Last updated: 11 November 2026
1. Data controller
The controller responsible for personal data collected through solardamotta.pt is Vilma Xavier Mourão, operator of Solar da Motta and Loft Tapada.
Address: Urbanização Villa Paulista, n.º 7, 5000-053 Vila Real, Portugal.
Email: solardamotta@gmail.com
Telephone: +351 935 533 140
2. Personal data processed
Depending on the enquiry or service, we may process your name, email address, telephone number, address, billing details, dates of stay, number of guests, special requests and information relating to your booking and payment.
The operation of the website may also generate technical records, including IP addresses, browser information, access logs and security logs.
We request only the data needed for each purpose. In free-text fields, please avoid including health data or other sensitive information that is not essential to your enquiry.
3. Purposes and legal bases for processing
Data is used to:
- Respond to requests for information and availability and take steps requested before a booking.
- Manage bookings, stays, payments, cancellations and communications relating to the contracted service.
- Comply with legal obligations, including invoicing, accounting and guest registration, where applicable.
- Protect the operation and security of the website, on the basis of our legitimate interest in preventing misuse and incidents.
Where processing requires consent, it will be requested separately and may be withdrawn at any time, without affecting processing previously carried out.
Fields marked as mandatory are necessary to process the relevant request. Failure to provide them may prevent us from responding or completing the booking.
4. Services and recipients of data
The website uses WordPress and VikBooking to present the accommodation and manage booking requests. Technical hosting is provided through dominios.pt.
Data may be processed by technical and communications service providers to the extent necessary for the operation of the website and delivery of the service. It may also be disclosed to public authorities where required by law.
We do not sell personal data or use it for third-party advertising.
5. Gmail communications and use of the Google API
Accommodation-related communications are sent through solardamotta@gmail.com.
The integration configured through WP Mail SMTP and the Gmail API enables website messages to be sent using the account authorised by the controller, including information about enquiries, bookings and payments.
This connection does not require guests to authorise access to their own Google accounts. Names, email addresses and content necessary for communications are processed by the email services used.
The credentials and authorisation tokens required for the integration are stored in the system configuration while the connection is active and are not made available to visitors.
Data obtained through Google APIs is used only to provide the communication features described in this policy. It is not sold or used for personalised advertising or to train general-purpose artificial intelligence models. Its use will comply with the Google API Services User Data Policy, including the applicable Limited Use requirements.
6. Data retention
Data is retained for the period necessary to respond to the enquiry, manage the booking and stay, and address any subsequent issues.
Documents subject to legal retention obligations are kept for the applicable periods. Where necessary to exercise or defend rights, relevant data may be retained for a legally justified period.
Once these needs have ended, the data should be deleted or anonymised.
7. External services and international transfers
The use of services such as Gmail, other Google services and WhatsApp may involve processing data outside the European Economic Area. The processing terms and transfer mechanisms used by these providers are set out in their respective privacy policies and terms of service.
You may contact us for clarification about the services used to process your data.
8. Cookies, fonts and external links
We do not use Google Analytics, the Meta pixel or other statistical analysis or behavioural advertising tools.
The website may use technical and session cookies necessary for bookings, navigation and security. Disabling them in your browser may affect some features.
Loading fonts through Google Fonts may establish a connection to Google servers and transmit technical data, such as your IP address and browser information.
Links to WhatsApp or other external websites lead to services with their own privacy policies.
9. Your rights
Under the terms and conditions of applicable law, you may request access to, rectification or erasure of your data, restriction of processing and data portability, and exercise your right to object.
You may exercise these rights by contacting solardamotta@gmail.com. Information strictly appropriate to confirm your identity may be required.
You also have the right to lodge a complaint with the Portuguese data protection authority, Comissão Nacional de Proteção de Dados, at www.cnpd.pt.
10. Updates
This policy may be updated to reflect changes in the operation of the website or in data processing. The current version will be available on this page, showing the date of the latest update.