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Privacy Policy KIT Hotel BV

This privacy policy applies only to the actions of KIT Hotel BV and users with respect to the websites of the KIT Hotel BV departments. It does not extend to any websites that can be accessed from these websites.

1. Introduction

KIT Hotel BV is part of KIT Royal Tropical Institute. KIT Royal Tropical Institute works for a healthier, equitable, inclusive, safe and sustainable world. We provide advice and support in policy, strategic planning, governance and program management, with a particular focus on international health and social care. KIT Royal Tropical Institute is a not-for-profit association registered in The Netherlands as Vereniging Koninklijk Instituut voor de Tropen, company number 33185213 0000. KIT Hotel BV is the hospitality branch of KIT Royal Tropical institute, registered as a separate company (BV), company number 33287573. KIT Hotel BV consists of 3 departments: Amsterdam Tropen Hotel, De Tropen café & restaurant and Koninklijk Instituut voor de Tropen Conferences & Events.

If you have any questions regarding our privacy policy, you can phone, email us or write to:

KIT Hotel BV
Linnaeusstraat 2c
1092 CK Amsterdam

Phone: +31(0)206925111

We are committed to safeguarding the privacy of our website visitors and treat your personal information appropriately. This privacy and cookie policy is in place to ensure your personal information is appropriately protected.

We keep our privacy notice under regular review. This privacy notice was last updated on June 2018.

2. Personal information collection

For the purposes of the General Data Protection Regulation (GDPR), KIT is the “data controller”.

We collect certain information or data about you when you call us, email us and use our services. This includes;

The general categories of personal information that we may collect for the aforementioned purposes are as follows:

When you register with us, you are agreeing that you are over 18 years of age or are acting with parental consent.

2.1 Which personal data do we process, and for what purposes do we process personal data?

Regardless of which of our services you use in our departments, your personal data will be stored in a centralized data storage system that is under the control of KIT Hotel BV and accessible only to authorized staff of KIT Hotel BV.

We collect your personal data because that enables us to make your visit more pleasant, so you may one day decide to return to our location. We collect, store and process personal data at two different stages:

i. Before you decide to stay in our hotel or decide to visit our location or organize an event

When you visit our website, we collect information about your use of the website. This includes both information we collect directly from you, and information we collect about your behaviour. This information may constitute ‘personal data’ under applicable law. We use this information to provide you with (personal) offers, both on our website and via advertisements on other websites you visit. The information about your use of the website comprises ‘http header’ information which your browser transmits to our web server, information collected through the use of cookies and log information which displays the pages that you visited on our website.

ii. When you stay or have stayed in our hotel or have organized an event

When you make a reservation or organise an event, you will have to provide us with your name, your (email) address, phone number, the dates you are staying with us, and credit card details or other payment information as applicable. We use these personal data to process the reservation, for billing purposes, and to allow us to communicate with you about your reservation or event. When you stay in our hotel or organise an event, we will collect personal data about your preferences, use of our services, and location.

Overview of activities under stage (i) and (ii)

We may at each of the stages outlined above use your personal data. For your convenience, we have made an overview of activities that involve the processing of your personal data, and the corresponding legal basis/legal bases that allow/s us to process this data:

Purpose/activityLegal basis

1. First of all, we store the personal data you provide to us in our systems for administrative purposes.
– consent (if required)

– enter into or perform a contract to which you are a party
2. Under several jurisdictions
and/or local city regulations
we are legally obliged to ask
you to provide us with certain information when you arrive
at Amsterdam Tropen Hotel.
This may include information
such as: birth date, nationality,
place of residence, date of
arrival and profession.

– compliance with a legal obligation
3. We will have to verify
your identity when you
arrive at Amsterdam
Tropen Hotel. We will use
your passport or other
identification document.
We will not store a copy
of your passport, unless
to the extent permitted by law.
– enter into or perform a contract to which you are a party

– for the purposes of our, or a third party’s, legitimate interests
4. We store your personal
data for a fair amount of
time in our database(s),
also after your transaction
has been completed and
after you have stayed in
our hotel or organized an
event, in order to comply
with data retention obligations
and to be able to contact you
and welcome you again in
the future.
– compliance with a legal obligation

– enter into or perform a contract to which you are a party

– for the purposes of our, or a third party’s, legitimate interests
5. We process your booking, howsoever made (directly
via our website or via a
third party (online) travel
-enter into or perform a contract to which you are a party
6. We create a general
and simple profile of you on
the basis of information
disclosed by you via public
sources on the internet.
We will not use any sensitive personal data that we may
collect or derive from your
stay or from public
sources on the internet.
– enter into or perform a contract to which you are a party

– for the purposes of our, or a third party’s, legitimate interests
7. We offer and provide
services and products you
request from us or which
we may think you are
interested in, via email,
telephone or other media.
You can subscribe to our
newsletter, which contains commercial offers and news
of KIT Hotel BV and related
third parties. We use the email address you provide to send
the newsletter to. If you no
longer wish to receive the
newsletter, you can use
the link provided in every
newsletter to unsubscribe.
– consent (if required)

– enter into or perform a contract to which you are a party

– for the purposes of our, or a third party’s, legitimate interests
8. We use credit card data
or other payment data for
invoicing purposes.
– enter into or perform a contract to which you are a party
9. If you would like to
park on our parking lot
we may collect your
license plate number in
order to provide you
access to the parking.
– enter into or perform a contract to which you are a party
10. We collect (meta)data
on your use of our Wi-Fi
services for security and
anti-piracy purposes
(such as: IP address,
your device’s MAC address, connections made, location,
etc.). We do not process the
content of traffic.
– consent (if required)

