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As a Hotel and Restaurant Customer

Data Protection at S Group hotels and restaurants

The most trusted hotel chain in Finland, Sokos Hotels, has 46 Sokos Hotels in Finland and Estonia, and we also operate eight Radisson Blu Hotels in Finland. In addition, we have around 500 restaurants across Finland.We process the personal data of our hotel and restaurant customers, business partners and staff in order to enable a successful stay at our hotel or restaurant.

Data Controller

The Data Controller is SOK Corporation. If you have questions regarding the processing of your personal data, please contact tietosuoja.mara@sok.fi.

For which purposes do we use your personal data

We use your personal data for processing room, table and facility bookings and for providing the services. Your personal data is also required for the care and maintenance of your customer relationship. For example, we may need to contact you in relation to your reservation or a disturbance. On the basis of your personal data, we will send you customer communication related to your bookings, but we will only send you direct marketing based on your consent.If you are a loyal customer or co-op member, we will also use your personal data in connection with our loyal customer purchase or Bonus programmes.You may also receive from us research surveys related to the development of our customer service.For more information on the purposes for which we use your personal data, please visit https://www.sokoshotels.fi/en/privacy-policy.

What type of personal data do we collect and how

For your visit, we need your name and contact details. In addition, we will process information related to your customer relationship, such as information on your future bookings, information on your past bookings or restaurant visits, or information on your S-Card membership. When you contact us, we may save your phone call and contact history to realise our customer service. We may, at different times, also request your consent to direct marketing.If you book or order our services for another person, for example in the name of a company or an association, we will process your contact details so that we can contact you in relation to the reservation or order as necessary.Your personal data is mainly provided by you when you make a booking at a hotel or restaurant. Alternatively, we may obtain your personal data via a mediator, such as a travel agency or an operator that handles online bookings.In connection with group bookings, the data is provided by the party handling the booking.We may also complete any incomplete data on the basis of the passenger notification you fill out at the hotel, if this is allowed by law.Personal data can also be updated from the files of the Digital and Population Data Services Agency and other data controllers offering address update services and other similar services.

Legal basis for processing of personal data

When you book our services, we enter into an agreement, on the basis of which we will process your personal data. The basis for processing may also be an agreement on our services between your employer company or organisation and SOK.Legislation also requires us to collect and store personal data for the services you use. Such laws include the Accounting Act, for example. In addition, the Accommodation and Hospitality Act (laki majoitus- ja ravitsemistoiminnasta) obligates hotels to maintain a passenger register. Read more about passenger notification.We can only send you direct marketing based on your consent, and you can prohibit direct marketing at any time.In addition, we consider that we have a legitimate interest in processing certain additional information about you to ensure the success of your visit. Such personal data processed on the basis of a legitimate interest include information on your gender derived based on your title (such as Mr. or Mrs.), information on your past and future bookings, any requests on accessibility or diet, as well as the right to process phone recordings and emails.

Who processes your personal data

Your personal data is only processed by employees of the S Group and our service providers who are specifically tasked with the processing of personal data. We always process your personal data with care, maintaining good data processing practices.When you book a room at one of our Radisson Blu Hotels, information about your reservation is shared with the Radisson Hotel Group (RHG). In such a case, RHG acts as the data controller, and may, for example, supplement your personal data if you stay at hotels belonging to the RHG chain outside of Finland. If you have stayed outside Finland, we will not see any information related to your stay in the S Group’s data, and we cannot process your booking details in the same way as in the case of reservations in Finland.Read more about data protection at Sokos Hotels, Radisson Blu Hotels operating in Finland and our restaurants at https://www.sokoshotels.fi/en/privacy-policy. Read more about data protection at Radisson Hotel Group at https://www.radissonhotels.com/en-us/privacy.

Data Protection Officer’s contact information

S Group’s Data Protection Officer is available at tietosuojavastaava@sok.fi.

Frequently Asked Questions

Below you can find answers to the most frequently asked questions about customer data protection. We have divided the answers by topic. If you have a question that you cannot find the answer to below, or if you would like to provide feedback on our data protection pages, please contact tietosuojustaavastaava@sok.fi.

Hotel and restaurant customer

What data is collected about me?

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.

Where do I report any errors in my data?

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.

For which purpose is my personal data used?

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.

How can I prohibit marketing?

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.

How long will my data be retained?

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.

To whom will my data be disclosed?

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.

Why do I have to fill in the passenger notification and why do you need my social security code?

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.

Why did I receive a customer or research survey?

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.