Privacy Policy.

1. Information We Collect

1.1 Personal Information

When you register for Hotel Central, we may collect:

• Name and email address
• Hotel name and business information
• Phone number (optional)
• Job title and role within the hotel
• Account credentials (password stored securely using industry-standard hashing)
• Language preferences

1.2 Hotel Operations Data

To provide our services, we collect hotel-specific operational data including:

• Maintenance requests and work orders
• Staff scheduling information
• Guest complaints and feedback records
• Inventory and supplies management data
• Daily notes and operational logs
• Lost and found records
• Room assignment and housekeeping data
• Breakfast and marketplace management information

1.3 Automatically Collected Information

When you access Hotel Central, we automatically collect:

• Device information (browser type, operating system)
• IP address and general location
• Usage patterns and feature interactions
• Session data and timestamps

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve Hotel Central's features and functionality
• Account Management: To create and manage your account, authenticate users, and provide customer support
• Communication: To send service-related notifications, updates, and support responses
• Push Notifications: To deliver real-time alerts about critical hotel operations (with your opt-in consent)
• Security: To detect, prevent, and respond to security incidents and fraudulent activity
• Analytics: To understand usage patterns and improve our platform
• Billing: To process subscription payments and manage your billing account

3. Email & SMS Communications

Hotel Central uses email and SMS (text messaging) to support hotel operations and to communicate with hotel guests on behalf of our hotel customers. This section explains who receives these messages, what they contain, and how to opt out.

3.1 Hotel Staff Communications

Hotel staff and managers who hold a Hotel Central account may receive email and SMS messages for the following operational reasons:

• Account & Security: Account verification, password resets, login alerts, two-factor authentication codes, and changes to account settings.
• Service Notifications: Subscription, billing, and invoice notifications, plan changes, payment failures, and trial expiration reminders.
• Operational Alerts: Critical alerts such as new maintenance requests, escalations, urgent guest complaints, lost & found claims, low-inventory warnings, and overdue tasks.
• Workflow Updates: Assignment notifications, schedule changes, daily summaries, checklist due dates, and shift reminders.
• Product & Support: Onboarding emails, customer support replies, training materials, feature announcements, and important policy or service updates.
• Marketing (with consent): Newsletters, product updates, and promotional offers — only if you opt in. You can unsubscribe at any time using the link in the email or by contacting us.

3.2 Hotel Guest Communications

Hotel Central enables our hotel customers to send email and SMS messages to their guests as part of providing lodging services. When a guest provides their email address or phone number to a hotel using Hotel Central, the guest may receive messages such as:

• Digital Authorizations: Secure links and reminders to complete a credit card or payment authorization form, along with confirmations once submitted, voided, or expired.
• Digital Check-in & Registration: Pre-arrival check-in links, ID and credit-card verification requests, and folio (statement) delivery.
• Reservation & Stay Updates: Booking confirmations, arrival instructions, room-ready notifications, check-out reminders, and post-stay receipts.
• Service Requests: Responses to maintenance or housekeeping requests submitted by the guest, lost & found follow-ups, and other in-stay support.
• Guest Feedback: Optional post-stay surveys and review requests sent on behalf of the hotel.
• Safety & Account Notices: Verification codes, fraud or chargeback notices, and other transactional messages required to deliver the requested service.

Hotel Central acts as a service provider to the hotel for these guest communications. The hotel — not Hotel Central — is the sender of record and is responsible for obtaining any consent required by applicable law (including TCPA in the United States and similar laws elsewhere) before adding a guest's contact information to the platform.

3.3 SMS Program Details

• SMS messages are delivered through Twilio, our telecommunications provider.
• Message frequency varies based on hotel operations and guest activity.
• Message and data rates may apply based on your mobile carrier plan.
• Reply STOP to any SMS to unsubscribe from further non-emergency messages. Opt-outs are honored platform-wide across every hotel using the Hotel Central platform. Reply HELP for assistance.
• Opting out of SMS does not affect your ability to receive transactional emails required to deliver the service you requested.
• We do not sell or share mobile phone numbers or SMS opt-in data with third parties or affiliates for marketing purposes.

3.4 Email Program Details

• Transactional emails (account, billing, security, and operational alerts) are required to deliver the service and cannot be fully disabled while your account is active.
• Marketing and product-update emails include an unsubscribe link in every message.
• Hotel staff can adjust which operational email and SMS notifications they receive from within their notification preferences in the app.

4. Hotel Data Protection

All hotel data collected through Hotel Central is exclusively used to provide services to the users associated with that hotel. We maintain strict data isolation between hotels to ensure your operational information remains confidential and separate from other customers.

We may use aggregated, anonymized data that cannot be traced back to any specific hotel for:

• Platform-wide analytics and insights for application administrators
• Product development and feature improvements
• Industry trend analysis and research
• Company growth and operational planning

5. Third-Party Services

We integrate with the following third-party services to provide our platform:

6. Data Security

We implement industry-standard security measures to protect your information:

• Encryption in transit (TLS/SSL) and at rest
• Secure password hashing using Scrypt algorithm
• Role-based access controls
• Regular security audits and monitoring
• Multi-hotel data isolation
• Session management with secure tokens

For more details about our security practices, please visit our Security page.

7. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Export: Request a portable copy of your data
• Opt-out: Opt out of push notifications, SMS messages (reply STOP), and marketing emails (unsubscribe link)

To exercise these rights, please contact us at [email protected].

8. Data Retention

We retain your information for as long as your account is active or as needed to provide services. When you close your account, we will delete or anonymize your personal information within 90 days, except where we are required to retain certain information for legal, tax, or regulatory purposes.

9. Children's Privacy

Hotel Central is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" above. Your continued use of Hotel Central after such changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us: