Privacy policy
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Privacy Policy PRIVACY POLICY AND THE USE OF COOKIES IN THE EXELY BOOKING ENGINE BOOKING SERVICE
GENERAL PROVISIONS
IP LLC “HOTEL SALES WIZARD” (“EXELY”, “We”, “our” or “us”), acting as a data processor on behalf of the Hotel, has prepared this Privacy Policy (the “Policy”) to explain how we collect, use, transfer and protect your information when you book Rooms (Services) at the Hotel using the EXELY BOOKING ENGINE (the “System”). It is important that you read this Policy so that you understand how and why we process your personal data when you book Rooms (Services) through this System and for the purposes described below.
EXELY processes your personal data solely on behalf of the Hotel and in accordance with its lawful instructions, within the requirements of applicable data protection legislation.
Sapiens Hotel (“NEWTON`S GRAVITY” MCHJ), 306472041, Tashkent, Yakkasaray District, 1 Mirabad St., 45, +998 71 203 33 35, +998 90 042 33 35, sapienshotel@gmail.com (the “Hotel”) is the Controller of personal data, responsible for determining the purposes and means of processing your personal data in accordance with applicable data protection legislation.
EXELY acts as the Processor and processes personal data solely on the basis of documented instructions from the Controller and in accordance with applicable data protection requirements. EXELY’s data protection and privacy practices fully comply with the Hotel’s lawful instructions and EXELY’s own Privacy Policy.
The Hotel has its own Privacy Policy governing the collection and use of personal data. EXELY operates strictly within the framework of this policy and applicable legal requirements. While EXELY implements the necessary technical and organizational measures to ensure data security and compliance with legal requirements, responsibility for determining the lawful bases and purposes of processing remains with the Hotel. EXELY also provides support in maintaining records of processing activities, including consent logs, where required, in order to comply with applicable data protection requirements.
This Policy applies when booking Rooms (Services) through the System. It is based on the principles and provisions of Regulation (EU) 2016/679 — the General Data Protection Regulation (GDPR), as well as other applicable data protection laws.
Terms and Definitions
“Rooms (Services)” means the accommodation services provided to you by the Hotel and other services governed by applicable local laws.
“Personal Data” means any information relating to an identified or identifiable natural person. This may include names, addresses, telephone numbers, email addresses and any other information relating to an individual or a combination of information that can be used to identify a person.
“Processing” means any use of Personal Data, including its transfer, collection, recording, storage, use, analysis, combination, disclosure or deletion.
“Marketing Communications” may include service updates and new feature notifications, exclusive offers, event invitations, industry news and product announcements sent by email, SMS or through other permitted channels, such as WhatsApp, Viber, Telegram, LINE, Zalo or social media messaging applications.
By booking Rooms (Services) using the System and/or providing us with your Personal Data, you confirm that you have read this Policy and have provided consent to the use of your Personal Data as described herein.
WHAT PERSONAL DATA DO WE COLLECT?
We may collect and process various types of Personal Data in the course of providing services through the System. Such Personal Data may include, without limitation:
Personal Data Provided by You
through the following means:
Booking Rooms (Services) using the System
Registering in the System
Updating or modifying a booking through the System
Requesting support
Registering to receive communications from us
Communicating with our representatives
As part of the interactions described above, we collect the following Personal Data:
Personal information: name, email address, telephone number, citizenship, gender, date of birth, place of residence, address, country of residence, government-issued identification documents and/or their numbers, and other identifying information.
Booking information: username and password, loyalty program identification number and details, payment details, guest profiles, booking history and other information related to the booking of Rooms (Services).
Technical information: IP address, device identifier, browser type, operating system and other technical information about your device and your interaction with our System.
Communication information: correspondence, requests and feedback you provide.
Where required by applicable data protection legislation, we will obtain your explicit consent before processing your Personal Data for direct marketing purposes. If the Hotel has collected your consent through its own forms or systems, EXELY will rely on such records, as it does not independently determine the purposes of processing. EXELY assists the Hotel in maintaining records of consents provided and managing their withdrawal in accordance with the Hotel’s instructions. Withdrawal of consent does not affect the lawfulness of processing carried out before such withdrawal on the basis of that consent; however, it may limit the receipt of Marketing Communications.
Where processing is based on legitimate interests, we ensure that our interests do not override your rights and freedoms. You may object to such processing at any time by contacting us.
It is assumed that, before providing Personal Data of guests travelling with you, you have obtained the necessary consent from such individuals to provide their Personal Data to us and have authorized us to use such Personal Data in accordance with this Policy.
We collect and process Personal Data of minors only with the consent of their parents or other legal representatives. Otherwise, we are required to delete the Personal Data of minors. By booking Rooms (Services) using the System and/or providing us with your Personal Data, you consent to such procedures and confirm compliance with applicable regulatory requirements.
Received from Third Parties
We also collect certain Personal Data from our authorized affiliates, partners, distributors and other third parties, either directly or through technologies such as cookies.
Personal Data may include the following:
Identifiers such as your name, email address, telephone number, country of residence, gender, date of birth, citizenship, address, company name, country of residence, username and password, social media account and other identifying information.
Protected characteristics, such as your gender, age and other protected personal data under applicable law.
