Hotel and restaurant customers

We collect data about our customers that we need to carry out a hotel stay, restaurant visit, meeting booking and good customer service. In the case of a hotel booking, we need your name and contact details. In addition, filling out a passenger notification is mandatory at all hotels by law. We may add some of the reservation details into our booking system, such as your home address, in connection with your stay, but we will not save your social security code or any similar data in our booking system. We also process information about your future and current bookings in order to make sure that you get the best possible experience and service during your stay.

If you are a member of the S-Card loyal customer system, we will collect information about your stay and purchases in order to maintain your membership and to make use of the benefits due to a loyal customer.

For more information about the personal data we collect and the grounds for processing it, please visit https://www.sokoshotels.fi/en/privacy-policy and https://www.radissonhotels.com/en-us/privacy.

We want to serve you based on your needs and wishes. When we process data concerning your gender or previous or future bookings, we can pre-complete your passenger card, account for your wishes at the hotel or restaurant and arrange something special for your during a bank holiday or your birthday, for example. The travel business is about experiences, which means that accommodation and visits to restaurants involve a lot more than just the physical setting and surroundings.

We may also send you direct marketing based on your consent. You can prohibit direct marketing at any time.

The Accommodation and Hospitality Act (laki majoitus- ja ravitsemistoiminnasta) requires hotels to maintain a passenger register. That is why we ask you to fill in a passenger notification upon your arrival at our hotel. A joint passenger notification may be prepared for travellers on a group trip. The passenger notifications are collected in a passenger register that is stored at the hotel.

On the passenger notification, you are asked for your full name and Finnish social security code or date of birth and citizenship, if you are not Finnish. You must also include in the notification full names and social security codes of any spouse and minor children accompanying you, or their dates of birth and address details. In addition, the passenger notification indicates the country from which you are arriving to Finland, the number of your travel document and your date of arrival and departure. The data provided with the passenger notification can be transferred to SOK’s travel and hospitality industry customer register, excluding the social security code which is only processed in the passenger register.

The passenger notifications and the information therein are stored for one year from the date of signing, after which time they are disposed of. However, data used for customer service and direct marketing purposes can be stored longer in SOK’s travel and hospitality industry customer register.

Passenger data may be disclosed to the authorities within the limits allowed and required by valid legislation, such as when answering the authorities’ requests for information.

During your booking, we may use external service providers to carry out various activities relating to customer service and customer relationship management. All of our partners adhere to the S Group’s customer data processing principles, and data processing agreements have been signed with them.

When you book accommodation at a Radisson Blu Hotel in Finland, the reservation details will also be disclosed to the Radisson Hotel Group, which will act as an independent data controller. For more information about data protection at the Radisson Hotels Group, please see https://www.radissonhotels.com/en-us/privacy.

We will transfer your purchase information within the S Group to accrue your co-op member’s Bonus purchases and S-Card customer points. Furthermore, if you want to accrue points through the customer loyalty programme of an airline, information about your stay may be handed over to our partners.

Your data will be automatically deleted from our systems when three years have passed since your last stay and you do not have any valid bookings.

When arriving at our hotel, check the pre-completed passenger notification to make sure that your information is correct. Tell the hotel reception staff if any of your data has changed, and we will correct it.

If you are a co-op member or an S-Card loyal customer and have made your reservation as registered user on www.sokoshotels.fi, we will receive your contact details from the co-op member or S-Card system. We will automatically obtain any changes to the addresses of co-op members from the Digital and Population Data Services Agency, unless you have prohibited the updating service.  Your new address data will be used in connection with your next reservation.

A direct marketing permission issued to the S Group, which also applies to the direct marketing of our hotels and restaurants, can be withdrawn in several ways:

• you can withdraw your direct marketing permission by logging in to Oma S-kanava;
• you can use the co-op member service (available in almost all Prisma and Sokos stores);
• you can submit a request on the withdrawal of your direct marketing permission with the feedback form (in Finnish)– select “asiakasomistajuus” (co-op membership), S-Etukortti card and Bonus as the subject matter;
• you can call the S Group’s co-op member service, tel. +358 8 76 5858 (Mon–Fri from 8 am to 8 pm, call rate EUR 0.084 per minute); or
• you can send an email to asiakkuus@sok.fi.

You can withdraw a newsletter subscription or marketing message subscription by clicking the link at the end of the newsletter. Hotel staff are not able to cancel any newsletters you have subscribed to, as we do not manage newsletter subscription information in the hotel reservation system.

A hotel reservation is usually accompanied by an email address that we will use to contact you if necessary. We may also ask for feedback on your stay. The survey will be automatically sent to the email address indicated in the reservation. We use customer feedback to improve our services.

Sometimes you may receive a customer service survey even if you have not stayed at our hotel in a while, because you may have booked an overnight stay on behalf of another person and your email was linked to the other person’s data when the booking was confirmed, for example. Another customer may also have incorrectly entered their email when making a reservation. In case of an error, please contact tietosuoja.mara@sok.fi and we will correct your data.