Scandic Online Meeting Booking Terms and Conditions



General

You and the hotel hereby agree to these terms and conditions for day conference bookings. The name of the company that runs the hotel (hereinafter referred to as 'Scandic​' or 'The Hotel') and with which the agreement is entered into, is stated in the booking confirmation. Unless a special agreement is entered into, the following rules apply.

Please note that these terms and conditions apply only to conference bookings made and confirmed via Scandic’s website. If you make a conference request or booking through another channel (e.g. via e-mail) you will receive a quote or confirmation (as the case may be) together with the then applicable terms and conditions.

Booking and Confirmation

In order to place a booking of a day conference through Scandic’s website booking portal MeetingPackage.com (the “Portal”) you have to create a user account (“Account”). Registration of an Account is completed online and confirmed by e-mail to the e-mail address provided by you. All information related to your booking will be stored on your Account. The Account is necessary to be able to place bookings via the Portal.
In order to book a conference room at a Scandic hotel and register for an Account, you must be 18 years of age or older. You are obliged to provide truthful, complete and up-to-date information as requested in the Portal. If you act on behalf of a company or other legal entity, you represent and warrant that you are authorized to place a booking and enter into these terms and condition on behalf of such entity. Should you not be authorized to act on behalf of the entity, you will be hold personally liable for the booking.
A booking is binding once it has been confirmed by Scandic and you have received a booking reference number. You may receive this in writing via e-mail or directly to your Account. Any changes to the booking must be done through the Portal or in writing to The Hotel.
The Hotel reserves the right to book a conference room that best suits the number of participants indicated by you in the booking. The conference booking is valid for the number of participants stated in the booking confirmation. If the number of participants is essentially changed, The Hotel has the right to address a new conference room for the conference, and renegotiate the conference’s details and prices.
The booking cannot be transferred to a third party without a written agreement from Scandic. Commission will not be applicable for meeting rooms booked online.
The prices found on Scandic’s website are available and bookable on Scandic’s website only and will not be offered if you initiate a booking via The Hotel directly, Scandic’s reservation offices or a third party channel.

Company agreements and discounts do not always apply to conference bookings made on Scandic’s website, it depends on your agreement with Scandic. Discounts cannot be applied to bookings once they have been made.

The Hotel’s obligations and your requests

Inform The Hotel staff of any special requests such as special diets prior to your arrival so The Hotel can prepare for your conference. If special requests are informed too close to the conference The Hotel may not be able to fulfil them.

Payment

Payment shall be made by credit card on Scandic’s website when the booking is made or at The Hotel upon arrival. Invoicing may be an alternative payment method if your company has an invoicing agreement with Scandic (see below). However, you as customer are responsible for all costs related to your booking, unless otherwise agreed to with The Hotel.

In case the conference is pre-paid at the time of booking, the prepayment is deducted from the final bill and will be included in the calculation of cancellation fees as stated below. If the booking has been pre-paid and cancellations or reductions have been made in line within the cancellation timelines given, Scandic will refund the same credit card that has been used to pay for the booking. From the moment we authorize the refund, your bank still needs to process it. The amount of time it takes to process the refund differs between banks and payment methods.

To be eligible for invoicing your company needs to hold a valid invoicing agreement with Scandic. If a valid invoicing agreement cannot be found, The Hotel will contact you to agree on another payment method. In case a valid invoicing agreement cannot be found, or you cannot be reached for settling via a different payment method, The Hotel reserves the right to cancel the booking.

In case of invoicing, the amount is due for payment 10 days from the date of invoice. As the booker of the conference you are responsible for all costs in connection therewith. An invoicing fee will be charged. Late payments will be subject to 1,5 % interests per current month plus an administration fee.