Financial information, which may include bank or credit card numbers and other financial data.
Audio, electronic, visual and other similar information, including your photographs or IP address.
This information is intended to update and improve the accuracy of our records in the event of any changes to your Personal Data or updates to bookings at the accommodation facilities where you book Rooms (Services), as well as for other purposes described in this Policy.
Automatically Collected by the System
When you book Rooms (Services) using our System, we may use cookies and other similar technologies to automatically obtain the following information:
Identifiers such as your name, email address, telephone number, country of residence, gender, date of birth, citizenship, address, country of residence, username and password, social media account, booking number, loyalty program identification number, booking status, check-in and check-out dates, booking date and time and all other information related to the booking, as well as the Internet Protocol (IP) address of your computer, your operating system and browser type, general geographic location and other persistent identifiers.
Information about your Internet and other electronic network activity, including pages you visit in the System, links and advertisements you view, search terms you enter, the URL of any website accessed through a link, and the amount of time spent on a web page. This information is also used to operate and maintain the System, improve services and conduct analytics.
THIRD-PARTY LINKS
For your convenience, the System may contain links to other third-party websites (i.e., advertisements or links to websites and services of our partners, advertisers or third parties).
We do not control or accept responsibility for the privacy policies of such third parties. After leaving the System or following a third-party link, we recommend that you review their privacy policies to understand how such third parties collect and process your Personal Data.
OUR PURPOSE AND LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA
Where the lawful basis for processing is something other than consent (for example, legitimate interest, performance of a contract or a legal obligation), the Hotel is responsible for informing guests of the lawful basis for processing, while EXELY assists in providing this information through the Policy and the System interface.
We strive to continuously improve our Services and Customer Support
Processing is necessary for the purposes of EXELY’s legitimate interests in performing our obligations to Hotels, updating our records, and understanding how you use our services.
The Personal Data you provide helps us provide the services you request and respond to your customer support inquiries.
We want to interact with you and, where necessary, verify your identity
Processing is necessary for the purposes of EXELY’s legitimate interest. Where you have provided consent, Hotels may use your Personal Data to communicate with you regarding your booking details, request feedback, and provide updates and promotional news.
For changing your preferences, see the section “How to Manage Your Personal Data”.
We want to establish business relationships and share promotional offers and Marketing Communications
Processing of Personal Data within business relationships is necessary for EXELY’s legitimate interests, including managing its operations and maintaining communication with you. Processing of data for direct marketing, including Marketing Communications, is based on your consent. Direct marketing may include promotional offers, update notifications, promotions, newsletters and other types of communications that may be personalized based on your preferences or booking history. Where the Hotel collects your consent through its own forms or systems, EXELY uses such records, as it does not independently determine the purposes of processing. EXELY assists the Hotel in maintaining records of consents and managing their withdrawal in accordance with its instructions. EXELY will not transfer your Personal Data to third parties for direct marketing purposes without your consent.
For changing your preferences, see the section “Access to and Control of Your Personal Data”.
We want to ensure the security of our System
Processing is necessary for the purposes of EXELY’s legitimate interests.
We may use your Personal Data to protect the security and integrity of our System against fraud and other prohibited or unlawful activities.
Other purposes for disclosure
Processing is necessary for the purposes of legitimate interests in connection with your booking. We may use your Personal Data to protect the vital interests of guests, comply with legal procedures or for other reasons.
HOW DO WE USE YOUR PERSONAL DATA?
We may use your Personal Data for various purposes, including, without limitation, the following:
Providing and improving our services.
Resolving your questions and issues related to online booking.
Contacting you to confirm your information and booking details, as well as for any other matters related to your booking.
Sending you business news and promotional materials.
Processing payments related to your booking.
Evaluating and improving your experience.
Monitoring and ensuring the security of our systems.
Analytics and improvements.
Complying with legal and regulatory requirements.
The Hotel or EXELY service may contact you by email, telephone, SMS, WhatsApp, Viber, Telegram, LINE, Zalo or through social media (such as Facebook) for the following purposes:
to confirm your information or booking details;
to notify you about an incomplete booking;
to notify you about an upcoming booking several days before check-in;
after your departure, to send you promotional offers from the Hotel for potential future bookings (Marketing Communications);
to request your feedback about the Hotel;
to ask you to provide feedback regarding the online booking service;
to offer you visa support, airport transfer or flight services;
to invite you to participate in hotel market research.
TRANSFER OF YOUR DATA
We do not disclose your Personal Data to third parties except where necessary by law, to provide services on our behalf or to achieve the business purposes described below.
Hotels
Our partners enter into agreements with the Hotels where you book your Room (Services). Your Personal Data is transferred to such Hotels to provide the services you have requested as part of your booking of Rooms (Services). As Personal Data Processors, we process your Personal Data strictly in accordance with the instructions of such Hotels and solely for the purpose of performing contractual obligations.
Service Providers, Partners and Affiliates
We engage service providers and partners to assist with business operations and provide services when you access our System. We specify in our agreements that they may access your Personal Data only for the purpose of providing such services. These partners may provide advertising services, process secure payments, provide technical services, manage customer relationships, analyze website traffic, provide translation or visa support services, send newsletters or surveys, support email or messaging services, administer surveys and polls, and analyze information. Some of our service providers or partners may engage their own service providers or business partners to provide us with additional assistance. We may also use and disclose certain Personal Data to our affiliated companies, representatives and authorized employees for any purposes permitted by law.
