Privacy Policy

Effective Date: January 1, 2026

Last Updated: January 1, 2026

1. INTRODUCTION

Villa Monticello (“we,” “us,” or “our”) operates a luxury boutique hotel located at 21 Mankata Ave., Airport Residential, Accra, Ghana. We are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you:

Visit our website (www.villamonticello.com)
Make a reservation at our hotel
Stay at Villa Monticello
Use our services (including The Brasserie, Koncierge, spa, banqueting, or Members Club)
Contact us via email, phone, or other channels

By using our services or providing us with your information, you agree to the practices described in this Privacy Policy.

2. INFORMATION WE COLLECT

2.1 Information You Provide to Us

Reservation and Stay Information:

Full name
Email address
Phone number
Home and/or business address
Nationality
Passport or identification details (as required by Ghanaian law)
Payment card information
Special requests (dietary requirements, accessibility needs, room preferences)
Length of stay and room selection

Account Information (for Members Club or online accounts):

Username and password
Account preferences
Membership details

Communication Information:

Information you provide when you contact us (via email, phone, chat, or in person)
Feedback, reviews, and survey responses
Newsletter subscription preferences

Event and Banqueting Information:

Event details (date, number of guests, specific requirements)
Catering preferences
Special occasion information

2.2 Information We Collect Automatically

When you visit our website, we may automatically collect:

IP address
Browser type and version
Device information
Pages visited and time spent on our website
Referring website
Cookies and similar tracking technologies (see Section 8)

2.3 Information from Third Parties

We may receive information about you from:

Travel agents or booking platforms
Payment processors
Our booking system provider (SwiftBook)
Global Distribution Systems (GDS) including Amadeus, Sabre, Galileo Apollo, Worldspan, and Pegs

3. HOW WE USE YOUR INFORMATION

We use your personal information for the following purposes:

3.1 To Provide Our Services

Process and confirm your reservations
Manage your stay at Villa Monticello
Provide requested services (dining, spa, Koncierge, events)
Process payments
Communicate with you about your reservation or stay

3.2 To Improve Our Services

Understand how guests use our facilities
Improve our website and services
Develop new services and offerings
Conduct market research and analysis

3.3 For Marketing and Communications

Send you promotional offers and newsletters (with your consent)
Inform you about special events, promotions, and new services
Conduct customer satisfaction surveys

3.4 For Legal and Security Purposes

Comply with legal obligations (including Ghanaian hotel registration requirements)
Prevent fraud and protect against security threats
Enforce our terms and conditions
Respond to legal requests from authorities

3.5 For Business Operations

Maintain accurate business records
Conduct financial reporting and analysis
Manage our relationship with you

4. LEGAL BASIS FOR PROCESSING (GDPR/International Guests)

For guests from the European Union or other jurisdictions with similar data protection laws, we process your personal information based on:

**Contractual Necessity:** To fulfill our contract with you (e.g., your reservation)
**Legitimate Interests:** For our business operations, fraud prevention, and service improvement
**Legal Obligations:** To comply with Ghanaian law and international regulations
**Consent:** For marketing communications and certain optional services

5. HOW WE SHARE YOUR INFORMATION

We may share your personal information with:

5.1 Service Providers

Payment processors (to process your transactions)
Booking platforms and GDS systems
IT service providers (for website hosting, email services)
Marketing and analytics providers
Third-party service providers (spa services, tours, transportation arranged through Koncierge)

5.2 Business Partners

Our Members Club partners (with your consent)
Event vendors and caterers (for banqueting services)

5.3 Legal Authorities

Government agencies and law enforcement (when required by law)
Regulatory bodies
Legal advisors

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets

All third parties are required to maintain the confidentiality and security of your personal information and may only use it for the purposes we specify.

6. INTERNATIONAL DATA TRANSFERS

Villa Monticello is based in Ghana. If you are visiting from outside Ghana, please note that your information will be transferred to, stored, and processed in Ghana.

For guests from the European Economic Area (EEA), we ensure that appropriate safeguards are in place, such as:

Standard Contractual Clauses approved by the European Commission
Adequate data protection measures

7. DATA RETENTION

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Typical Retention Periods:

Reservation and guest information: 3 years after your stay (as required by Ghanaian law)
Payment information: As required by financial regulations
Marketing preferences: Until you unsubscribe or withdraw consent
Accounting records: As required by tax laws

8. COOKIES AND TRACKING TECHNOLOGIES

Our website uses cookies and similar technologies to:

Remember your preferences
Understand how you use our website
Improve website performance
Provide targeted advertising

Types of Cookies We Use:

**Essential Cookies:** Necessary for the website to function
**Analytical Cookies:** Help us understand website usage
**Marketing Cookies:** Used to deliver relevant advertisements

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

For more information, please see our separate Cookie Policy.

9. YOUR RIGHTS

Depending on your location, you may have the following rights regarding your personal information:

9.1 General Rights

**Access:** Request a copy of your personal information
**Correction:** Request correction of inaccurate information
**Deletion:** Request deletion of your information (subject to legal obligations)
**Objection:** Object to certain processing of your information
**Restriction:** Request restriction of processing

9.2 Marketing Rights

**Opt-Out:** Unsubscribe from marketing communications at any time
**Withdrawal of Consent:** Withdraw consent for processing based on consent

9.3 GDPR Rights (for EU Residents)

**Data Portability:** Receive your information in a structured, machine-readable format
**Automated Decision-Making:** Object to decisions based solely on automated processing

To Exercise Your Rights:

We will respond to your request within 30 days (or as required by applicable law).

10. SECURITY

We implement appropriate technical and organizational measures to protect your personal information, including:

Encryption of sensitive data (including payment information)
Secure servers and firewalls
Access controls (only authorized personnel can access your information)
Regular security assessments
Staff training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

11. CHILDREN’S PRIVACY

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will delete such information.

12. THIRD-PARTY WEBSITES

Our website may contain links to third-party websites (such as our restaurant booking platform, TripAdvisor, or social media). We are not responsible for the privacy practices of these websites. We encourage you to review their privacy policies.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on our website with a new “Last Updated” date.

For significant changes, we will notify you by:

Email (if we have your email address)
Prominent notice on our website
Other appropriate means

14. GHANA DATA PROTECTION COMPLIANCE

Villa Monticello complies with the Ghana Data Protection Act, 2012 (Act 843) and all applicable Ghanaian data protection regulations. We are committed to protecting your privacy rights under Ghanaian law.

15. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Villa Monticello

21 Mankata Ave.

Airport Residential

Accra, Ghana

Email: reservations@villamonticello.com

Phone: +233 55 721 6752 / +233 30 277 3477

Data Protection Officer: Frank Kafui Hodo

Email: frank@villamonticello.com

16. COMPLAINTS

If you believe we have not handled your personal information properly, you have the right to lodge a complaint with:

Data Protection Commission (Ghana)

Paw Paw Street, East Legon

Digital Address: GA-414-1469

Accra, Greater Accra, Ghana

Phone: +233 302 222 929

Website: www.dataprotection.org.gh

Email: info@dataprotection.org.gh

For EU residents, you may also contact your local supervisory authority.

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By using our services, you acknowledge that you have read and understood this Privacy Policy.