Skip to Content
Privacy Policy1. Information We Collect2. How We Use Hotelinco PMS and Cloud Services3. Purpose of Processing Your Data4. Disclosure and Sharing of Information 5. Data Security6. Data Retention7. Contact Us

Privacy Policy

Effective Date: 09.05.2025 

Last Updated: 09.08.2026

At Villa Sofija d.o.o. ("we," "our," or "us"), we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, book a stay with us, or use our services.


1. Information We Collect

We collect personal information that you provide directly to us, as well as data gathered automatically through our reservation channels. 

  • Personal Identification Details: Full name, home address, email address, telephone number, and date of birth. 

  • Booking and Transaction Information: Check-in and check-out dates, room/bed preferences, special requests, billing information, and payment card details. 

  • Identification Documents: Passport or national identity card details (where required by local tourism or registration laws). 

  • Technical and Usage Data: Information collected automatically when you visit our website, including your IP address, browser type, device information, and cookies.


2. How We Use Hotelinco PMS and Cloud Services

To manage our property efficiently, process your reservations, and deliver a seamless stay, we use Hotelinco PMS, a cloud-based property management system.

  • Reservation Management: Your booking details, contact information, and stay preferences are entered and stored securely within the Hotelinco system to manage check-ins, check-outs, and housekeeping tasks. 

  • Online Booking Engine: When you book through our website, your data is securely processed via Hotelinco's integrated booking tools. 

  • Data Hosting and Security: Hotelinco acts as our data processor, storing our operational data securely using encrypted cloud infrastructure and automated backups in compliance with data protection standards (such as GDPR).


3. Purpose of Processing Your Data

We process your personal information for the following lawful business purposes:

  • Fulfilling Contracts: To process your reservations, manage payments, and provide lodging services.

  • Legal Compliance: To comply with local legal obligations, such as guest registration logs required by municipal or national tourism authorities. 

  • Customer Communication: To send booking confirmations, pre-arrival instructions, invoices, and post-stay follow-ups.

  • Service Improvement: To analyze reservation trends and enhance our property features and guest experience.

4. Disclosure and Sharing of Information 

We do not sell, trade, or rent your personal information to third parties. We may share your data only under these circumstances:

  • Service Providers: With trusted third-party vendors who assist us in running our business—primarily Hotelinco (our PMS provider) and payment gateway processors..

  • Legal Authorities: When required by law, court order, or governmental regulation (e.g., mandatory tourist tax reporting or law enforcement requests).

5. Data Security

We implement robust technical and organizational security measures—including data encryption (TLS/SSL) and strict access controls provided through Hotelinco—to safeguard your personal information against unauthorized access, alteration, disclosure, or destruction.


6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, including satisfying legal, accounting, or reporting requirements. Guest data stored within Hotelinco is maintained in accordance with our retention schedule and statutory tax archiving laws.


7. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or want to inquire about how your data is handled within Hotelinco, please contact us at:

  • Property Name: Villa Sofija d.o.o. 

  • Email Address: irena@villasofija.com 

  • Phone Number: +386 31 378 827 

  • Property Address: Gosposvetska cesta 3, 1000 Ljubljana