Privacy, plainly.
We collect as little as we can, and we are honest about the rest. Here is what we keep, who helps us handle it, how long we hold it, and the choices you have.
What we collect
When you enquire or book, we keep your name, contact details, stay dates, party size and any notes you share, nothing more than we need to arrange your stay.
If you start the booking form and enter your details but leave before sending, we may keep what you entered as a partial enquiry, so we can follow up with you. We do this on the basis of our legitimate interest in not losing a guest who was mid-way through booking. You can ask us to delete it at any time.
If you ask us, while you are looking at dates, to email you the plan you are building (your dates, canvas lodge choice and price), we save your first name and email address for that purpose. Unless you choose the just the plan, no offers option when you ask, we also send a small number of follow up emails about those dates, and every one of them carries a one click unsubscribe. We keep a plan request for up to 24 months, the same as other enquiries, unless you unsubscribe or ask us to delete it sooner.
From your first visit, the site loads measurement and advertising tools that record how pages and the booking flow are used, and set cookies or similar identifiers to do so. We do not ask first. See Cookies, analytics and advertising below for what this means and how to turn it off.
How we use it
To answer your messages, confirm bookings, arrange transfers and prepare your canvas lodge.
To follow up on an enquiry you began but did not finish, based on our legitimate interest described above.
To measure how the site is used (Google Analytics 4 and Tag Manager) and to understand and improve our advertising (the Meta Pixel, which lets us measure and target ads on Facebook and Instagram). This runs from your first visit, without asking first. You can turn it off for your device at any time, and it costs you nothing, through the Cookie preferences link in the footer.
To run the booking administration, and to see which enquiries and campaigns lead to bookings. For this, VELA receives booking details from the hotel's booking system (GuestPro, which runs on Channex): the dates of your stay, the room type, the booking channel and the amount, plus your first name and your email address. We keep your first name and email address in our booking records for two reasons: the booking administration, and the review request after your stay, described next. We also keep a hash of your email address, a scrambled version of it. A hash is not anonymous: it can still be matched to the same address, which is exactly how we link a booking to an earlier enquiry or campaign.
After your stay we send you one email. It has a link to tell us how it went, and a link to write a public review on a review site. Every guest who stayed gets the same email whatever they think, and we do not hold the public link back from anyone.
We do not sell your details.
Our mailing list
If you leave your email address with us, whether through the newsletter form or to receive an offer code, we add it to our mailing list. That is one and the same list: the code and the newsletter are not separate sign-ups, and we say so on the form itself before you send it.
We keep your email address, your first name if you gave one, the date you signed up, the wording of the consent line you agreed to, and where you signed up from, so that we can show later what you actually said yes to. We use it to send you occasional notes from VELA: openings, seasonal offers and stories from the coast.
Every email we send you carries an unsubscribe link. One click removes you and we stop, no reply or explanation needed. You can also write to us and we will do it for you.
We keep your address until you unsubscribe. You can unsubscribe at any moment, using the link in every email we send. Once you unsubscribe we keep a note that you did, so we do not add you back by accident.
Cookies, analytics & advertising
We use three groups. Necessary cookies keep the site working, your preferences and the booking flow, and are always on. Analytics cookies (Google Analytics 4 and Tag Manager) help us see what is read and where bookings stall. Marketing cookies (the Meta Pixel) help us measure and improve advertising.
Analytics and marketing measurement run from your first visit, no banner, no question first. If you would rather we did not measure your visit or track it for advertising, use the Cookie preferences link in the footer at any time. It turns both off for your device and we remember that choice. This stops us recording your visit and actions and sending them to Google and Meta. It does not remove cookies those services may have already set the moment their scripts loaded, since those scripts load for every visitor from the first page, whatever they later choose.
Separately from cookies: when you send us a booking enquiry, we pass your email address and phone number to Meta in hashed form (a pseudonymised code). A hash is not anonymous: Meta can match it to its own accounts, which is how it links your enquiry to an advertisement it may have shown you. We do this every time an enquiry is sent, including if you have turned marketing measurement off in Cookie preferences, because it is handled as part of processing your enquiry rather than through cookies in your browser.
