Privacy Policy

Last updated: 9 July 2026

1. About this Privacy Policy

HotelCards.ie is a trading name of CardLogic Limited, an Irish company providing hotel key cards, printed card products, card wallets, sleeves and related accessories to hotels and other business customers.

In this Privacy Policy, “Hotel Cards”, “HotelCards.ie”, “CardLogic”, “we”, “us” and “our” refer to CardLogic Limited.

This Privacy Policy explains how we collect, use, store and protect personal data when you:

• Visit HotelCards.ie.
• Contact us by phone, email or through an online form.
• Request a quotation or product sample.
• Place or discuss an order.
• Upload artwork or other production files.
• Create an account or subscribe to marketing communications.
• Communicate with our sales, design, production or support teams.

This policy applies to information relating to identifiable individuals. It does not apply to information that relates only to a company or organisation and cannot identify an individual.

2. Who Is Responsible for Your Personal Data?

For most activities described in this policy, the data controller is:

CardLogic Limited trading as HotelCards.ie
Company number: 478303
Kilkenny Commercial Centre
Sion Road
Kilkenny
Ireland

Email: info@hotelcards.ie
Telephone: 01 506 5661

CardLogic Limited determines how and why personal data collected through HotelCards.ie is processed.

In some circumstances, a business customer may provide us with personal data solely so that we can produce personalised cards or other printed materials on its behalf. In those circumstances, the customer will normally be the data controller and CardLogic Limited will act as its data processor.

3. Personal Data We Collect

The information we collect depends on how you interact with us.

Contact and business information

This may include:

• Your name.
• Job title or department.
• Company, hotel or organisation name.
• Business email address.
• Business telephone or mobile number.
• Billing and delivery addresses.
• Country or region.
• Your preferred method of contact.

Although you may contact us in a professional capacity, information such as your name, direct email address and telephone number is still personal data.

Enquiry and quotation information

When you ask us for information or a quotation, we may collect:

• Details of the products you require.
• Card technology, lock system or encoding requirements.
• Quantities, materials and finishes.
• Delivery requirements.
• Estimated budgets or purchasing timeframes.
• Notes about your hotel, property or project.
• Samples or reference materials you provide.
• Records of our correspondence with you.

Order and transaction information

If you place an order, we may process:

• Products and quantities ordered.
• Purchase order numbers.
• Billing and delivery details.
• VAT and tax information.
• Payment status.
• Bank transfer references or payment confirmations.
• Delivery and tracking information.
• Order history.
• Returns, complaints or warranty information.

Where card payments are available, payments may be handled by a specialist payment provider. We do not normally receive or store your complete card number or card security code.

Artwork and production information

To manufacture customised products, we may receive:

• Hotel logos and brand guidelines.
• Card, wallet or sleeve designs.
• Contact details printed on products.
• Photographs or other supplied images.
• Proofing instructions.
• Approval records.
• Production specifications.
• Print-ready artwork files.

Logos, general hotel information and other corporate branding will not normally be personal data. However, artwork may become personal data where it contains a person’s name, photograph, direct contact details or other identifying information.

Account information

Where website accounts are available, we may collect:

• Username.
• Encrypted password.
• Account contact information.
• Saved addresses.
• Order history.
• Account preferences.

Website and technical information

When you visit HotelCards.ie, certain technical information may be collected automatically, including:

• IP address.
• Browser type and version.
• Device type.
• Operating system.
• Approximate location based on IP address.
• Pages viewed.
• Date and time of visits.
• Referring website.
• Links and buttons used.
• Cookie choices.
• Website performance and error information.
• Security and access logs.

Marketing preferences

We may record:

• Whether you agreed to receive marketing.
• The type of communications you wish to receive.
• When and how consent was obtained.
• Whether you opened or interacted with a marketing communication.
• Any unsubscribe or objection request.

4. How We Collect Personal Data

We may collect personal data:

• Directly from you.
• From another employee or representative of your organisation.
• Through website forms.
• During telephone or email conversations.
• Through quotation, proofing and ordering processes.
• When you upload or send artwork.
• When you create an account.
• Through cookies and similar technologies.
• From delivery companies, payment providers or business partners.
• From publicly available business sources, such as company websites and professional directories.
• At trade events, meetings or business networking activities.

If your organisation provides us with your details, it is responsible for ensuring that it is permitted to do so.

5. How and Why We Use Personal Data

We only process personal data where we have a lawful reason to do so.

Responding to enquiries and preparing quotations

We use contact, business and project information to:

• Respond to questions.
• Recommend suitable products.
• Check card or lock-system compatibility.
• Prepare quotations.
• Arrange samples.
• Discuss artwork and production requirements.

Our legal basis is taking steps at your request before entering into a contract and our legitimate interest in responding to business enquiries.

Processing and delivering orders

We use personal data to:

• Set up customer accounts.
• Process purchase orders.
• Produce customised products.
• Send and approve artwork proofs.
• Arrange payment.
• Deliver orders.
• Provide order updates.
• Handle reorders, returns, complaints and warranties.

