Galaxy Country Club & Hotel

Privacy Policy

Effective Date: July 31, 2026

Galaxy Country Club & Hotel (“the Hotel”, “we”, “our”, or “us”) respects your privacy and is committed to protecting the personal information entrusted to us by our guests, visitors, customers, partners, and website users.

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

  • Visit our website;
  • Make a reservation;
  • Stay at our Hotel;
  • Use our facilities and services;
  • Contact us;
  • Attend events hosted at our property; or
  • Interact with us through approved communication channels.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy.

  1. Our Commitment to Privacy

Galaxy Country Club & Hotel is committed to handling personal information responsibly, transparently, and securely.

We collect and process personal information only for legitimate business purposes, including providing hospitality services, improving guest experiences, meeting legal obligations, and maintaining the safety and security of our guests and facilities.

  1. Information We Collect

Depending on your interaction with us, we may collect the following categories of information:

2.1 Personal Identification Information

This may include:

  • Full name;
  • Date of birth where required;
  • Gender where voluntarily provided;
  • Nationality;
  • Passport or national identification details where legally required;
  • Residential or business address.

2.2 Contact Information

This may include:

  • Telephone number;
  • Email address;
  • Postal address;
  • Emergency contact details.

2.3 Reservation Information

When you make a booking, we may collect:

  • Arrival and departure dates;
  • Room preferences;
  • Number of guests;
  • Special requests;
  • Accommodation history;
  • Booking references;
  • Communication relating to your reservation.

2.4 Payment Information

For payment processing, we may collect or process:

  • Billing information;
  • Payment method details;
  • Transaction records;
  • Invoice information.

Galaxy Country Club & Hotel does not unnecessarily store complete payment card details. Payment information may be processed securely through approved third-party payment providers.

2.5 Website and Technical Information

When you visit our website, we may automatically collect:

  • IP address;
  • Browser type;
  • Device information;
  • Website usage data;
  • Pages visited;
  • Access dates and times;
  • Cookies and similar technologies.
  1. How We Collect Personal Information

We may collect information through:

  • Direct communication with guests;
  • Online reservations;
  • Website forms;
  • Telephone enquiries;
  • Email correspondence;
  • Hotel check-in processes;
  • Event registrations;
  • Third-party booking platforms;
  • Payment service providers.

We only collect information necessary for providing our services and fulfilling legitimate business purposes.

  1. How We Use Your Information

Galaxy Country Club & Hotel may use personal information to:

4.1 Provide Hospitality Services

Including:

  • Processing reservations;
  • Confirming bookings;
  • Managing guest stays;
  • Providing requested services;
  • Responding to enquiries.

4.2 Improve Guest Experience

Including:

  • Understanding guest preferences;
  • Improving facilities and services;
  • Personalising hospitality experiences;
  • Conducting customer satisfaction surveys.

4.3 Process Payments

Including:

  • Confirming transactions;
  • Issuing invoices;
  • Managing payments and refunds;
  • Preventing fraudulent transactions.

4.4 Communication

We may use your contact information to:

  • Provide booking updates;
  • Respond to enquiries;
  • Send service-related communications;
  • Share relevant information about Hotel services where permitted.

Marketing communications will only be sent in accordance with applicable privacy laws and your communication preferences.

4.5 Safety and Security

We may process information to:

  • Protect guests and employees;
  • Maintain security;
  • Monitor facilities through CCTV;
  • Investigate incidents;
  • Prevent fraud or misuse.

4.6 Legal and Regulatory Compliance

We may process information to comply with:

  • Legal requirements;
  • Regulatory obligations;
  • Government requests;
  • Tax and accounting requirements.
  1. Legal Basis for Processing Information

Galaxy Country Club & Hotel processes personal information based on one or more of the following grounds:

  • Performance of a contract with guests;
  • Consent provided by individuals;
  • Compliance with legal obligations;
  • Protection of legitimate business interests;
  • Protection of safety and security.
  1. Information Sharing

Galaxy Country Club & Hotel does not sell, rent, or trade personal information.

We may share personal information only where necessary with:

6.1 Service Providers

Including:

  • Payment processors;
  • Reservation systems;
  • Website hosting providers;
  • Technology providers;
  • Marketing service providers;
  • Professional advisors.

These providers are expected to handle information securely and only for authorised purposes.

6.2 Legal and Government Authorities

We may disclose information where required by:

  • Law enforcement agencies;
  • Government authorities;
  • Regulatory bodies;
  • Courts or legal processes.

6.3 Business Operations

Information may be shared internally with authorised employees who require access to perform their duties.

  1. Third-Party Websites and Services

Our website may contain links to third-party websites, including:

  • Booking platforms;
  • Payment providers;
  • Social media platforms;
  • Partner websites.

Galaxy Country Club & Hotel is not responsible for the privacy practices or content of third-party websites.

Guests are encouraged to review the privacy policies of third-party services before providing personal information.

  1. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to:

  • Enable website functionality;
  • Remember user preferences;
  • Analyse website performance;
  • Improve user experience;
  • Understand visitor behaviour.

Further information is available in our Cookie Policy.

  1. Data Security

Galaxy Country Club & Hotel implements reasonable administrative, technical, and physical safeguards designed to protect personal information from:

  • Unauthorised access;
  • Loss;
  • Misuse;
  • Alteration;
  • Disclosure.

Security measures may include:

  • Restricted access controls;
  • Secure systems;
  • Staff confidentiality obligations;
  • Appropriate technology safeguards.

However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

  1. Data Retention

We retain personal information only for as long as necessary to:

  • Provide services;
  • Maintain business records;
  • Comply with legal obligations;
  • Resolve disputes;
  • Enforce agreements;
  • Protect legitimate interests.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

  1. Your Privacy Rights

Subject to applicable law, you may have the right to:

  • Request access to personal information we hold about you;
  • Request correction of inaccurate information;
  • Request deletion of information where legally permitted;
  • Withdraw consent where processing is based on consent;
  • Object to certain processing activities;
  • Request information about how your data is used.

Requests should be submitted through the Hotel’s official contact channels.

  1. Marketing Communications

Where permitted by law, Galaxy Country Club & Hotel may send information about:

  • Special offers;
  • Events;
  • Promotions;
  • New services.

You may unsubscribe from marketing communications at any time by following the instructions provided or contacting the Hotel.

  1. Children’s Privacy

Galaxy Country Club & Hotel does not knowingly collect personal information from children without appropriate consent from a parent, guardian, or authorised adult where required.

Parents or guardians who believe that information has been collected improperly should contact the Hotel.

  1. CCTV and Security Monitoring

The Hotel may operate CCTV systems in designated areas for:

  • Guest safety;
  • Employee safety;
  • Property protection;
  • Incident investigation.

CCTV information is handled securely and retained only for legitimate security purposes.

  1. International Data Transfers

Where third-party service providers operate outside Uganda, personal information may be processed in other jurisdictions.

Galaxy Country Club & Hotel takes reasonable steps to ensure that appropriate safeguards are applied when information is transferred.

  1. Changes to this Privacy Policy

Galaxy Country Club & Hotel may update this Privacy Policy from time to time to reflect:

  • Changes in legal requirements;
  • Improvements to our services;
  • Changes in technology;
  • Operational updates.

The latest version will always be published on our official website.

  1. Governing Law

This Privacy Policy shall be interpreted in accordance with the laws of the Republic of Uganda, including applicable data protection and privacy regulations.

  1. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact:

Galaxy Country Club & Hotel

Website: https://galaxycountryclub.com/contact-us/

For privacy-related enquiries, please use the official contact details published on our website.

Last Updated: July 31, 2026