In such cases, the recipient of Personal Data may not retain, use or disclose Personal Data for any purpose other than the specific purpose of performing such business tasks on our behalf as provided for in this Policy and the confidentiality provisions of the relevant agreements.
Where Required by Law
We may transfer your Personal Data to law enforcement agencies, courts, other government authorities or other third parties when necessary to comply with legal requirements or otherwise protect our rights or the rights of any third party.
The following categories of your Personal Data (as described above) may be transferred to such parties:
Identification data;
Commercial information;
Geolocation data;
Internet or other electronic network activity information;
Audio, electronic, visual or other similar information;
Professional information; and
Contact information.
If you would like to obtain a list of these third parties, please contact us using the contact information provided below.
CROSS-BORDER TRANSFERS
EXELY provides services worldwide. We may transfer your Personal Data to EXELY affiliates or third parties located around the world for the purposes provided for in this Policy. The global transfer of your Personal Data is extremely important for the effectiveness of our services. We ensure that we comply with applicable data protection laws.
Your Personal Data may be transferred to computers located outside your district, region, country or other governmental jurisdiction, where data protection laws may differ. When transferring data internationally, we take adequate measures to comply with applicable data protection laws in connection with such transfers.
Certain countries are recognized by the European Commission as providing an adequate level of data protection in accordance with European Economic Area standards. In other cases, EXELY applies Standard Contractual Clauses and, where required, additional safeguards for cross-border data recipients.
In some cases, courts, law enforcement, regulatory or security authorities in such other countries may have the right to access your Personal Data.
If you would like to obtain a list of these third parties and details regarding the transfer of your Personal Data, please contact us using the contact information provided below.
By booking Rooms (Services) using our System and/or providing us with your Personal Data, you understand and agree that we may transfer your Personal Data worldwide.
HOW DO WE USE COOKIES?
Cookies are small text files that are sent to and stored in your web browser when you visit our System. They are unique to your account or browser. These cookies may be first-party or third-party cookies. The section “How We Use Cookies” explains the process for managing cookies. Please note that completely disabling cookies and similar technologies may potentially interfere with your user experience in the System, resulting in unexpected issues with certain features.
Types of Cookies
Session cookies exist only while your browser is open and are automatically deleted when it is closed. Persistent cookies remain stored until you or your browser deletes them or they expire.
These cookies are also classified as first-party and third-party cookies.
First-party cookies are created and placed on your device by the website you are visiting. They are generally used to facilitate the user experience and provide certain basic website functions. Third-party cookies are created and placed on your device by websites other than the one you are visiting. Such cookies are created when you visit a website that incorporates elements from other websites, such as third-party images or advertisements.
Cookies themselves do not identify you specifically. They identify your browser.
We use cookies for the following purposes:
Ensuring the proper provision of our services.
Preventing fraud and violations of the terms of service.
Understanding the behavior of our visitors, allowing us to remember your preferences and configurations.
Analyzing and improving our services.
You may reject specific cookies by changing your cookie settings in your web browser. However, please note that this choice may affect the availability of certain features of our System.
SECURITY OF YOUR PERSONAL DATA
We are deeply committed to ensuring the security of your Personal Data and have implemented both technical and organizational measures to protect it. These safeguards include encryption, access controls, regular security assessments and comprehensive employee training in accordance with data protection protocols.
In our efforts to ensure the security, confidentiality and integrity of Personal Data, we apply various physical, administrative and technical security measures. It is important to note that no method of data transmission or storage can guarantee complete security, and we cannot guarantee that our network or systems will never be subject to potential breaches. However, we take reasonable precautions to protect your Personal Data from risks such as loss, unauthorized interference, unauthorized access or disclosure.
HOW LONG DO WE RETAIN YOUR PERSONAL DATA?
We retain your Personal Data for as long as necessary to provide the services you have requested and to comply with other legal obligations or important business purposes, such as enforcing our contracts, maintaining the security of our services, business and System, responding to legal claims, establishing and protecting our legal rights, or resolving disputes.
ACCESS TO AND CONTROL OF YOUR PERSONAL DATA
You may manage your Personal Data on the “Modify Booking” page available through the booking confirmation email. For any other questions, you may contact us at privacy@exely.com.
You may choose the type of communications you wish to receive from us. Please note that we may be subject to a legal obligation to retain certain data where we need to verify your identity using Personal Data available to us. This is necessary so that we can locate the appropriate data and ensure that your Personal Data is not disclosed to a person who is not entitled to receive it.
Depending on your location and in accordance with applicable data protection laws, you may have the following rights:
Right of access: allows you to obtain a copy of your data.
Right to withdraw consent.
Right to opt out of receiving electronic communications: You may opt out of receiving Marketing Communications at any time (as described in this Policy) by using the unsubscribe link in the relevant communication, changing your preference settings in the System or contacting us at privacy@exely.com. Please note that opting out of Marketing Communications will not affect service communications necessary to complete your booking.
