in the consent or until you withdraw it.
In cases where we process your personal data based on legitimate interest, the data is anonymised as soon as possible. If anonymisation is not possible, the data is deleted immediately after the legitimate purpose has expired (in line with Article 5(1)(e) GDPR).
Video surveillance recordings are stored for up to one year.
Exceptionally, we may keep your personal data for a longer period if this is required by applicable laws and regulations of the Republic of Slovenia.
At Rooms Koblar, we have implemented appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful access, use, processing, accidental loss, destruction, or damage. These include:
Applying the principle of data minimisation and processing on an anonymised basis whenever possible.
Providing regular staff training on confidentiality, privacy, and the importance of safeguarding personal data.
Enforcing disciplinary measures to ensure employee accountability for maintaining privacy.
Continuously updating, testing, and improving our security technology.
Carefully selecting and monitoring our contracted processors to ensure they meet our high security standards.
Using secure servers for storing your personal data.
Appointing a designated Data Protection Officer to oversee compliance.
Requiring identity verification for every individual requesting access to personal data and verifying the legitimacy of such requests.
Important notice: Transmitting information (including personal data) over the internet is not always completely secure. If you send us personal data or other information online (via email, our website, or any other method), you do so at your own risk. Rooms Koblar cannot be held responsible for any costs, losses, loss of profit, reputational damage, liability, or other consequences you may incur as a result of transmitting data over the internet.
You can also contribute significantly to the security of your own personal data by:
Using only secure and protected Wi-Fi connections.
Regularly updating the software and antivirus protection on your devices (computer, tablet, smartphone).
Creating strong, unique passwords, changing them regularly, and never sharing them with others.
Staying informed about developments in IT security and methods of online fraud or social engineering.
Following recommended guidelines for the safe use of the internet.
At Rooms Koblar, we ensure that you can exercise all rights granted under the EU General Data Protection Regulation (GDPR) in relation to your personal data:
Right to access – You have the right to know what personal data we hold about you, how it is processed, and to verify its lawfulness.
Right to rectification – We will correct any inaccurate or incomplete personal data about you without undue delay.
Right to erasure (“right to be forgotten”) – We will delete your personal data without undue delay where permitted by applicable law. Please note that data necessary for the performance of a contract you have with us or for compliance with our legal obligations cannot be deleted upon request.
Right to restriction of processing – You may request that we restrict the processing of your personal data in certain situations (for example, if you contest the accuracy of your personal data, if the processing is unlawful, or if we no longer need the data but you require it to establish, exercise, or defend legal claims).
Right to data portability – Upon your request, we can provide you with the personal data you have given to us in a structured, commonly used, and machine-readable format (such as CSV) or transfer it to another controller of your choice, where technically feasible. This applies only where the processing is based on your consent or on a contract.
Right to object – You may object at any time to the processing of your personal data carried out for our legitimate interests or for those of a third party. You may also object at any time to the processing of your personal data for direct marketing purposes, including profiling related to such direct marketing.
To exercise any of your rights, you must provide your name and sufficient information to enable us to verify your identity beyond doubt. For example, if you request information about your stay, we will send it to the home address or email address you provided during your stay. If you wish us to send data to a different address, we will require you to verify your identity with an official identity document.
These rights can only be exercised by you personally, or by another person authorised by you in writing.
You can submit your request to exercise your rights by contacting us at info@koblar.eu. We will process your request without undue delay and no later than one month from receipt.
If you believe we have not adequately addressed your request, you may file a complaint within 15 days of receiving our response. You have the right to lodge a complaint with the supervisory authority – the Information Commissioner of the Republic of Slovenia. Contact details are available at: https://www.ip-rs.si.
For more information about your rights regarding your personal data, including certain restrictions, we recommend reading Articles 12–23 of the GDPR, available here: EUR-Lex – GDPR.
Rooms Koblar has appointed an authorised person for the protection of personal data, who you may contact regarding any questions about your personal data or the exercise of your rights under the General Data Protection Regulation (GDPR).
You can submit requests related to your rights in the area of personal data protection, complaints, or questions by:
Sending them by post to: Rooms Koblar, Seča 189a, 6320 Portorož, Slovenia
Sending an email to: info@koblar.eu
Submitting them personally at our reception desk
This information about personal data processing will be regularly updated. In the event of major changes that affect the legal grounds for processing your personal data, we will inform you about these changes. Your personal data will still be used only where your personal consent for such use is not required under the applicable legislation of the Republic of Slovenia.
In order to keep your data accurate and up to date, we kindly ask you to inform us of any changes.
For all matters not determined by this Privacy Policy or by the contract concluded between Rooms Koblar and the individual, the provisions of the applicable legislation of the Republic of Slovenia shall apply. The court of competent jurisdiction is the District Court in Koper.
Rooms Koblar has appointed a person authorized for personal data protection, who can be contacted for all matters relating to your personal data and to the exercise of your rights under the General Data Protection Regulation.
Please submit any requests in connection with your rights in the field of personal data protection, as well as complaints or questions, to:
Address: Rooms Koblar, Seča 189a, 6320 Portorož, Slovenia
E-mail: info@koblar.eu
In person: at the reception of Rooms Koblar
Pursuant to the General Data Protection Regulation, your request must be complete and comprehensible; therefore, we have prepared the following forms to assist you in exercising your rights:
Form on the right to be informed
Request from an individual
Form on the cessation of use of personal data for the purpose of direct marketing
To avoid unauthorized access to your personal data and to ensure data accuracy, please identify yourself upon submitting the request (for example, by providing a valid personal identity document).