Privacy Policy
Effective Date: June 2025
Last Updated: June 2025
About This Policy
Sun Lodge Hotel respects your privacy and is committed to protecting your personal information. This privacy policy explains how we collect, use, and protect your data when you visit our website or stay at our hotel.
Our Website: https://sunlodgehotel.com
Information We Collect
Hotel Reservations and Guest Services
When you make a reservation or stay with us, we collect:
- Contact information: Name, phone number, email address, postal address
- Booking details: Check-in/out dates, room preferences, special requests
- Payment information: Credit card details for securing reservations
- Identification: Government-issued ID for hotel registration requirements
- Emergency contacts: For guest safety purposes
Website Interactions
Contact Forms When you contact us through our website, we collect the information you provide in the contact form, including your name, email, phone number, and message content.
Comments and Reviews If you leave comments or reviews on our website, we collect:
- The information shown in the comment form
- Your IP address and browser information for spam detection
- An anonymized email hash that may be used with Gravatar services
Cookies and Website Usage We use cookies to improve your website experience:
- Essential cookies: Remember your preferences during your visit
- Convenience cookies: Save your name and email if you choose to comment (stored for one year)
- Login cookies: Remember your login status (last for two days to two weeks)
- Analytics cookies: Help us understand how visitors use our website
How We Use Your Information
Hotel Operations
- Reservations: Process bookings and manage room assignments
- Guest services: Provide requested services during your stay
- Communication: Send booking confirmations, updates, and respond to inquiries
- Safety and security: Maintain guest safety and hotel security
- Legal compliance: Meet government registration and tax requirements
Website and Marketing
- Website functionality: Ensure our website works properly for all visitors
- Customer service: Respond to questions and provide assistance
- Service improvement: Understand how we can better serve our guests
- Marketing communications: Send promotional offers (only with your consent)
Information Sharing
When We Share Information
We only share your personal information in these specific situations:
Service Providers We work with trusted companies that help us operate our hotel and website:
- Payment processors for secure credit card transactions
- Booking platforms and travel agencies
- Website hosting and technical support services
- Cleaning and maintenance service providers
Legal Requirements We may share information when required by law:
- Government registration requirements for hotel guests
- Tax reporting obligations
- Legal investigations or court orders
- Emergency situations involving guest safety
Business Partners
- Sunseekers Tours: Our sister company for tour and transportation services (only when you request these services)
What We Don’t Do
- We never sell your personal information to third parties
- We don’t share your information for marketing by other companies
- We don’t provide guest information to unauthorized parties
Data Security
How We Protect Your Information
- Secure systems: Electronic key card systems and secure data storage
- Staff training: Our team is trained on privacy and data protection
- Access controls: Only authorized staff can access guest information
- Secure transmission: Website forms use encryption to protect your data
- Payment security: Credit card information is processed through secure, encrypted systems
Your Hotel Stay
During your stay, we maintain physical security measures to protect your privacy and belongings. Our electronic key card system ensures only authorized persons can access guest rooms.
Your Privacy Rights
Access and Control
You have the right to:
- View your information: Request a copy of personal data we have about you
- Correct information: Update or correct any inaccurate information
- Delete information: Request deletion of your personal data (subject to legal requirements)
- Limit use: Request that we limit how we use your information
- Data portability: Receive your information in a format you can use elsewhere
How to Exercise Your Rights
Contact us using the information below to make any requests regarding your personal data. We will respond within 30 days.
Data Retention
How Long We Keep Information
- Guest registration records: Retained as required by Ghana law
- Booking information: Kept for 7 years for accounting and tax purposes
- Website comments: Stored indefinitely to maintain comment history
- Contact form submissions: Deleted after resolving your inquiry
- Marketing communications: Until you unsubscribe or request deletion
Automatic Deletion
Some information is automatically deleted:
- Login cookies: Expire after 2 days to 2 weeks
- Temporary cookies: Deleted when you close your browser
- Website session data: Cleared after your visit ends
Third-Party Websites
External Links
Our website may contain links to other websites, including:
- Tourism and travel information sites
- Local attraction and restaurant websites
- Partner booking platforms
These external websites have their own privacy policies. We are not responsible for how other websites handle your information.
Embedded Content
Some pages may include embedded content (videos, maps, social media posts) from other websites. These external services may collect data about your interaction with their content.
Children’s Privacy
Our hotel and website services are designed for adults. We do not knowingly collect personal information from children under 16 without parental consent. If you believe we have collected information from a child, please contact us immediately.
Updates to This Policy
We may update this privacy policy to reflect changes in our practices or legal requirements. When we make changes:
- We will post the updated policy on our website
- We will update the “Last Updated” date
- For significant changes, we may notify guests directly
Contact Us
Privacy Questions
If you have questions about this privacy policy or how we handle your information:
Email: reservations@sunlodgehotel.com
Phone: +233 (0) 302 229758
Mail: Sun Lodge Hotel, P.O. Box AN6909, Accra-North, Ghana
Data Protection Requests
To exercise your privacy rights or request access to your personal information, contact us using the information above. Please include:
- Your full name and contact information
- Specific information you’re requesting about
- Proof of identity for security purposes
We are committed to protecting your privacy and will work with you to address any concerns about your personal information.