Right to erasure/deletion: allows you to request that we delete or destroy your data only where we have no reason to continue processing it.
Right to object to processing: You may request that we stop processing your Personal Data.
Right to amendment/rectification: allows you to request that we correct or amend any incomplete or inaccurate information about you.
Right to restriction of processing.
Right to lodge a complaint with your local data protection authority.
Withdrawal of consent or opting out of communications does not affect service-related communications that are necessary for the performance of the contract or for transactional notifications.
How to Exercise Your Rights
To exercise your rights under this Policy, please contact us at privacy@exely.com.
The appointed Data Protection Officer (DPO) is Vladislav Maymin. He is responsible for monitoring compliance with personal data protection requirements and handling inquiries and requests related to the processing of your personal information.
Our Data Protection Officer can be contacted as follows:
Email: privacy@exely.com
Recipient: Data Protection Officer (DPO) — Vladislav Maymin
Please provide your identifying information and specify your request. We will use information from your online booking to verify your identity. We will ask you to provide only the Personal Data that you have previously provided to us. Please note that we may keep records of your communications in order to assist in resolving any issues you raise.
We make commercially reasonable efforts to delete your Personal Data as necessary, but retain records required to comply with government requirements or applicable federal, regional or local laws. We will retain Personal Data for as long as necessary to comply with the purposes or legitimate interests described above in conducting our business, as well as other legal requirements, such as compliance with service agreements, ensuring service security or resolving disputes.
CHANGES TO THIS PRIVACY POLICY
We may periodically change this Privacy Policy. Any changes will be published on this page with an updated “Effective Date”.
If we make any changes to this Policy that materially alter the way we process your Personal Data, we will notify you through our System or by other means in accordance with applicable data protection laws. By continuing to use our services without consenting to or opting out of such changes, you provide your consent to such changes through your conduct.
We recommend that you periodically review the latest version of our Policy to stay informed about how we help protect the Personal Data we collect. You acknowledge and agree that you are responsible for periodically reviewing this Policy and familiarizing yourself with any changes.
CONTACTS
If you have any questions regarding this Policy or wish to exercise your rights, please contact us at the following address: Republic of Uzbekistan, Tashkent, Mirabad District, Movarounnaxr MFY, Istiqbol ko'chasi, 34-uy, or at privacy@exely.com.
We value your privacy and your rights as a data subject. Therefore, we have appointed the Prighter group, together with its local partners, as our privacy representative and your point of contact for the following region:
European Union (EU): Prighter provides you with a simple way to exercise your privacy-related rights (e.g., requests for access to or deletion of Personal Data). If you wish to contact us through our representative, Prighter, or exercise your data subject rights, please visit the following website: https://prighter.com/q/16370082906
EXELY representative in the APAC region: HOSPITALITY SALES INNOVATIONS PTE. LTD., registration number 202144399G, registered address: 10 ANSON ROAD #20-05 INTERNATIONAL PLAZA, SINGAPORE (079903), email: privacy@exely.sg
Sapiens Hotel (“NEWTON`S GRAVITY” MCHJ), 306472041, Tashkent, Yakkasaray District, 1 Mirabad St., 45, +998 71 203 33 35, +998 90 042 33 35, sapienshotel@gmail.com, is the Controller (operator) of your Personal Data as determined by applicable data protection laws.
By booking Rooms (Services) using the System and/or providing us with your Personal Data, you confirm that you have read and understood this Policy and consent to the actions described herein.
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User agreement
TERMS AND POLICIES
This document, entitled “Terms and Policies,” contains the Online Booking Rules and the Privacy Policy of “HOTEL SALES WIZARD” LLC FE (hereinafter referred to as “EXELY”). It governs the use of the EXELY Booking Engine including the terms of booking, payment, cancellation, and personal data processing. By accessing or using our services, you acknowledge that you have read, understood, and agreed to the provisions set out in this document.
GUIDE
PART 1: ONLINE BOOKING RULES
PART 2: DATA PROTECTION AND PRIVACY
PART 1: ONLINE BOOKING RULES
These Rules have been developed by EXELY, the software right holder of EXELY Booking Engine, and shall apply when you (User) book Rooms (Services) through EXELY Booking Engine. All bookings of Rooms and extra Services made on the Hotel’s website are carried out through EXELY Booking Engine.
The Hotel stated below operates independently and may have its own internal rules, booking terms, and privacy or data protection policies. When booking through EXELY Booking Engine, you agree that the Hotel’s own rules and privacy practices shall apply in addition to these Rules, and that EXELY acts solely as the technical provider for facilitating your booking.
When using EXELY Booking Engine, you confirm that you have read and understood these Rules and undertake to adhere to and comply with it. If a User does not agree with any provision of the Rules, the User has no right to use EXELY Booking Engine.
These Rules may be edited without any prior notice. The amended Rules shall enter into force from the date of publication on the website www.exely.com and in EXELY Booking Engine. If the User disagrees with the changes made to the Rules, the User is obligated to stop using EXELY Booking Engine.
EXELY Booking Engine is a booking service that provides Users with the technical capability to independently book Rooms (Services) in Hotels.
The term Room (Services) means a set of services for temporary accommodation in a Hotel, as well as other services booked by the User using EXELY Booking Engine in the Hotel.
