Privacy policy for the booking system

Version 2027-01 · as of 4 November 2026 · applies to the online booking system of Zeltwiese Löbejün from its activation.

English translation for information only. Only the German version („Datenschutzerklärung für das Buchungssystem“) is authoritative.

This policy informs you how we process personal data when you book via our booking system, receive an offer from us, use a guest account („Mein Bereich“), book with us via a booking platform or stay with us. Our information website www.zeltwiese-loebejuen.de is covered by its own privacy policy linked there (Clause 2a).

1. Controller

Zeltwiese Löbejün, owner Michael Silbereisen, Merbitzer Berg 1, 06193 Wettin-Löbejün, Germany, email: kontakt@zeltwiese-loebejuen.de, phone: +49 171 3176554.

2. Accessing the booking system

When you access it, our server processes, as technically necessary, your IP address, the time, the requested address and browser information in order to deliver the pages and ensure security. To protect against misuse, we briefly count requests and failed login attempts per IP address and account in memory; these counters are not stored permanently. The legal basis is Art. 6(1)(f) GDPR; our legitimate interest is secure operation. The upstream web server keeps no access log; it logs technical errors with the connection data required for this, which may include the IP address. We keep these error logs for no more than 14 days (Clause 11).

The booking system uses no analytics, advertising or tracking services (in particular no Google Analytics and no Google Tag Manager) and embeds no third-party content such as fonts, maps or videos. Online payment via PayPal is currently not activated.

2a. Our website and Google Analytics

Our information website www.zeltwiese-loebejuen.de is a separate service operated by Webnode AG (Switzerland). Among other things, Google Analytics 4 of Google Ireland Limited or Google LLC and a chat widget (Tidio) are embedded there; whether and to what extent data is processed depends on the website's cookie settings. Details, consent and withdrawal are governed by the website's privacy and cookie policy. When you switch from the website to the booking system, no analytics data is passed to the booking system, and the booking system does not load Google Analytics.

2b. Chatbot

On our website you can ask frequently asked questions in a chat window. The chat assistant runs on our own server and answers questions exclusively from our published FAQ. No third-party services are embedded, no cookies are set and no artificial intelligence of an external provider is used.

Your question is transmitted to our server to be answered. As a rule, we do not store it. Only if the assistant finds no suitable or no reliable answer, or if you rate an answer as „not helpful“, do we store the date (without time), the language, the question text and the answer shown in order to improve our answers. We do not store your IP address or information about your device. Email addresses, phone numbers, account numbers and booking numbers are automatically masked before storage. Nevertheless, please do not enter any personal data in the chat.

The legal basis is our legitimate interest in answering guests' questions and improving our information service (Art. 6(1)(f) GDPR). The stored questions are automatically deleted after 90 days. Only administrators of our team have access.

For matters requiring a personal answer, please write to us at kontakt@zeltwiese-loebejuen.de.

3. Booking, offer and carrying out the stay

For a booking we process first name, surname, email address, phone number, your message, period, accommodation or pitch, number of persons, day guests with number and day of visit, your details on sleeping arrangements (for example how many people sleep in the vehicle), type of arrival and vehicles, booked additional services, pre-ordered catering with the day of consumption, prices and price items, chosen payment method, booking number and the times and status of the booking (booked, arrived, departed, cancelled). For offers we additionally process the details you provide, such as organisation, contact person and address.

The phone number of the booking contact person is mandatory; we use it for queries about the booking and the stay. If you change it later, we store the new number with the time and source of the change; the number given at booking is kept as part of the contract record. In the guest account we only show the last digits.

For each vehicle stated you can enter a licence plate or choose „not yet known“ and add it later in the guest account; our staff can also add it. We use licence plates only to allocate the vehicles on the site. They do not become part of the stored contract record and are deleted automatically seven days after departure.

If day guests register spontaneously on site, we record the day of visit, number, vehicles, amount, payment method, optionally a name, and the time and the person recording it.

The purpose is the conclusion and performance of the contract, including allocation of pitches, communication and billing. The legal basis is Art. 6(1)(b) GDPR. Without this information we cannot accept the booking.

If you book via a booking platform (for example Booking.com or Airbnb), we receive from the platform the information required for the booking (name, the contact details transmitted by the platform, period, accommodation, number of persons). We record this information together with the platform, external booking number, agreed price and known payment status in our booking system in order to reserve the pitch and carry out your stay. The legal basis is Art. 6(1)(b) GDPR. The platform itself is responsible for its own processing. In this case we only send you a booking confirmation after manual review.

