PRIVACY POLICY – THE HR COLLECTION

Last Updated: August 17, 2026

1. Data Controller

The data controller responsible for the processing of personal data is:

Data Controller: HotelRepresentatives
Trade Name: The HR Collection / HotelRepresentatives
Address: Cidade Arte Barra – Avenida Antônio Gallotti, 920 – Bloco 2, Apt. 811 – Barra Olímpica – Rio de Janeiro – RJ – 22775-024 – Brazil
Email: rio.hr@hotelrepresentatives.org
Website: www.thehrcollection.com

For any questions regarding the processing of personal data or to exercise your rights, you may contact us using the email address indicated above.

2. What Personal Data May We Collect?

Depending on your relationship with The HR Collection, we may collect different categories of personal data, including:

• Full name.

• Company and professional position.

• Email address.

• Telephone number.

• Country and city.

• Professional information.

• Information relating to the company or organization you represent.

• Information included in information or booking requests.

• Preferences relating to travel, accommodation, events, meetings, retreats or honeymoons when necessary to process a request.

• Data required for administrative and contractual management.

• Information relating to subscriptions and contracted services.

• Technical information resulting from the use of the website, such as IP address, browser, device and browsing data, in accordance with our Cookie Policy.

We do not intentionally request special categories of personal data unless they are strictly necessary to provide a specific service and there is a valid legal basis for processing them.

3. How Do We Use Your Data?

Personal data may be processed for the following purposes:

a) Managing information requests

To respond to enquiries submitted through forms, email or other contact channels.

b) Managing booking requests

When a user requests information or a booking for accommodation, a venue, event, meeting, retreat, honeymoon or another service included in The HR Collection, we will use the necessary data to manage the request with the relevant property or service provider.

c) Managing relationships with hotels and venues

In the case of hotels, resorts, venues and other suppliers that are part of The HR Collection, we will process the necessary data to manage the commercial, contractual and operational relationship.

d) Managing subscriptions and services

If you subscribe to a service offered by The HR Collection, we will use the necessary data to manage registration, invoicing, payments, service-related communications and customer support.

e) Commercial communications and newsletters

Where the user has provided consent, we may send information about The HR Collection, new hotels and venues, destinations, offers, commercial proposals, Meetings & Events, Honeymoon, Retreats, news and content related to the tourism industry.

Users may unsubscribe from these communications at any time by using the unsubscribe link included in each communication.

f) Administrative and contractual management

To manage contracts, invoicing, payments, incidents, claims and other obligations arising from our relationship with customers and suppliers.

g) Improving our services

We may use technical and statistical information to analyse website performance, improve the user experience and develop our services.

h) Compliance with legal obligations

Where necessary to comply with applicable legal, tax, accounting or administrative obligations.

4. Legal Basis for Processing

Personal data will be processed on the basis of one or more of the following legal grounds:

• Performance of a contract: when the data is necessary to provide a requested service or manage a contractual relationship.

• Pre-contractual measures: when the user requests information or makes a request prior to entering into a contract.

• Consent: when the user's consent is required.

• Compliance with legal obligations: when processing is necessary to comply with a legal obligation.

• Legitimate interest: when The HR Collection has a legitimate interest and such interest does not override the rights and freedoms of the data subject.

5. Who May We Share Your Data With?

In order to provide certain services, personal data may be shared with third parties where necessary and where there is a valid legal basis for doing so.

These may include:

• Hotels, resorts and accommodation providers included in The HR Collection.

• Venues and event spaces.

• Tourism service providers related to a request.

• Travel agencies or event organisers when they are involved in a request.

• Technology providers required for the operation of the platform.

• Payment service providers.

• Web hosting, email, CRM, marketing and communications management providers.

• Professional advisers, where necessary.

• Public authorities and competent bodies where required by law.

Third parties will only receive the data necessary to provide the relevant service or fulfil the purpose for which the data is shared.

6. International Data Transfers

The HR Collection may work with technology providers or partners located outside Brazil and the European Economic Area.

Where the processing involves international transfers of personal data, the appropriate measures and safeguards required by applicable legislation will be adopted, including, where applicable, legally recognised mechanisms to ensure an adequate level of protection.