The term Hotel means the premises used to provide Room (Services) services (Hotel, Sanatorium, Mini-Hotel, Hotel Complex, etc.). The Hotel's name: Ramada Plaza Tashkent. The Hotel's legal entity details: Sapiens Hotel ("NEWTON`S GRAVITY" MCHJ), 306472041, Ташкент, Яккасарайский р-н, ул. Мирабад 1, 45, +998 71 203 33 35, +998 90 042 33 35, sapienshotel@gmail.com
The term User means you, a person who books Room (Services) through EXELY Booking Engine, or the person who you represent.
EXELY is neither an agent of the Hotel selected by the User, nor an intermediary between the User and the Hotel. EXELY does not make bookings for the User at the Hotel.
EXELY does not charge the User for booking Rooms (Services) at Hotels through EXELY Booking Engine.
BOOKING AGREEMENT
The User and the Hotel enter into an agreement for booking the selected Room (Services) once the User completes the payment for the booking. Any claims and liabilities related to the provided services shall be resolved directly between the User and the Hotel. The Hotel, where the Rooms (Services) are booked, is the party liable to the User under the agreement.
A completed booking can be paid by any method available on EXELY Booking Engine, unless the Hotel has restricted the selection of payment methods.
If third parties are involved in the booking process, such as agents, technical intermediaries, or account holders used to accept payment for the User's booking through EXELY Booking Engine, the Hotel remains responsible to the User for the provision of the booked Rooms (Services) and for any refunds.
The Hotel has the right to offer non-refundable rate plans. Under the terms of these rate plans, in case of cancellation or no-show, the prepaid amount (partial or full) will not be refunded and will be withheld by the Hotel as a penalty. Please read the terms and conditions of special offers carefully before completing your booking.
The hotel where the User has booked the Room (Services) shall provide the User with the documents confirming the period of stay and the payment method used: internet acquiring or deferred payment.
Confirmation of the booking is displayed on the screen immediately after the booking is completed. We recommend that Users print this confirmation and keep it with them. In addition, the booking confirmation will be sent to the email address or phone number provided by the User during the booking process.
The Hotel or EXELY may contact you via email, phone, SMS, WhatsApp, Viber, or social media (such as Facebook) for the following purposes:
- Confirm your personal or booking details
- Notify you of an incomplete booking
- Remind you of an upcoming booking a few days prior to check-in
- Send promotional offers and other communications from the hotel after your departure
- Request a review of your stay at the hotel
- Request feedback on the booking engine
- Offer visa support, airport transfer, or air travel services
- Invite you to participate in hotel market research
HOTEL INFORMATION
The International Hotel Star Rating System is designed to assess the quality of hotels. The star ratings of hotels listed in EXELY Booking Engine are provided by the hoteliers themselves. THIS INFORMATION IS NOT VERIFIED BY EXELY. Hotels submit all additional information, including descriptions, room prices, location, and other data directly to EXELY Booking Engine.
EXELY is not responsible for any inaccuracies in the information provided by the Hotel.
ROOM (SERVICES) PRICE
All prices listed in EXELY Booking Engine are set by the hotels and apply to all types of bookings under the conditions specified by the hotels. Bookings are made at the prices valid for the duration of the intended stay. Special offers created by Hotels in EXELY Booking Engine are automatically included in the room rate calculations. The Hotel guarantees that the room and service prices displayed in EXELY Booking Engine are accurate and valid for each booking.
All prices added by the hotel to EXELY Booking Engine per room, apartment, or house are considered valid for the selected period of stay and include the tax-free services (for hotels only) specified in the room description. According to the internal rules and regulations, Hotels are required to set tax-inclusive prices in EXELY Booking Engine. However, these prices may not cover certain fees imposed by local authorities.
Prices in EXELY Booking Engine are displayed in the currency used by the Hotel. The booking service also offers the option to convert prices to other currencies.
PAYMENT METHODS
Bank card (through Exely Booking Engine using Internet acquiring)
- In Exely Booking Engine, a User selects the Bank card payment method and pays the amount specified by the hotel in the payment window.
- If a User pays only part of the cost for the Room (Service) at the time of booking, the remaining balance is to be paid at check-in.
Deferred payment
- A User can provide their information for booking a Room (Service) either through Exely Booking Engine, or directly to the hotel, without Exely being involved.
- Based on the data provided by the User or the hotel in Exely Booking Engine, the User receives an automatic email with the booking details and a payment link. The User needs to click the payment link and make a payment using a bank card. Once the payment is complete, Exely Booking Engine generates a booking confirmation and sends it to the email provided by the User during the booking process.
- If a User pays only part of the cost for the Room (Service) at the time of booking, the remaining balance is to be paid at check-in.
- Payment must be made on the dates specified by the hotel. If the User doesn't make the payment within the specified period, Exely will automatically cancel the booking.
Bank card guarantee
- A User enters their bank card details in the corresponding fields in the opened window with the domain name exelypayments.com, which belongs to Exely. The entered information is sent to the hotel selected by the User via secure communication channels through a secure server as a guarantee of the booking. The hotel independently decides whether to charge the User's bank card through its acquiring system. If the hotel cannot process the bank card transactions required to secure the booking, it has the right to cancel the User's booking.