Who helps us handle your data
We use a few trusted providers to run the site and look after your stay: Supabase (our database and file storage), Resend (sending and receiving our emails, and logging them), TransIP (our domain and forwarding of incoming mail) and Netlify (hosting). The hotel's booking system, GuestPro (which runs on Channex), shares booking data with us, as described above. Google (Analytics 4 and Tag Manager) and Meta (the Pixel) also receive site-usage data, from your first visit, in the ways described above.
The team at the property that answers your messages and looks after your stay, PT Siddhi Sedana Jaya (Dhananjaya), handles your details on behalf of and under instruction from VELA. A data processing agreement is in place between VELA and PT Siddhi Sedana Jaya.
Your messages to us, and our replies, are also passed on to the owners of VELA and to the hotel team, so they can follow up on your stay. They read them in their own mailboxes, which run on Google and on gorooted.nl (a Dutch email provider) for the owners, and on the hotel team's own email domain. Incoming mail reaches us through Resend, and TransIP forwards it on.
Some of your data is processed outside the European Economic Area, including in Indonesia (the hotel team) and by service providers in the United States and the EU (Resend, Supabase, Netlify and Google). Meta also receives the data described above.
If you contact us through the WhatsApp buttons on the site, you choose that channel yourself. WhatsApp's own terms and Meta's terms apply to that conversation.
How long we keep it
Confirmed bookings (won or reserved), and bookings that carry a partner commission: 10 years. We keep these this long because a confirmed booking is part of our accounts, and a partner commission has to stay traceable to the booking it came from.
Correspondence (the emails and messages we exchange with you about a stay): 24 months after the last activity on your enquiry, then deleted or anonymised. Anonymised means your name, contact details and message are erased; we keep only dates, amounts and counts. This is the retention period for guest details held by VELA and by PT Siddhi Sedana Jaya on our behalf. Copies of messages that were passed on to the mailboxes of the owners of VELA and of the hotel team are not deleted automatically. You can ask us to have them deleted by writing to reservations@velatianyar.com.
Partial enquiries (details entered in the booking form but never sent): 6 months after the last change, then deleted. We keep them only so we can follow up with you if you were interrupted.
Our own visitor statistics (which pages are visited, and how a visit reached us): 14 months, then deleted.
Mailing list: until you unsubscribe. Once you have been unsubscribed for 24 months, your address is removed from the list, and we keep a note that you unsubscribed so you are not emailed again.
Our own record of the emails we sent: 24 months, then deleted.
Booking records from the hotel's booking system (GuestPro): the first name, the email address and the hash of the email address are erased 24 months after your departure date. The booking itself, with its dates, amounts and channel, stays without them. The raw messages we receive from the booking system, which contain your details, are deleted 24 months after they arrive.
Table reservations at Saga: name, email, phone number and notes are erased 24 months after the reservation date.
Our email provider keeps delivery logs for a limited period.
Analytics data at Google: retained on a rolling window of up to 14 months, then aggregated.
Your choices
You can ask what we hold about you, correct it, ask us to delete it, ask us to restrict how we use it, ask for a copy in a portable format, or object to a use, by writing to reservations@velatianyar.com. We answer within 30 days. Where we rely on your consent, you can withdraw it at any time, which does not make the earlier use unlawful. You can also lodge a complaint with a data protection supervisory authority.
Analytics and marketing measurement is not something we ask you to opt into, so there is nothing formal to withdraw. If you would rather we turned it off, use the Cookie preferences link in the footer at any time. It works immediately and we remember your choice on this device. It does not cover the enquiry-matching with Meta described above, which is not cookie-based and is not affected by this setting.
To leave our mailing list, use the unsubscribe link at the bottom of any email we send you. It works straight away and needs nothing from us.