Our legal basis is the performance of a contract or taking steps before entering into a contract.

Where the customer is a company rather than an individual, we may rely on our legitimate interest in managing the business relationship and fulfilling the company’s order.

Managing customer relationships

We may use your information to:

• Maintain customer records.
• Provide customer support.
• Keep a record of previous specifications.
• Make repeat ordering easier.
• Follow up on quotations.
• Resolve queries or disputes.
• Inform you about operational changes that affect an order.

Our legal basis is contractual necessity and our legitimate interest in providing effective customer service and managing business relationships.

Accounting and legal compliance

We use order, invoice, payment and customer information to:

• Maintain accounting records.
• Prepare tax returns.
• Meet VAT and company-law obligations.
• Prevent and investigate fraud.
• Respond to lawful requests from public authorities.
• Establish, exercise or defend legal claims.

Our legal basis is compliance with legal obligations and our legitimate interest in protecting our business and legal rights.

Website operation and security

We use technical data to:

• Operate and maintain the website.
• Keep the website and customer accounts secure.
• Detect malicious activity, fraud or unauthorised access.
• Diagnose technical problems.
• Create backups.
• Measure website performance.
• Improve navigation and usability.

Our legal basis is our legitimate interest in operating a secure, reliable and effective business website.

Where non-essential cookies or tracking technologies are involved, we rely on your consent.

Marketing

We may use your business contact details to send information about:

• Hotel key cards.
• Eco-friendly card materials.
• Card wallets and sleeves.
• New products or services.
• Relevant offers.
• Company news.
• Reordering reminders.

We will send electronic marketing where you have provided consent or where marketing is otherwise permitted by applicable law.

Every electronic marketing message will include a way to unsubscribe. You may also object to marketing at any time by contacting us at info@hotelcards.ie.

We do not sell personal data to third parties for their own marketing.

Business administration and improvement

We may use personal data to:

• Review sales and enquiry trends.
• Plan production and stock requirements.
• Train staff.
• Monitor service quality.
• Obtain professional advice.
• Improve our products and business processes.

We rely on our legitimate interests, provided those interests do not override your rights and freedoms.

6. Customer-Supplied Personal Data

Standard hotel key cards normally do not need to contain a guest’s name, reservation details or other personal information.

Customers should not send us:

• Hotel guest lists.
• Reservation databases.
• Door access logs.
• Passport or identity-document details.
• Payment card details.
• Health information.
• Other sensitive or unnecessary personal data.

If a project requires products to be personalised with personal data, this must be agreed with us before the information is transferred.

Where we process personal data solely on a customer’s documented instructions for a printing or personalisation project:

• The customer is responsible for having a lawful basis for using and sharing the information.
• We will use the information only to provide the agreed service.
• Access will be limited to staff and suppliers who need it for the project.
• We may require a data processing agreement.
• The customer must not provide more personal data than is necessary.
• The information will be deleted or returned in accordance with the agreed instructions, subject to limited backup and legal-retention requirements.

7. Cookies and Similar Technologies

HotelCards.ie may use cookies, pixels, local storage and similar technologies.

Cookies may be used for the following purposes:

Strictly necessary cookies

These are required for basic website functions such as:

• Website security.
• Remembering privacy choices.
• Maintaining shopping baskets or account sessions.
• Processing forms.
• Preventing fraud.

These cookies do not normally require consent.

Preference cookies

These remember choices such as language, region or display preferences.

Analytics cookies

These help us understand how visitors use the website, which pages are useful and whether technical problems occur.

Marketing cookies

Where used, these may help measure advertising campaigns or display more relevant advertising.

Except where a cookie is strictly necessary, it will not be placed until you have provided consent. You can accept, reject or change your cookie choices through the website’s cookie settings.

Withdrawing consent will not affect the lawfulness of processing that took place before consent was withdrawn.

More detailed and current information about individual cookies should be made available through the website’s cookie settings or separate Cookie Policy.

8. Who We Share Personal Data With

We may share personal data with trusted organisations where this is necessary to operate our business or provide an order.

These may include:

• Website hosting and maintenance providers.
• Email and business communication providers.
• Customer relationship management and accounting software providers.
• Cloud storage and backup providers.
• Payment service providers and banks.
• Couriers, delivery companies and postal providers.
• Card manufacturers and specialist production partners.
• Printing, finishing and fulfilment subcontractors.
• IT support and cybersecurity providers.
• Analytics and advertising providers where you have consented.
• Accountants, auditors, insurers and professional advisers.
• Debt collection or credit-control providers.
• Public authorities, regulators, courts or law-enforcement bodies where required by law.
• A purchaser, investor or adviser involved in a proposed sale, restructuring or transfer of our business.

We require service providers that process personal data on our behalf to protect the information, maintain confidentiality and use it only for the agreed purpose.