- A User must ensure that their bank card is valid and has enough funds to cover the payment.
Bank transfer
- A hotel may set any prepayment and restrictions for bank transfer. Generally, this payment method is available to Users no more than 5 days prior to the check-in date.
- Bank transfer is available for both legal entities and individuals.
- Payment must be made within the period specified in Exely Booking Engine and in the invoice.
- In case of delayed payment, the hotel has the right to cancel the booking in Exely Booking Engine.
Electronic payment (E-payment)
- In Exely Booking Engine, a User selects the E-payment method and pays the amount specified by the hotel in the payment window. The transaction is processed through the online external payment systems. The available electronic payment methods may vary depending on the payment system being used, and users are required to choose from the payment methods provided by that system.
- If a User pays only part of the cost for the Room (Service) at the time of booking, the remaining balance is to be paid at check-in.
Voucher for one night’s booking
- The User logs in to their account on the Exely Booking Engine. The voucher is part of the Loyalty Program provided by the Hotel. To apply the voucher, the booking Tariff should meet the criteria outlined in the Hotel’s Loyalty Program.
- The voucher entitles the User to pay for one night’s booking or partially cover the cost of booking for more than one night. If a User pays only part of the cost for the Room (Service), the remaining balance is to be paid by another payment method.
At check-in
- A User pays for the booking at the hotel.
BOOKING MODIFICATION
The rules for changing confirmed bookings are determined according to the rate plan, individual booking confirmation of each booking made through EXELY Booking Engine and depending on the payment method.
Payment on arrival (at check-in)
Type of data available for change:
- Dates and time of arrival/departure
- Contact details: name, phone, email
- Room type
- Rate plan
- Comment
- Additional services, if they are not included into the rate plan
- Cancel booking of a room (out of few)
- Delete personal details after the stay
Bank transfer by individuals and legal entities
Type of data available for change:
- Dates and time of arrival/departure if the amount of a invoice does not change
- Contact details: name, phone, email
- Comment
- Additional services, if they are not included in the amount of invoice or the pre-payment or if the amount does not change
- Delete personal details after the stay
Pre-payment guarantee
Type of data available for change:
- Time of check-out
- Contact details: name, phone, email
- Additional services, if they are not included in the rate plan price
- Delete personal details after the stay
Bank card
Type of data available for change:
- Dates of arrival/departure if the amount will not be less than the amount paid
- Contact details: name, phone, email
- Comment
- Time of check-in/out if the payment for early check-in does not change or it is not included in the prepayment
- Additional services, if they are not included in the rate plan price or a prepayment
- Delete personal details after the stay
Voucher for one night’s booking
Type of data available for change:
- Dates and time of arrival/departure
- Contact details: name, phone, email
- Room type
- Rate plan
- Comment
- Additional services, if they are not included into the rate plan
- Cancel booking of a room (out of few)
- Delete personal details after the stay
Electronic payment (E-payment)
Type of data available for change:
- Dates of arrival/departure if the amount will not be less than the amount paid
- Contact details: name, phone, email
- Comment
- Time of check-in/out if the payment for early check-in does not change or it is not included in the prepayment
- Additional services, if they are not included in the rate plan price or a prepayment
- Delete personal details after the stay
Users can edit this information only in EXELY Booking Engine by clicking the link provided in the booking confirmation email.
Users cannot book one more room or change the number of people arriving, regardless of the payment method.
Changes that affect prepayment using any of the payment methods offered by EXELY Booking Engine are not permitted.
You may cancel your booking in EXELY Booking Engine and create a new booking with the necessary changes. Before doing so, please read the Cancellation Policy and your booking confirmation.
BOOKING CANCELLATION
BOOKING CANCELLATION
To avoid confusion, bookings must always be cancelled through EXELY Booking Engine. EXELY Booking Engine ensures that the hotel where the booking is to be cancelled shall immediately be notified of this action. Bookings can only be cancelled in EXELY Booking Engine using the link and access code provided in the booking confirmation email. Once the cancellation procedure is completed, a cancellation notice will be sent to the User. If the User is unable to cancel the booking as stated above, we recommend contacting the Hotel. If the User made a payment by bank card or used a deferred payment, the payment amount will be refunded and transferred to the bank card or digital wallet used for payment within the period set by the payment service provider. Normally, this period does not exceed 45 business days from the date of payment made through EXELY Booking Engine. The time between the refund transaction and the actual crediting of funds to the User's account depends on the internal processes of the bank and the payment service provider.
In case of using the "Bank Card Guarantee" payment method, the Hotel is responsible for refunding the amount of money transferred from the account. For cancellations, we recommend contacting the Hotel directly to request a refund. For late cancellations or no-shows, the Hotel reserves the right to charge a penalty fee. When booking a room or services, please carefully read the booking terms, special offer and Cancellation Policy outlined on the Hotel's website, the Booking Service, and in the Booking confirmation. In case of early check-out, the Hotel reserves the right to charge a penalty to cover any incurred losses.
INFORMATION SECURITY
The necessary information provided by the User for completing the booking is sent to the Hotel. Some of this information may be shared with a third party, which is authorized to send an email to the User requesting feedback on the quality of the Room (Services). The User may unsubscribe from the third party's mailing list in the first email received.
