Privacy Policy

1. Information We Collect

Account and hotel information: when a hotel owner or staff member creates an account, we collect names, email addresses, phone numbers, hotel name, address, and role.

Guest information: to process reservations, check-ins, and billing, hotel staff enter guest details such as full name, ID/passport number, nationality, contact information, and stay dates into the platform on behalf of the hotel.

Billing and payment information: invoices, receipts, room charges, taxes, and payment status are recorded to generate accurate financial reports. We do not store full payment card numbers.

Usage data: we automatically collect log data such as IP address, browser type, device information, and pages visited to help us maintain and improve the platform.

2. How We Use Your Information

To provide core features: reservations, room and housekeeping status, guest registration, billing, invoicing, and reporting.

To maintain accounts, authenticate users, and enforce role-based access control across hotel staff.

To generate occupancy, revenue, and booking reports for hotel owners and managers.

To communicate with you about service updates, support requests, and billing matters.

To detect, investigate, and prevent fraud, abuse, or security incidents.

3. Who Controls Guest Data

For guest information entered by a hotel into HotelBooks, the hotel acts as the data controller and HotelBooks acts as a data processor, handling the information solely to deliver the platform's features on the hotel's behalf.

Guests wishing to access, correct, or delete their personal data should contact the hotel directly; hotels can manage guest records within their HotelBooks account.

4. Data Sharing and Disclosure

We do not sell personal information. We may share information with trusted service providers, such as hosting and email delivery providers, who process it on our behalf under confidentiality obligations.

We may disclose information if required by law, to comply with legal process, or to protect the rights, property, or safety of HotelBooks, our customers, or others.

5. Data Security

We use industry-standard safeguards, including encryption in transit, access controls, and automatic backups, to protect data stored on our platform.

Access to guest and billing records is restricted by role-based permissions so that staff can only view information relevant to their role.

6. Data Retention

We retain account, booking, and billing records for as long as a hotel's account is active, and for a reasonable period afterward to meet accounting, tax, and legal obligations.

Hotels may request deletion of their account and associated data, subject to retention requirements under applicable law.

7. Your Rights

Depending on applicable law, you may have the right to access, correct, or request deletion of your personal information, and to object to or restrict certain processing.

To exercise these rights, contact us using the details below.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date above.

9. Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at info@hotelbooks.com or +237 672 730 302.