VALO Operator Oy’s Privacy Policy

 

For customers of VALO Hotel & Work, registered or unregistered.
Updated 7 January 2026

CONTENTS

  1. Introduction
  2. About this Privacy Policy
  3. Your rights and preferences
  4. Collection of personal data
  5. How do we use your personal data?
  6. Sharing your personal data
  7. Data retention and deletion
  8. Transfers to other countries
  9. Links to other websites
  10. Protecting your personal data
  11. Changes to this Privacy Policy
  12. Contact details

1. Introduction
We want to ensure that the use and protection of your data enables a safe and smooth service experience. The purpose of this Privacy Policy is to clearly explain what data we collect, how we collect it, and how we use it. In addition, we want to inform you about the options available to you to manage your personal data.

2. About this Privacy Policy
This Privacy Policy defines matters related to personal data in relation to VALO Operator Oy. The services to which these practices apply include all digital and physical services of the VALO Hotel & Work concept, for which the terms regarding registration and use are defined in our Terms of Use and Corporate Agreements. We may also develop new services or offer additional services, in which case we will update this Privacy Policy. Updating this Privacy Policy may also be necessary for other reasons. We will notify you of these changes.

3. Your rights and preferences
The EU General Data Protection Regulation (GDPR) obliges us to ensure you have the rights provided under the Regulation, including the right to ensure the accuracy of your data and the possibility to delete your data from our systems, as well as other rights related to data protection: all requests concerning your data must be sent by email to the address listed under Contact details. After verifying your identity, we aim to respond within 4 weeks of receiving the request.

4. Collection of your personal data
We collect personal data as follows:

  • When you register for the VALO App, or make another reservation for our services (such as accommodation or a meeting), we collect your name and email address and create a personal profile for you; for VALO App users we also create a personal username and password.
  • When you purchase products or services of the VALO Hotel & Work concept, we collect, depending on the payment method, information such as: payment details, for example name, date of birth, credit or debit card type, expiry date, and certain digits/characters of the card number; address details, postal code, mobile phone number, and transaction history.
  • When you use the VALO App, and/or products or services of the VALO Hotel & Work concept, we record information related to purchase transactions and service usage,
    • Such as information about accompanying travellers or participants in an event.
    • Billing and payment method details.
    • Pricing basis or other information affecting the price.
    • Purchase details and information on reserved or used services.
    • Information about service level such as room type, and other information about requested services.
    • Information about a person’s membership in VALO Hotel & Work’s or partners’ loyalty programs.
    • Information about past and future reservations.
    • Call recordings, email correspondence, and other communications.
    • Other information such as special diets or accessibility needs.
  •  Information may also be collected from customers’ websites and brochures. Data that may be stored in the register may be obtained from messages sent via web forms, by email, by phone, through social media services, from agreements, customer meetings, and other situations in which the customer provides their information. Personal data may also be collected and updated from the Population Information System, credit information registers, and other comparable public and private registers. We also collect visitor data from our website.
  • If you are a VALO Work member, you may use any indoor positioning systems available in our properties. In the VALO App, you can choose whether your location is visible to others (other than yourself). Our indoor positioning system records your location within the building. The information is not shared with third parties or linked to you as an individual unless you separately give consent in the VALO App privacy settings.

 

5. How do we use your personal data?

  • To perform the Corporate Agreement
  • To develop our digital system and service concept
  • To communicate with you to ensure customer service
  • To monitor payment traffic and prevent fraud
  • For marketing communications with you
  • To deliver VALO Hotel & Work services, such as:
    • Identifying the customer, managing and developing the customer relationship
    • Providing customer service and customer communications
    • Processing room, table, and space reservations
    • Maintaining and implementing the loyalty programs
    • Selling and delivering additional services
    • Developing the controller’s business and customer service
    • Safeguarding the parties’ rights and ensuring the correctness of the service
    • Implementing the indoor positioning system for VALO Work members

6. Sharing your personal data
Information that we may share as necessary to ensure the maintenance of the service:

  • Technical service providers: we may share your data with technical service providers that we use to deliver the service. We require them to comply with the EU GDPR and this Privacy Policy.
  • Marketing partners: we may share your personal data with our marketing partners who can provide you with more targeted marketing content.
  • Statistical information: we may share anonymous statistical information about system use; data collected from you and stored in the system may also be used to create this information.
  • If we sell our business or negotiate its sale, we may share your personal data to the extent necessary with the buyer or potential buyer.

7. Data retention and deletion

  • We retain your data for as long as required by our legal obligations and the provision of the service. At your request, we will delete or anonymise your personal data and system usage data so that you can no longer be identified from them, unless the law or a necessary business need—such as fraud prevention—requires otherwise.

8. Transfers to other countries

VALO Operator Oy may share your personal data with other companies within the VALO Group in order to carry out the actions described in this Policy. This covers all companies within the VALO Group. VALO Operator Oy may also outsource the processing of your personal data to third parties, or share your personal data with third parties, located outside your home country. In such cases, VALO Operator Oy ensures that the transfer of your personal data is carried out in accordance with applicable data protection law and in a technically appropriate manner.

9. Links to other websites

We may present you with marketing content from the VALO Group or third parties. We are not responsible for third-party marketing content. If you open a third-party advertisement or link, you leave the service provided by VALO Operator Oy, and this Policy will not apply to the personal data you provide.

Please review third parties’ privacy policies carefully.

10. Protecting your personal data

We are committed to protecting our users’ personal data by implementing careful technical and administrative measures. We have implemented practices for pseudonymisation and encryption of data communications, as well as usage and retention practices that prevent unauthorised use of personal data and unnecessary retention in our systems. Everyone who uses VALO Operator Oy systems has a personal password and username. We recommend using a unique and strong password both in our services and on the devices you use, and logging out of VALO Operator Oy’s digital systems when you are not using them.

11. Changes to this Privacy Policy

We may make changes to this Policy when necessary. If we make changes to this Policy, we will inform you, for example by email or through our service. Please read such notifications carefully.

12. Contact details

If you have any questions about our Privacy Policy, please contact:

privacy@valohotel.fi