By accepting the terms and conditions of these Rules, the User grants consent to the collection, systematization, storage, updating, use, and transfer of their personal data to the Hotel and third-party suppliers. This includes the depersonalization and removal of personal data such as name, email address, phone number, nationality, and any other information provided by the User through EXELY Booking Engine. These personal data are collected to provide services to the User and respond to their requests. This information is included in the Booking сonfirmation, reports and accounting papers. Email addresses may be used to gather feedback on the quality of services offered by the Hotel. The User grants consent to the processing of their personal data in accordance with the Privacy Policy and Cookie Policy of EXELY Booking Engine for the purposes outlined in the User Agreement. These purposes include online booking at the Hotel, generating reports and accounting papers, receiving feedback on the quality of services provided by the Hotel.
If the User receives promotional emails, they will have the option to unsubscribe from such mailings. Personal data is processed by EXELY Booking Engine in accordance with its Privacy Policy and Cookie Policy.
MISCELLANEOUS
All information in EXELY Booking Engine is provided with the highest possible accuracy. However, mistakes and misprints cannot be completely excluded. All information about the Hotels (photos, prices and text descriptions of rooms and services) is provided by the Hotels themselves. The Hotels bear sole responsibility for any inaccuracies related to this information.
The User uses EXELY Booking Engine at their own risk. EXELY Booking Engine is provided to the User on an "as is" condition. EXELY takes no responsibility, including any guarantee that EXELY Booking Engine will meet the User's specific objectives. EXELY shall not be liable for any losses incurred by the User as a result of using EXELY Booking Engine.
EXELY's liability is, in any case, limited to a maximum of 100 euros, and is only imposed if EXELY is proven to be at fault.
These Rules constitute the complete agreement between the User and EXELY regarding the use of EXELY Booking Engine and supersede all prior agreements between the User and EXELY.
CONTACT DETAILS
EXELY - "HOTEL SALES WIZARD" LLC FE, Taxpayer Identification Number: 310463717, legal address: Uzbekistan, 100060, Tashkent City, Mirabad, Movarounnaxr MFY, Istiqbol street, 34.
Hotel – Sapiens ("NEWTON`S GRAVITY" MCHJ), 306472041, Ташкент, Яккасарайский р-н, ул. Мирабад 1, 45, +998 71 203 33 35, +998 90 042 33 35, sapienshotel@gmail.com
PART 2: DATA PROTECTION AND PRIVACY
EXELY processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and the Personal Data Protection Law of the Republic of Uzbekistan. Personal data is collected and processed to enable online bookings, manage customer relations, ensure system security, and improve our services.
EXELY’s data protection and privacy practices are fully aligned with the Hotel’s lawful instructions and its own Privacy Policy. The Hotel maintains its own Privacy Policy governing the collection and use of Personal Data, and EXELY operates solely within the scope of that policy and applicable data protection laws.
CATEGORIES OF PERSONAL DATA
EXELY processes only the personal data necessary to provide online booking, reservation management, and customer support services. The categories of Personal Data may include, but are not limited to:
- Identification and profile information (full name, gender, nationality, date of birth, guest ID/reference numbers)
- Contact information (email address, phone number, address, messenger IDs)
- Reservation and stay-related details (booking dates, preferences, number of guests, room type, special requests)
- Payment and billing information (masked card data, transaction identifiers, billing details — EXELY does not store full card numbers)
- Technical and log data (IP address, device information, browser type, cookies, activity logs)
- Communication records (chat history, email exchanges, inquiries sent through the system)
- Marketing preferences and consent history
For the full and detailed list of data collected and processed, please refer to our PRIVACY POLICY.
PROCESSOR ROLE AND LAWFUL BASIS
EXELY processes your personal data solely on behalf of and under the lawful instructions of the Hotel, acting as the Personal Data Processor in accordance with applicable data protection laws. The Hotel remains the Personal Data Controller responsible for determining the lawful basis and purpose of processing. EXELY follows the Controller’s documented instructions, implements appropriate technical and organizational measures, and assists in maintaining records and consent logs where applicable.Processing of your personal data will only occur on a valid legal basis such as performance of a contract, legitimate interest, legal obligation, or your consent, where required. In jurisdictions where the legal basis is not consent, the Hotel remains responsible for notifying guests of the applicable lawful basis.
MARKETING COMMUNICATIONS
With your consent, EXELY and/or the Hotel may send Marketing Communications, including updates on services, new features, offers, newsletters, and event invitations, through permitted channels such as email, SMS, WhatsApp, Viber, Telegram, LINE, or Zalo.For Marketing Communications, EXELY may process the following personal data categories:
- Name
- Email address
- Phone number
- Messenger IDs or social messaging handles
- Marketing preferences and consent details
- Booking history and guest preferences and other data when the Hotel instructs EXELY and only to personalize communications.
In cases where the Hotel has collected your consent through its own forms or systems, EXELY will rely on such consent records, as EXELY does not independently determine the purpose of Processing. EXELY assists the Hotel in maintaining proof of consent and managing consent withdrawals in accordance with their instructions. You may withdraw your consent or opt out of marketing at any time without affecting transactional or service-related communications. EXELY does not share your personal data with third parties for direct marketing without your consent and assists the Hotel in maintaining proof of consent and managing withdrawals. Withdrawal of consent will not affect the lawfulness of Processing based on consent before its withdrawal. However, doing so may affect our ability to provide certain updates or offers.
