Privacy Policy

At Hotelia, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our hotel management platform.

By using Hotelia, you agree to the collection and use of information in accordance with this policy.

Hotelia is offered by Super Easy Technologies, LLC, a Colorado limited liability company, doing business as Hotelia.

1. Our Role

Hotelia's platform is used by hotel operators to run their properties. This affects how your personal data is handled:

• When you are a hotel operator using Hotelia, we are the data controller of your account and business information. We decide what to collect, how to use it, and how long to keep it.
• When you are a guest whose data is stored in Hotelia because you booked a stay at a hotel, the hotel is the data controller and Hotelia is the data processor acting on the hotel's behalf. The hotel decides what data to collect from you and how it is used. If you want to exercise your data rights as a guest, please contact the hotel where you stayed. The hotel can use Hotelia's built-in tools to fulfill your request.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

• Account information (name, email address, password)
• Hotel information (property name, address, contact details)
• Guest information (names, contact details, booking preferences, and where applicable, identification documents)
• Payment information (processed securely through Stripe)
• Communications with our support team

2.2 Automatically Collected Information

When you use Hotelia, we automatically collect:

• Usage data (features accessed, time spent, interactions)
• Device information (browser type, operating system, IP address)
• Cookies and similar tracking technologies
• Log data (access times, pages viewed, errors)

3. How We Use Your Information

We use the collected information for the following purposes:

• Provide, maintain, and improve our hotel management services
• Process bookings and manage guest check-ins and check-outs
• Send important notifications about your account and bookings
• Provide customer support and respond to your inquiries
• Analyze usage patterns to enhance user experience
• Detect and prevent fraud, security breaches, and technical issues
• Comply with legal obligations and enforce our terms
• Send marketing communications (with your consent)

4. Data Sharing and Disclosure

We do not sell your personal information. We share your data only with the third party service providers that make the platform work.

4.1 Service Provider Categories

• Payment processing: Stripe processes all subscription billing and guest payment transactions.
• Infrastructure and hosting: Supabase provides database, authentication, and file storage services. Data is stored in the US East region.
• Transactional email delivery: Resend handles delivery of booking confirmations, receipts, and other transactional notifications.
• Optional integrations enabled by hotels: When a hotel enables them, additional third parties may process guest data on that hotel's behalf, including marketing platforms (such as Klaviyo), smart lock providers (such as Seam), and automation services (such as Zapier).
• Authentication and anti fraud: Google services support optional single sign on and anti fraud checks on our forms.
• Analytics: Analytics services help us understand usage patterns and improve the platform.

Each service provider has its own privacy policy governing how it processes any data passed through it. Hotelia has data processing agreements in place with the providers who process personal data.

4.2 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests from public authorities.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Understand how you use our platform
• Improve our services and user experience
• Provide personalized content and features

You can control cookie preferences through your browser settings or our cookie consent banner. Note that disabling certain cookies may limit functionality.

6. Data Security

We implement industry standard security measures to protect your information:

• SSL/TLS encryption for data transmission
• Encrypted storage of sensitive information
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Employee training on data protection practices

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

Hotelia enforces the following automated retention periods on data stored in the platform:

• Booking records: anonymized 7 years after checkout, in line with common tax retention requirements. Personal details are removed while amounts, dates, and financial identifiers are preserved for legal record.
• Inactive guest profiles: deleted 3 years after the guest's last stay.
• Stored payment methods on past bookings: cleared 12 months after last use.
• Transactional email records: deleted 24 months after the message was sent.
• Guest identification documents: deleted at booking end (checkout, cancellation, or no show).

Hotel operator account data is retained for as long as the account is active, and for 30 days after termination during which the operator may request an export. After 30 days, the data may be permanently deleted, except where retention is required by legal or accounting obligations.

8. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Portability: Receive your data in a structured format
• Restriction: Limit how we process your data
• Objection: Object to certain processing activities
• Withdraw consent: Opt out of marketing communications

To exercise these rights:

• If you are a hotel operator using Hotelia, please contact us at info@hotelia.io.
• If you are a guest whose data is stored in Hotelia because you booked a stay, please contact the hotel where you stayed. The hotel can use Hotelia's built-in tools to fulfill access, export, and erasure requests within GDPR's 30 day response window.

8.1 Account and Data Deletion (GDPR Article 17 - Right to Erasure)

Account owners can request complete deletion of their account and all associated hotel data.

• Email info@hotelia.io with subject line "Data Erasure Request"
• Include the email address associated with the account
• Hotelia will verify identity and process the request within 30 days
• Upon deletion: all hotel data, bookings, guest records, team member associations, and stored documents are permanently removed

9. GDPR Compliance (EU Users)

If you are located in the European Economic Area (EEA), we process your data based on the following legal grounds:

• Contract performance: To provide our services
• Consent: When you have given explicit permission
• Legitimate interests: To improve our platform and prevent fraud
• Legal obligations: To comply with applicable laws

You have the right to lodge a complaint with your local data protection authority.

10. CCPA Compliance (California Users)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Know what personal information we collect and how it is used
• Request deletion of your personal information
• Opt out of the sale of personal information (we do not sell data)
• Non discrimination for exercising your privacy rights

To submit a CCPA request, contact us at info@hotelia.io.

11. Children's Privacy

Hotelia is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

12. International Data Transfers

Your information is stored and processed in the United States. If you are located outside the United States, your data will be transferred to and processed in a country with different data protection laws. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws, including standard contractual clauses where required.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of Hotelia after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: info@hotelia.io