As proof of the contract content we store for each booking which version of our terms and conditions and our house rules applies, their checksum and the time of acceptance, and which version of this privacy policy was provided to you (Art. 6(1)(b) and (f) GDPR). Providing the privacy policy is not a consent.

4. Changes, cancellations and refunds

If you change or cancel a booking, we log the time, the values before and after, price consequences, the calculation of the cancellation fees per price item, the payment status and any credit. For the cancellation period we store the originally booked arrival date. If we adjust cancellation fees after review (for example because of re-letting or proof provided by you), we store the reason, amount, justification, time and the person processing it. For refunds we store the amount, affected price items, processing steps with justification, time and processing person, payout method, where applicable the bank details given for the transfer and the payout reference; for refunds due to a forest fire ban additionally the blocked days and the charcoal taken back. For partial cancellations we store the services no longer required and the calculation of the partial cancellation fees. If you tell us that fewer persons, tents or vehicles will arrive, we store this notice with its time. If we voluntarily offer you a goodwill credit, we store the amount, reason, time, the offering person and your acceptance or rejection with its time. The legal basis is Art. 6(1)(b) and (c) GDPR.

If we agree a different arrival time with you, we store the agreed time, the content of the agreement, the time and the processing person. If you do not arrive without cancelling (no-show, Clause 13a of the terms), we document the relevant arrival time, the time, processing person and justification of releasing your reservation, the released period, the payment status at that time, any reinstatement of the reservation and, for billing, any re-letting and saved expenses. The legal basis is Art. 6(1)(b) and (f) GDPR; our legitimate interest is traceable billing and defence against claims.

4a. Guest credit

If we hold a guest credit for you, we record every movement – credit, goodwill credit, redemption, reversal after cancellation, payout and correction – with amount, booking reference, time, reason and processing person in a credit journal. If you choose a credit instead of a refund, we store your choice and your consent with the agreed wording and time. We only show credits after login in the guest account, never on the basis of an email address alone. If you request the payout of your credit in the guest account, we store the request, amount, time, reference to the original booking, the payout method and the processing status until execution; if the original payment method is not possible, additionally the account holder and IBAN you provide for this (shown only shortened in the guest account). An administrator arranges the payout after review; there is no automatic payout. For the annual payout of remaining credits from 15 to 31 December at the latest, we determine the original payment method. As long as a credit exists or is being paid out, the guest account cannot be deleted; please contact us in that case. The legal basis is Art. 6(1)(b) and (c) GDPR.

5. Guest account

If you create a guest account, we process your email address, your password in the form of a salted hash (scrypt, never in plain text), times of confirmation and login and the assignment of your bookings. We store confirmation, password and email change links only as hashes; they are valid for 24 hours or one hour (password reset). We store login sessions as hashes for a maximum of eight hours. We limit failed login attempts per device and account (Clause 2). The legal basis is Art. 6(1)(b) GDPR.

Your guest account remains until you delete it; it is not deleted because time has passed. Even after years you can log in and view the bookings assigned to your account (for the storage period of booking data see Clause 11). A booking is only assigned to your account via the personal link from the booking confirmation and with a matching, confirmed email address.

You can delete the account yourself at any time as long as there is no credit (Clause 4a). This removes the account, password hash, login sessions, your consent under Clause 7a, your waiting list entries (Clause 5a) and the assignment of your bookings to the account; the recipient addresses of account emails are anonymised. Deleting the account does not delete your booking data: the bookings themselves with your details, invoices, payments, credit movements, booking emails and messages remain stored (Clause 11). Your rights under Clause 12, in particular to erasure, remain unaffected. We automatically delete unconfirmed accounts seven days after the confirmation link expires.

You can remove bookings whose departure was more than one year ago from your visible booking history yourself, provided no amount is outstanding and no refund or payout process is running. The booking is then no longer shown in your guest account, not even after logging in again; we store the time of this in the booking. This is not a deletion: the booking with your details, invoices, payments and logs remains stored unchanged (Clause 11). You can request the deletion of your data separately at any time (Clause 12).

5a. Waiting list

If you put yourself on the waiting list with your guest account, we store the assignment to your account, accommodation or type of pitch, period, number of adults and children, and the time and processing status (noted, contacted, booked, done) with the processing person and, where applicable, a short note or the booking number. We do not collect any further information for this. Our administrators see the entries with the email address of your account and the current availability in order to contact you when capacity becomes free. There is no automatic booking, payment request or commitment. The legal basis is Art. 6(1)(b) GDPR (pre-contractual measure at your request). If you withdraw an entry or delete your account, the entry is deleted immediately. We delete completed and expired entries according to the periods in Clause 11.

