Privacy policy

Who is responsible

Villa Nord AS, organisation number 935 241 359, Falkenborgvegen 9, 7044 Trondheim, is responsible for the processing described on this page (the controller). The hotel is at Dronningens gate 26 in Trondheim. Questions about your information go to info@villanord.no.

We are part of Strawberry. Strawberry has its own data protection officer. The data protection officer is responsible for all hotels affiliated with Strawberry, including us, and is our contact point for the Norwegian Data Protection Authority. You can contact the data protection officer at DPO@choice.no.

When we process information about you

• when you visit villanord.no
• when you check availability or book a room
• when you book a table or an experience
• when you buy a gift card
• when you sign up for news from us
• when you apply for a job with us
• when you contact us
• when you stay with us, from the opening in January 2027

Each situation is described below: what we collect, why, who helps us, and for how long we keep it.

Visiting villanord.no

When you open a page, your browser sends your IP address, browser and device details and the address of the page to Cloudflare, the company that delivers and protects our website. Cloudflare uses this to serve the page and to stop attacks and abuse. Our own technical logs of these requests (the page address, browser type and approximate location, never your IP address) are kept for at most 14 days for troubleshooting, with our hosting and monitoring providers in the EU. The basis is our legitimate interest in a safe, working website (GDPR article 6(1)(f)).

The site keeps its own settings in your browser only, such as your cookie choice and whether you have closed a notice. Analytics and marketing tools run only with your consent; which ones are in use, and your choices, are always shown under Cookie settings at the bottom of the page and on the cookie page.

Our website content is managed in a system hosted on Microsoft Azure services in Norway and Sweden. It never receives information about visitors.

Checking availability and booking a room

Availability and room bookings run in our booking service at book.villanord.no, shared with the other Strawberry hotels. It opens inside our pages, or takes you to book.villanord.no, when you ask for it, and collects what a reservation needs: your name and contact details, dates and guests, payment or guarantee details and any wishes you add. The basis is the agreement you enter into with us (GDPR article 6(1)(b)).

The information is processed within Strawberry by our booking service, our hotel system and the payment provider. We keep booking information for the stay and the time needed to handle the reservation afterwards, and then for as long as the Bookkeeping Act requires for invoices and payments, which is five years.

If you log in with your Strawberry account inside the booking window, Strawberry's privacy statement applies to your membership.

If you book through a travel agency or a booking site, we receive your reservation from them.

Booking a table or an experience

Tables and experiences are booked through the same booking service and handled in our restaurant system. We collect your name, contact details, the date and time, the number of guests and any wishes you add. The basis is the agreement with you. Restaurant bookings are kept for as long as necessary to fulfil your booking, and for one year so that we can offer you personalised services if you come back; payment records for five years under the Bookkeeping Act.

Buying a gift card

The gift card shop on our gift card page is run by Gift Up (Koan Adventures Ltd, United Kingdom), which processes the purchase on our behalf: the buyer's name and email address, the recipient's name and email address, the message, the amount and the payment, which Adyen handles. The basis is the agreement with you.

Gift Up stores information in Microsoft data centres in the EU and the United Kingdom. The United Kingdom is recognised by the EU as a safe destination, and Gift Up's agreement with us includes the EU's standard contractual clauses. Gift cards and their purchase records are kept for the card's validity and then for five years under the Bookkeeping Act.

News and offers by email

If you sign up for our newsletter, we save and use your email address to send you news and offers from Villa Nord until you unsubscribe. The basis is your consent (GDPR article 6(1)(a)) and the Marketing Control Act. Sign-ups and sending are handled by Braze (Braze, Inc., United States) on its European servers in Frankfurt; Braze is certified under the EU-US Data Privacy Framework and bound by the EU's standard contractual clauses for any support access from the United States. Every email has an unsubscribe link, and you can always write to info@villanord.no.

Applying for a job

Recruitment runs in OneCruiter (Grade AB, Sweden), the recruitment tool shared across Strawberry's hotels. Our careers page shows the vacancies in a window from OneCruiter, and when you apply, your application, CV and contact details are processed there. Strawberry Hotels AS (org. no. 990 465 339, Postboks 2424 Solli, 0201 Oslo, privacy@strawberry.no) is the controller for your application, as the careers pages' own privacy notice states; Villa Nord receives it as the recruiting hotel. The basis is your consent (GDPR article 6(1)(a)). All documents related to your application are routinely stored for three years, but are only processed in connection with the current recruitment or where the law requires it.

We ask the careers window for only the technology it strictly needs. It still loads fonts and scripts from Google, jQuery, jsDelivr and Amazon, and looks up your approximate location through ipinfo.io in the United States.

Contacting us

When you email, call or write to us on social media, we use what you send to answer you. We process what you send as far as is necessary to answer and log your inquiry.

Staying with us

From the opening in January 2027 we will also process information for guest registration, room keys and camera surveillance in the building. As at the other Strawberry hotels, key card logs are kept for 21 days and camera recordings are deleted after 30 days. The details are completed in a dated revision before the opening.

Who receives your information

• Cloudflare, Inc. (United States) and our monitoring provider (EU): deliver and protect the website and keep its technical logs.
• Microsoft Azure (Norway and Sweden): hosts the content management system.
• Strawberry (Norway), of which we are part, with our hotel system: bookings and stays.
• Our restaurant system (Norway): restaurant bookings.
• Gift Up and Adyen (United Kingdom and the Netherlands): gift cards and their payment.
• Braze, Inc. (United States, European hosting in Frankfurt): sends our newsletter.
• Grade AB / OneCruiter (Sweden): recruitment, on behalf of Strawberry Hotels AS as the controller.
• Public authorities, when the law requires it.

They process information under written agreements; for recruitment, Strawberry Hotels AS is the controller. We never sell information about you.

Transfers outside the EEA

Our own services run in the EU/EEA. Cloudflare processes information in the United States under the EU's standard contractual clauses and the EU-US Data Privacy Framework. Gift Up processes information in the United Kingdom and the EU, with checkout servers in the United States and Asia that forward orders there, under the standard contractual clauses. Braze stores newsletter data in Frankfurt and is certified under the EU-US Data Privacy Framework for any access from the United States. The location lookup in the careers window sends your IP address to ipinfo.io in the United States. Our other providers process information in the EU/EEA as far as they can, and rely on the EU's standard contractual clauses where they cannot. You can ask us for a copy of the safeguards.

How long we keep information

• Technical logs from the website: at most 14 days.
• Bookings and gift cards: the stay or the card's validity (restaurant bookings also one year for personalised services), then five years for invoices and payments (Bookkeeping Act).
• News sign-ups: until you unsubscribe.
• Job applications: routinely stored for three years by Strawberry Hotels AS, the controller for recruitment.
• Correspondence: as long as is necessary to answer and log your inquiry.

Your rights

You can ask to see the information we hold about you, have it corrected or deleted, ask us to limit how we use it, object to processing based on our legitimate interest, and receive the information you gave us in a machine-readable format. Consent you have given can be withdrawn at any time; the withdrawal does not affect what happened before it.

Whatever your question about your information, you are welcome to contact us at info@villanord.no; we answer within 30 days. You also have the right to lodge a complaint with the Norwegian Data Protection Authority (Datatilsynet).

Security

We protect information with access controls and encryption, and every provider named above is bound by a written agreement on how it may handle it.

Changes

We update this statement when our processing changes, and note the date at the top.