Privacy Notice for Guest Registration
This notice applies exclusively to guests who upload their identity documents with us. For the rest of the website, please refer to our general Privacy Policy.
Why We Need the Data
Portuguese law requires us to report all foreign guests to the authorities (SEF/AIMA) within three working days of arrival. For this purpose, we collect first and last name, date of birth, place of birth, nationality, place of residence, document number, and document type. The legal basis is Art. 6(1)(c) GDPR — compliance with a legal obligation.
To verify the accuracy of the information, we are legally required to inspect a copy of the official identity document. You upload a photo of your ID card or passport for this purpose.
Automatic Text Recognition — Your Choice
To spare us having to type the data manually, the required details can be automatically extracted from your photo. This automated reading only takes place if you give your explicit consent in the form. You can instead select “By hand, please”; in that case, we enter the data ourselves, your photos do not leave our house, and you suffer no disadvantage whatsoever.
The legal basis for automated text extraction is your consent pursuant to Art. 6(1)(a) GDPR. You may revoke this consent at any time with effect for the future; the lawfulness of the processing carried out up to the revocation remains unaffected.
Who Processes the Data
If you consent to automated text extraction, the photo is transmitted to our processor Microsoft Ireland Operations Ltd. and processed in their data centre in Sweden (Azure OpenAI Service, deployment type “Standard”). No transfer to the USA takes place.
Microsoft processes the data strictly bound by instructions under a Data Processing Agreement (DPA). The data is not used to train AI models and is not shared with third parties. Microsoft may evaluate queries for abuse detection; for services deployed within the European Economic Area (EEA), any human review is conducted by personnel located within the EEA.
If you select “By hand, please”, no transfer to any external service provider takes place. Your photos will be seen exclusively by us.
How Long We Store the Data
We delete uploaded images as soon as we have verified the details and prepared the statutory reporting. The reported data itself is retained for as long as required by the statutory reporting obligation.
No automated deletion routine runs in the background — deletion is performed deliberately by a human operator to ensure that no documents still required are prematurely removed.
If You Prefer Not to Use the Form
Alternatively, you may send us your documents by email to info@villalaranjeiras.com. The statutory obligation to inspect the document remains in effect — communicating details over the phone is unfortunately not permitted by law.
Your Rights
You have the right of access, rectification, erasure, restriction of processing, data portability, and the right to object. To exercise these rights, contact info@villalaranjeiras.com. You also have the right to lodge a complaint with a data protection supervisory authority.