6. Cookies and browser storage

We only use technically necessary storage, for which no consent is required (Section 25(2) No. 2 TDDDG):

• zw_guest: cookie for login to the guest account, valid for a maximum of eight hours or until logout.
• pms_session: cookie for login of our staff in the administration, a maximum of twelve hours.
• zeltwiese-booking-cart: your cart in your browser's local storage. It remains until the booking, until you empty it or delete your browser data.
• zeltwiesePendingCheckout: an interim state of your not yet completed booking in your browser's session storage, so that reloading the page does not discard your entries. It is deleted when the booking is completed or when the browser window is closed.

The booking system therefore does not show a cookie banner. The cookie settings of our website (Clause 2a) do not apply to the booking system.

7. Emails

We send you emails that belong to the booking: booking, change and cancellation confirmations with the contract documents, offers, invoices, payment confirmations, proof of refunds, payment reminders (only after manual review and release in each individual case, never automatically), a stay reminder before arrival with the option to order more catering, and – if you have booked a fire bowl or a charcoal grill – a one-time information on the forest fire danger level three days before arrival; for short-notice bookings this information is in the booking confirmation instead. For bookings via a booking platform we only send a confirmation after manual review. In addition there are emails about your guest account (confirmation of the email address, password reset and change, change of email address) and notices of new messages in the guest inbox. We store recipient, occasion, content, time of sending and delivery status. The legal basis is Art. 6(1)(b) GDPR, for the forest fire information additionally (f) (fire protection). We do not send advertising.

For sending we use the email service of our website platform Webnode (Webnode AG, Badenerstrasse 47, 8004 Zurich, Switzerland; operated by Webnode s.r.o., Brno, Czech Republic), which processes the emails as a processor on the basis of Webnode's data processing agreement (Art. 28 GDPR). There is an adequacy decision of the EU Commission for Switzerland.

7a. Messages in the guest account

A message in the booking form is voluntary. It is stored together with the booking and shown as the first message of the booking in the guest inbox. We store further messages between you and us with content, time, sender, reference to the booking or your guest account and read status. We inform you of a new message from us by email without the message text; we store the sending status of this notification. Only you, after logging in to your guest account, and our administrators can see messages. The legal basis is Art. 6(1)(b) GDPR.

We only show offers, discount campaigns and event notices in the guest inbox if you have consented there (Art. 6(1)(a) GDPR). We store the consent with wording and time, every change with time; you can withdraw it at any time in the guest account. The consent is voluntary and not a prerequisite for a booking; by accepting the terms you do not consent to advertising. At the end of the season after 31 October we empty the visible guest inbox: we move messages about completed stays and general messages to a separate archive that is only accessible to our administrators and is kept as business correspondence for six years (Clause 11); we delete offers and event notices. Conversations with open matters (open claim, refund, complaint, unanswered message) are excluded. If you delete your guest account, we move your general messages to this archive; booking-related messages stay with the booking.

8. Payments and invoices

We process the chosen payment method, invoices, the invoice amount, recorded incoming payments and refunds with amount, date, payment method and, where applicable, reference. The booking system does not accept card or account data. We reconcile bank transfers manually with our account transactions, using the booking number, payment reference and amount; there is no automatic retrieval of our account transactions. If you tell us that you have already paid, we store your details (date, payment method, remark) until reconciliation; only a recorded incoming payment counts as payment. For payment reminders we store preview, review, release, time and status of sending or the decision not to send a reminder. We do not currently offer Wero. Only an administrator arranges refunds and payouts after review; there is no automatic payout. If you use guest credit, we offset it before the booking is completed; only a remaining amount has to be paid. The legal basis is Art. 6(1)(b) and (c) GDPR.

If you pay on site by card or PayPal, our point-of-sale service provider Zettle by PayPal processes the payment and the payment data under its own responsibility; we do not transmit your booking data to it. From Zettle, the booking system only retrieves item, stock and sales data of our till. For bank transfers, the banks involved (on our side Saalesparkasse) receive the usual payment data under their own responsibility. We record catering ordered later that you pay for on site with amount, payment method and time with your booking.

9. Hosting and data backup

We operate the booking system and its database on a cloud server of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in the Falkenstein data centre (Germany). Hetzner processes the data as a hosting service provider on our behalf (Art. 28 GDPR).