We do not sell or rent personal data.

9. International Transfers

Some service providers may store or process information outside Ireland or the European Economic Area.

Where personal data is transferred outside the European Economic Area, we will take appropriate steps to protect it. These may include:

• Transferring information to a country covered by an adequacy decision.
• Using approved standard contractual clauses.
• Applying additional contractual, organisational or technical safeguards.
• Relying on another lawful transfer mechanism.

You may contact us for further information about the safeguards used for a particular transfer.

10. How Long We Keep Personal Data

We keep personal data only for as long as it is required for the purpose for which it was collected.

Our usual retention periods are:

• General enquiries and unsuccessful quotations: normally up to 24 months after the last meaningful contact.
• Customer and order records: for the duration of the customer relationship and normally for at least six years where required for accounting, tax or legal purposes.
• Invoices and financial records: normally six years or longer where a matter remains under review, dispute or investigation.
• General artwork and product specifications: normally up to three years after the most recent order to support repeat orders, unless a different period is agreed.
• Artwork containing personal data processed for a customer: according to the customer’s instructions and the agreed production requirements.
• Customer support and complaint records: normally two years after the matter is closed, unless the information forms part of a longer-term order or legal record.
• Marketing information: until you unsubscribe, object or we determine that the information is no longer current.
• Marketing suppression records: limited information may be retained to ensure that we continue to respect an unsubscribe request.
• Website security and server logs: normally up to 12 months, unless they are required to investigate a security incident.
• Cookie consent records: for as long as reasonably necessary to demonstrate and manage your privacy choices.
• Legal claims and disputes: for as long as necessary to establish, exercise or defend the relevant claim.

We may retain information for longer where required by law, regulatory requirements, an ongoing dispute or a lawful instruction from an authority.

When personal data is no longer required, it will be securely deleted, anonymised or destroyed.

11. Data Security

We use appropriate technical and organisational measures designed to protect personal data against:

• Unauthorised access.
• Accidental loss.
• Misuse.
• Alteration.
• Disclosure.
• Destruction.

Measures may include:

• Access controls.
• Password protection.
• Encryption where appropriate.
• Secure website connections.
• Firewalls and security monitoring.
• Malware protection.
• Regular backups.
• Software updates.
• Restricted staff access.
• Confidentiality requirements.
• Secure disposal processes.
• Supplier security checks.

No website, email system or internet transmission can be guaranteed to be completely secure. You should not send sensitive or unnecessary information through ordinary email or general website forms.

12. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to your personal data.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal data.
• Request that processing be restricted.
• Object to processing based on legitimate interests.
• Object at any time to direct marketing.
• Receive certain information in a portable format.
• Ask for personal data to be transferred to another organisation where applicable.
• Withdraw consent at any time where processing is based on consent.
• Lodge a complaint with a data protection supervisory authority.
• Obtain information about safeguards used for international transfers.
• Not be subject to certain decisions based solely on automated processing.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, email info@hotelcards.ie and clearly describe your request.

We may need to verify your identity before responding. We will normally respond within one month, although more time may be permitted for complex or numerous requests.

You will not normally be charged for exercising your rights. A reasonable fee may be charged, or a request may be refused, where it is manifestly unfounded or excessive.

13. Complaints

Please contact us first if you have concerns about how we handle your personal data. We will try to resolve the matter promptly.

You also have the right to complain to the Irish supervisory authority:

Data Protection Commission
6 Pembroke Row
Dublin 2
D02 X963
Ireland

You may also contact the supervisory authority in the EU or EEA country where you live or work.

14. Automated Decision-Making

We do not currently use personal data to make decisions based solely on automated processing that produce legal effects or similarly significant effects.

Website analytics or advertising systems may group visitors according to general browsing activity, but non-essential tracking will only be used where the required consent has been obtained.

15. Children’s Personal Data

HotelCards.ie is a business-to-business service and is not directed at children.

We do not knowingly collect personal data from children through the website. A parent or guardian who believes that a child has submitted personal data to us should contact info@hotelcards.ie.

16. Third-Party Websites

HotelCards.ie may contain links to websites operated by manufacturers, payment providers, social media platforms or other third parties.

We are not responsible for the privacy practices of third-party websites. You should review the privacy information provided by the relevant third party before submitting personal data.

17. Changes to This Privacy Policy

We may update this Privacy Policy to reflect:

• Changes to our services.
• Changes to our website or technology.
• New suppliers or processing activities.
• Changes in legal or regulatory requirements.

The latest version will be published on HotelCards.ie with an updated revision date.

Where a change materially affects how we use personal data, we may provide an additional notice by email or through the website where appropriate.

18. Contact Us

Questions, requests or concerns about this Privacy Policy or our use of personal data can be sent to:

Privacy Contact
CardLogic Limited trading as HotelCards.ie
Kilkenny Commercial Centre
Sion Road
Kilkenny
Ireland

Email: info@hotelcards.ie
Telephone: 01 506 5661