Changes and Cancellations

• • If your number of delegates for your meeting is between 2-15 at the time you made your booking, cancellations and changes can be made without charges up to 3 days (72 hours) before the date and time of arrival.
  • If your number of delegates for your meeting is between 16-30 at the time you made your booking, cancellations and changes can be made without charges up to 7 days before the date and time of arrival.
  • If your number of delegates for your meeting is between 31-50 at the time you made your booking, cancellations and changes can be made without charges up to 14 days before the date and time of arrival.
  • If your number of delegates for your meeting is above 51 delegates at the time you made your booking, cancellations and changes is accordingly to our general terms and conditions.

If you cancel or change your booking later, The Hotel reserves the right to charge you the full price of the booking. In case of no-show, delayed arrival or early departure The Hotel is entitled to a compensation equivalent to the full price of the final booking.

Processing of Personal Data

Scandic Hotels Group AB (company reg.no. 556703-1702) and other Scandic group companies (together defined as “Scandic”, “we”, “us” in this section) will, as controllers, processes your personal data when you book a day conference via the Portal.

When you book a day conference at one of our hotels via the Portal, an Account will be created in your name. The Account is necessary in order to place bookings via the Portal. We will process your personal data provided to us in the Portal and Account in order to provide, handle, administer, follow up and obtain payment for your booking. This includes our processing of your personal data in order to inform, communicate and respond to requests or inquiries from you with regards to your booking via one of our communication channels (e.g. e-mail or telephone). Your personal data and data connected to your booking will be stored in your Account profile.

The Account can be deleted at any time upon your request by contacting The Hotel. However, please note that you will not be able to place bookings via the Portal unless you have a valid Account. Deletion of your Account will have no effect on made bookings.

If you share sensitive personal data with us (e.g. information about allergies or food preferences), you consent to us processing such personal data in order to handle your booking.

We process the following personal data in order to manage your booking and Account:

Personal Data

Legal basis for processing

Identity related data (e.g. name) Contact details (e.g. e-mail address, telephone number, address) Account details (e.g. log in credentials) Payment details applicable to your choice of payment (e.g. Company Reg. No., card information, company e-mail address, company address, reference)  Booking details (e.g. previous or upcoming conferences) Sensitive personal data (e.g. information regarding health such as allergies)  Other data you provide us in conjunction with your booking (e.g. conference room requests)

The processing is necessary in order for us to fulfil our agreement with you (providing day conferences). The processing of sensitive personal data will be done in accordance with your explicit consent.

Retention period: Personal data connected to a specific booking will be saved for 120 days after the end of such day conference bookings.  Personal data connected to your Account profile (Account details) will be processed for as long as the Account is valid.

Your personal data and other information about your booking may be transferred to companies within and outside the EU/EEA that operate Scandic hotels but that are not part of the Scandic group or to our suppliers, in order for us to manage your booking (e.g. if you book a conference room at one of our franchisee’s hotels). For more information, see Section “Transfer of personal data and recipients with whom we share information” in Scandic’s Privacy Policy.

Scandic has implemented appropriate technical and organisational measures to protect your personal data against for instance loss, manipulation and unauthorised access. We continuously adapt our security to new technology in order to maintain high security levels.

Privacy law gives you several rights in relation to our processing of your personal data. You may exercise your rights described in Section “Your rights” in Scandic’s Privacy Policy. If you would like to exercise your rights, please visit your nearest Scandic hotel and speak with the receptionist and they will assist you, or send an e-mail to gdpr@scandichotels.com.

If you have any questions, comments or complains regarding our processing of your personal data or our compliance with Scandic’s Privacy Policy or applicable privacy law, please feel free to contact us (see contact details in Section “Who do you contact if you have questions?” in our Privacy Policy).

General reservations/Force Majeure

If the obligations and liabilities of Scandic are affected by strikes, lock-outs, blockades, war, restricted supplies, natural disasters or other circumstances beyond the control of The Hotel, Scandic shall be excused from performing its obligations and is entitled to cancel your booking without liability.

Disputes

These terms and conditions shall in all respects be regulated by the substantive law of the country in which The Hotel where the booking is made is located, without reference to the choice of law provisions thereof.