Data backup on three levels:

• On the server, the booking system creates a complete, verified copy of the database every 15 minutes and daily in a directory accessible only for system operation. Backups of the last seven days are kept in full, older ones up to 30 days only one per day; after that they are deleted.
• In addition, we manually back up the database on a computer and an external hard drive in our business. There is no automatic transfer there; we replace older manual backups with new ones.
• Deleted or anonymised data may be contained in backups until these are deleted or replaced; we only access backups for restoration and re-apply deletions already carried out.

10. Recipients

Within our business, only the staff who need access for their task receive it; payments, invoices, reminders, refunds, cancellation fees, guest credits and goodwill offers are handled only by administrators; their processing steps are logged with time and person. External recipients are:

• as service providers processing data on our behalf: the hosting provider (Clause 9) and our email provider (Clause 7);
• under their own responsibility: the banks involved and our point-of-sale service provider Zettle by PayPal (Clause 8);
• bodies to which we must transmit data due to legal obligations (for example tax authorities).

We do not transmit any data from the booking system to booking platforms; for platform bookings we receive data from the platform (Clause 3). The booking system is operated in Germany (Clause 9). Our email service provider Webnode is based in Switzerland, for which there is an adequacy decision of the EU Commission. Independently responsible payment service providers may also process data outside the EU or EEA in accordance with their own privacy notices.

11. Storage period

The booking system automatically deletes or anonymises:

• login sessions after expiry, confirmation and password links after their validity expires, unconfirmed guest accounts seven days after the confirmation link expires;
• the recipient addresses of account emails after 90 days;
• licence plates seven days after departure.

We keep documents subject to retention obligations under tax and commercial law in full and unchanged; the period begins at the end of the calendar year in which the document was created:

• records of payments and credit movements: ten years (Section 147(1) No. 1, (3) AO);
• accounting vouchers, in particular bookings with prices, invoices, refunds and cancellation fees: eight years (Section 147(1) No. 4, (3) AO, Section 14b UStG);
• commercial and business letters, in particular offers, booking, change and cancellation confirmations, invoice and payment emails and booking-related messages: six years (Section 147(1) Nos. 2, 3 AO, Section 257 HGB).

In the case of open claims, ongoing refunds, legal disputes, official audits or other proceedings, we keep the data concerned until they are concluded.

Annual clean-up on 31 December:

• For bookings without a guest account whose stay was at least one year ago, we remove the phone number, messages and free-text details; name, email address, services and prices remain as vouchers until the period expires.
• When all retention periods of a booking have expired, we anonymise name and email address. If the booking is assigned to your existing guest account, only booking number, period, accommodation, number of persons and amount remain for your booking history.
• We delete the contents of emails without a retention purpose (for example stay reminders and forest fire information) one year after the stay, business letters and archived messages after six years, bank details given for refunds after the voucher period expires.
• We delete completed waiting list entries 30 days after completion, expired entries after the requested period; withdrawn entries immediately.

We do not delete guest accounts because time has passed. If a booking is assigned to your guest account, it remains visible in your booking history as long as your account exists and you do not remove it from the history; the legal basis is the account function you use (Art. 6(1)(b) GDPR).

We keep server error logs for a maximum of 14 days; the web server keeps no access log.

12. Your rights

You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and to object to processing based on legitimate interests (Art. 21). You can withdraw a consent given (for example for offers in the guest inbox, Clause 7a) at any time with effect for the future (Art. 7(3) GDPR). Deleting your guest account and removing a booking from your visible history do not replace a request to delete your data; you can make this separately at any time. We record access and erasure requests with the date of receipt; before any deletion we check which data are subject to a retention obligation or block. We block these data and delete them after the period expires; we delete or anonymise all others. We document the process. Please contact kontakt@zeltwiese-loebejuen.de for this.

You can lodge a complaint with a data protection supervisory authority, for example the authority responsible for us, the State Commissioner for Data Protection of Saxony-Anhalt, Otto-von-Guericke-Straße 34a, 39104 Magdeburg, Germany.

13. No automated decision-making

The booking system calculates prices and cancellation fees and checks availability automatically. It also automatically shows our administrators when a booking may be a no-show from 9:01 pm or when a payment reminder needs to be reviewed. There is no automated individual decision with legal effect within the meaning of Art. 22 GDPR and no profiling: refunds, adjustments of cancellation fees, goodwill, the release of a reservation in the event of a no-show, its reinstatement and billing as well as the sending of payment reminders are always decided by a human.

14. Changes to this policy

We adapt this policy when our data processing changes. Each version receives its own version designation and remains available. A new version does not mean consent to changed processing; where consent is required, we obtain it separately.