– for the purposes of our, or a third party’s, legitimate interests
11. We track and record
your use of our, or our
affiliates’, (online) services,
either through cookies or
via other means. Cookies
enable us and others to
monitor your browsing
behaviour. Please read
our Cookie Statement for
further information on cookies.
– consent (if required)

– enter into or perform a contract to which you are a party

– for the purposes of our, or a third party’s, legitimate interests
12. We engage in the
advertising and marketing
of our brand, company,
affiliates, services and/or
products both online and
offline, possibly via third
party service providers.
For this, we use your
contact details, information
on your stay at Amsterdam
Tropen Hotel and KIT
Conferences & Events and information collected
through cookies.
– for the purposes of our, or a third party’s, legitimate interests
13. We endeavour to
provide a high level of
security of both the
information we store as
well as our facilities, (IT)
systems and premises,
by means of encryption,
physical security measures, passwords, company
procedures and policies and professional IT support.
Personal data may be
processed in this context
by KIT Hotel BV and its vendors.
– for the purposes of our, or a third party’s, legitimate interests
14. We endeavour to
prevent our services
and facilities from
being used for illegal
purposes, of any kind.
Personal data may be
processed in this context
by KIT Hotel BV and its
vendors, such as through
CCTV surveillance.

– for the purposes of our, or a third party’s, legitimate interests
15. We engage in activities
required for compliance
with legal obligations,
third party claims or
requests from public
authorities, such as
(i) the mandatory storage/containment
of certain information
because of a criminal
investigation, (ii) requests
from third parties for access to information (iii) any further instructions from third
parties, such as supervisory authorities, that involve data processing.
– compliance with a legal obligation

– the performance of a task carried out in the public interest

– for the purposes of our, or a third party’s, legitimate interests

2.2. Lawful basis

Under the GDPR (General Data Protection Regulation) we control your personal information about you electronically using the following lawful bases:

2.3. Where your data is stored

We store your data on our secure servers in the EU. It may also be stored outside of Europe, where it could be viewed by our staff or suppliers. By submitting your personal data, you agree to this.

2.4. Information disclosure

We may need to disclose your information if required to do so by law and for the purpose of defending our legal rights (including providing information to others for the purposes of fraud prevention).

2.5. Information protection

We take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information. All personal information is stored securely in accordance with the principles of the General Data Protection Regulation.

By using our website services, you acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

In case you need passwords to enter our application portal and access our website, you are responsible for keeping the password you use confidential; we will not ask you for your password.

2.6 Data retention period

Personal data that we process shall not be kept for longer than is necessary. Our retention period is in line with our contract conditions with the third parties and the default legal standard retention period.

3. Your individual rights

Under the GDPR your rights in relation to the personal data we hold are expressed as follows. You have;

If you would like any further information about your rights, please contact us by sending an e-mail to

3.1. Accessing your personal information

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation (GDPR). If we do hold information about you, we will:

3.2 Withdrawing your consent

You may exercise your right to withdraw your consent in relation to your personal data being used at any time by written notice to us via email to: or by way of letter to:

KIT Hotel BV
Linnaeusstraat 2c
1092 CK Amsterdam
The Netherlands
Phone: +31(0)206925111

By withdrawing your consent this does not affect the lawfulness or processing based on consent before its withdrawal.

4. Visitors to our website

When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. The information collected by Google is anonymized. Your IP address is partially masked (namely the last octet).

We (our mother company: KIT Royal tropical Institute) have signed a Data Processor Agreement with Google, stating that Google only acts as processor in processing our website visitors’ personal data. Google may supply the information to third parties if Google is obliged to do this by law, or if these third parties process information on behalf of Google. KIT Royal Tropical Institute has no influence over this.

We do not share data with Google for any reasons other than those stated and also do not use other Google services in combination with Google Analytics cookies, apart from the mutual exchange of web statistics and campaign statistics with our Google AdWords account, for the purposes of tracking website use and conversion events. This method of measurement data exchange results in no or only a very limited infringement of your privacy, as no personal information is collected and we do not use these data to adapt advertisements to your personal preferences.

Information generated by the cookie regarding your website use is transferred to Google where it is saved on servers in the United States. Google uses this information to track how you use the website, produce website activity reports for website operators and to offer other services regarding website activity and internet use.

To opt out of being tracked by Google Analytics across all websites visit Google (opens in a new window).

Our website contains buttons to promote (‘like’) or share webpages on social networks like Facebook and LinkedIn. These buttons work through snippets of code originating in Facebook or LinkedIn that place cookies in your browser. We have no influence on this. Read the privacy statements of Facebook and LinkedIn (which can change frequently) to find out what they do with the data they gather through these cookies.

4.1. Use of cookies

Our website uses cookies. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently (e.g. by recognizing a user’s device), as well as to provide information to the owners of the site.
We use the following types of cookies:

  1. Strictly necessary cookies: These cookies are essential for the user to move around the website and to use its features
  2. Performance cookies: These cookies collect information about how the user makes use of the site, e.g. which pages the user visits most. These cookies do not collect information that identifies the user
  3. Functionality cookies: These cookies remember choices made by the user and enhance the features, e.g. language or users location. This cookie is also used to remember a user’s preferences for a font size, or customizable parts of a web page

4.2. Collecting information with cookies

We may use cookies to collect information about how you use the website, for example we may store information related to:

4.3. Disabling or deleting cookies

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit About Cookies (opens in a new window) or All About Cookies (opens in a new window). If you disable cookies by blocking them, or delete cookies, the functionality of the website will likely be affected.

5. Event photography and film footage

During the events that are held in our venue, a photographer or a film maker may be present to photograph or film the event, the location and the visitors. These images or videos may be used for communication and marketing purposes, like websites, magazines, social media and advertisements. By attending our events, you agree with our terms and conditions and the use of the media files for these purposes.