7. How Long Do We Keep Your Data?

Personal data will be retained for as long as necessary to fulfil the purpose for which it was collected.

Where there is a contractual relationship, data may be retained for the duration of that relationship and subsequently for the periods necessary to comply with legal obligations and address potential liabilities.

Data used for commercial communications will be retained while there is a valid legal basis for its use and until the user requests to unsubscribe, where applicable.

Once the applicable retention periods have expired, the data will be deleted or, where appropriate, anonymised.

8. User Rights

Individuals whose personal data is processed have the following rights, in accordance with applicable legislation:

• Request access to their personal data.

• Request the correction of inaccurate or incomplete data.

• Request the deletion of their data.

• Request restriction of processing.

• Object to processing.

• Request data portability where applicable.

• Withdraw consent at any time where processing is based on consent.

• Request information about certain automated processing activities where applicable.

To exercise these rights, please send a request to:

hr.rio@hotelrepresentatives.org

The request should clearly state which right you wish to exercise and provide the information necessary to verify your identity.

9. Right to Lodge a Complaint

If you believe that your data protection rights have not been respected, you may first contact The HR Collection so that we can review and resolve the matter.

Where applicable, you may also lodge a complaint with the competent data protection authority in your country.

For processing subject to Brazilian legislation, you may contact the Autoridade Nacional de Proteção de Dados (ANPD).

Where processing is subject to the General Data Protection Regulation (GDPR) of the European Union, you may lodge a complaint with the competent data protection authority.

10. Data Security

The HR Collection adopts reasonable technical and organisational measures designed to protect personal data against loss, destruction, unauthorised access, alteration, disclosure or any other unlawful processing.

However, no system for storing or transmitting information over the Internet can guarantee absolute security.

11. Children's Data

The HR Collection's services are primarily aimed at professionals, companies and adults.

We do not knowingly collect personal data from minors without the appropriate legal safeguards.

If you believe that a minor has provided us with personal data without the necessary authorisation, you may contact us to request its deletion.

12. Contact Forms and Requests

When an individual uses a contact form, information request or booking request, the data provided will be processed to manage the request, respond to the enquiry and, where applicable, establish the requested commercial or contractual relationship.

Fields marked as mandatory will be necessary to properly process the request.

13. Commercial Communications

The HR Collection may send commercial communications where there is a valid legal basis to do so.

Where the communication is based on consent, consent may be withdrawn at any time.

Each newsletter or commercial communication will include a simple mechanism to unsubscribe.

Unsubscribing from commercial communications will not affect communications that are strictly necessary for the provision of contracted services or the management of a contractual relationship.

14. Cookies and Similar Technologies

The HR Collection uses cookies and similar technologies to ensure the operation of the website, improve the browsing experience and, where applicable and where the necessary consent has been obtained, obtain statistical information or carry out certain marketing activities.

The use of cookies is specifically regulated in our Cookie Policy, which provides information about the different categories of cookies, their purposes and how they can be managed.

15. Links to Third-Party Websites

The HR Collection website may contain links to websites operated by hotels, resorts, venues, agencies, technology providers or other third parties.

The HR Collection is not responsible for the privacy policies or data protection practices of such third-party websites.

We recommend reviewing the privacy policy of each website before providing personal information.

16. Accuracy of Data

Users are responsible for ensuring that the data provided to The HR Collection is accurate, complete and up to date.

If any of the information provided changes, users should notify us where necessary to keep the information updated.

17. Updates to this Privacy Policy

The HR Collection may modify this Privacy Policy when necessary to adapt it to legal, regulatory, technological or service-related changes.

The current version will always be the one published on this page.

We recommend checking this Privacy Policy periodically to stay informed of any updates.

18. Contact

For any questions regarding this Privacy Policy, the processing of your personal data or the exercise of your rights, you may contact us at:

HotelRepresentatives
The HR Collection
Address: Cidade Arte Barra – Avenida Antônio Gallotti, 920 – Bloco 2, Apt. 811 – Barra Olímpica – Rio de Janeiro – RJ – 22775-024 – Brazil
Email: rio.hr@hotelrepresentatives.org
Website: www.thehrcollection.com

Last Updated: August 17, 2026