Privacy policy

Who is responsible?

The controller for this guest-registration website is IKW Immokontakt Wohnideen GmbH, Ludwig-von-Höhnel-Gasse 9/Parzelle 69, 1100 Vienna, Austria. For privacy requests, contact office@ik-wohnideen.at or call +43 650 311 00 02.

Why we process your data

We process the data you enter solely to maintain the statutory guest register, create the printable guest-registration record and meet related statutory obligations. The legal basis is Article 6(1)(c) GDPR in conjunction with §§ 5 and 10 of the Austrian Registration Act (MeldeG) and § 19 of the Registration Act Implementing Regulation (MeldeV).

Providing the required registration data is necessary to complete the statutory registration. If you do not wish to use this online form, please contact the accommodation provider so that an alternative lawful registration process can be arranged.

What data we process

• identity and registration details: name, date of birth, gender, nationality and home address;
• for guests who are not Austrian citizens, travel-document details required for the guest register;
• details of accompanying family members or a travel group where supplied;
• stay details: apartment, booking reference, arrival and departure dates;
• your electronically captured signature and signing date; and
• a short-lived pseudonymous security identifier derived from the IP address, used only to prevent abuse of the form and staff sign-in.

We do not use this form for advertising, profiling or analytics. No marketing or analytics cookies are used for guests.

Recipients and access

Access is limited to authorised City & More staff who need the record for the guest register and printing process. We disclose data to the registration authority or the police only where this is required by law. The private staff archive is not public and PDFs are not published through a public link.

Hosting, database and protected file storage are provided for us by technical service providers acting on our instructions. Where a provider processes personal data outside the European Economic Area, we use the transfer safeguards required under Chapter V GDPR. The accommodation provider must maintain the applicable data-processing documentation for the services used.

How long we keep the data

Electronic guest-register data is retained for seven years and then deleted, unless a longer retention period is required to meet another legal obligation. The short-lived security identifiers expire after the relevant 15-minute security window.

Security

Your submission is transferred over HTTPS. The archive is protected by a separate staff access code, time-limited secure session cookies, rate limiting and access checks. The website is configured to prevent indexing, framing and browser caching of the staff area and API responses. No security measure can provide an absolute guarantee; please do not share the staff access code.

Your rights

Subject to the legal conditions, you may request access, correction, restriction of processing and, where no statutory retention obligation applies, deletion. You may also lodge a complaint with the Austrian Data Protection Authority: Barichgasse 40–42, 1030 Vienna, dsb@dsb.gv.at, dsb.gv.at.

Send privacy requests to office@ik-wohnideen.at. We will respond within the statutory time limit.