GUESTS AND MINORS
By submitting personal data, you confirm its accuracy and, where applicable, that you have obtained the necessary consent from other guests whose data you provide. EXELY only processes minors’ data with verified parental or guardian consent.YOUR RIGHTS
You may exercise your rights to access, correct, delete, restrict, or object to processing, or withdraw consent at any time by contacting us. Withdrawal of consent does not affect processing lawfully carried out before its withdrawal.CONTACT INFORMATION
For questions or to exercise your rights, please contact:
HOTEL SALES WIZARD LLC FE (EXELY)
Email: privacy@exely.com
Address: 34 Istiqbol Street, Mirabad District, Tashkent, Republic of UzbekistanFor data subjects in the European Union (EU), our privacy representative is:
PRIGHTER GROUP —https://prighter.com/q/16370082906
For the APAC region, our representative is:
HOSPITALITY SALES INNOVATIONS PTE. LTD.
6 Eu Tong Sen Street, #09-09, The Central, Singapore 059817
Email: privacy@exely.sg
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Consent to the processing of personal data
CONSENT TO THE PROCESSING OF PERSONAL DATA
- I hereby give my express and informed consent to " Sapiens Hotel ("NEWTON'S GRAVITY" MCHJ), Mirabad St., Yakkasarai district, Tashkent, 306472041 1, 45, +998 71 203 33 35, +998 90 042 33 35, sapienshotel@gmail.com (hereinafter referred to as the "Accommodation Facility"), acting in as a Controller of Personal data, to process my following personal data for the purpose of booking and managing the booking of Rooms (Services) provided by the Accommodation Facility: first name, last name, patronymic or middle name (if any), email address, phone number, nationality, gender, date of birth, address, passport data or other identification cards, government identification number, scanned copies of identification cards, guest information, arrival and departure dates, accommodation conditions, special needs, purpose of the trip, loyalty program data, username and password, booking data, transaction history, communication records, IP address, my device ID, browser type, operating system the system and other technical information about my device and interaction with the website.
- I give my consent to the Hosting Facility to transfer my personal data to HOTEL DISTRIBUTION SOLUTIONS LLC, registration number 309 900 645, Tashkent city, Mirabad district, Yangi Mirobod, 71 Nukus Street, and IP HOTEL SALES WIZARD LLC, registration number 310 463 717, Republic of Uzbekistan, Tashkent, Mirabad district, MFI Movarounnahr, 34 Istikbol Street (hereinafter referred to as "EXELY"), acting as a Personal data Processor, for processing my personal data in accordance with the Law of the Republic of Uzbekistan No. ZRU-547 "On Personal Data", Regulation (EU) 2016/679 (General Data Protection Regulation GDPR) and other applicable data protection laws ("Data Protection Laws") in order to automate business processes, centralize data storage and management.
- I authorize the Hosting Service and EXELY to collect my personal data on my voluntary submission or automatically. I acknowledge that failure to provide this information or consent may result in the inability to access or use certain functions of the booking system or the services of the Accommodation Facility.
- If I provide personal data belonging to third parties, I confirm that I have received their legal consent, and I undertake to provide proof of such consent upon request.
- I understand and agree that my personal data may be processed by the Accommodation and EXELY for the following legitimate and specific purposes, including the processing of my personal data necessary to fulfill our contractual obligations with the Accommodation related to the booking of rooms (services) The location, including:
- Booking rooms (services), account registration and booking management;
- Communications related to the services of the Accommodation Facility;
- Resolve complaints, problems, or disputes to improve customer service;
- System improvement, troubleshooting, and analytics
- Security, fraud prevention and legal protection; and
- Goals that are reasonably related to the above.
My data will be processed in an appropriate, limited and proportionate manner, ensuring accuracy and timely updates.
I consent to all actions of the Hosting Service and EXELY regarding the processing of my personal data, including the collection, recording, storage, organization, extraction, use, transfer (provision, access), distribution, coordination, consolidation, restriction, deletion, destruction or use of cookies and automated tracking technologies.
- I consent to the Hosting Facility and EXELY transferring my personal data to authorized service providers, including cross-border data transfer, when necessary for the provision of services and in accordance with Data Protection Laws. Such a transfer may include transfers to countries that do not provide the equivalent level of data protection required by the laws of my place of residence or the country of my Residence. In this case, and where applicable, appropriate safeguards will be implemented, such as standard contractual terms provided for by Data Protection Laws.
- This consent takes effect from the date of its acceptance and remains valid until the purpose of processing is achieved or until I withdraw my consent. I can exercise my rights under Data Protection Laws, including the right to request information, suspend processing, update or correct data, and other rights by contacting EXELY by email privacy@exely.com or by contacting the Accommodation Facility at sapienshotel@gmail.com or in writing to the address Tashkent, Yakkasaray district, Mirabad St. 1, 45.
- I confirm that I have read and understood this Consent and voluntarily consent to the processing of my personal data in accordance with its terms.