Privacy Policy for RoomFlow Pro

RoomFlow Pro is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, and share information when you use our bespoke hotel management software solutions, guest journey automation, reservation and check-in/out systems, revenue management tools, property maintenance scheduling, staff management modules, direct booking engine integration, and point-of-sale (POS) integration for hotel services.

By using our services, you agree to the collection and use of information in accordance with this policy. RoomFlow Pro operates from 2847 Charing Cross Road, Floor 7, London, Greater London, WC2H 0AN, United Kingdom.

1. Information We Collect

We collect various types of information to provide and improve our services to you, including:

• Information You Provide Directly:

  • Contact Information: Name, email address, phone number, company name, and postal address.
  • Account Information: Usernames, passwords, and other credentials used to access our services.
  • Payment Information: Details necessary for processing payments for our services, though actual payment processing is handled by third-party providers.
  • Communication Data: Information you provide when you communicate with us, such as support inquiries or feedback.

• Information Collected Automatically:

  • Usage Data: Information about how you interact with our software, such as features used, time spent on pages, and performance data.
  • Technical Data: IP address, browser type and version, operating system, device identifiers, and other technical information about the device you use to access our services.
  • Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity on our service and hold certain information.

• Information from Hotel Guests (via our clients):

  Our software solutions assist hotels in managing guest data. In this context, RoomFlow Pro acts as a data processor on behalf of our client hotels (the data controllers). The types of guest information processed may include:

  • Guest Personal Details: Names, contact information, reservation details, room preferences, and payment information (processed by third-party payment gateways integrated with our system).
  • Stay Details: Check-in/check-out dates, room numbers, and services utilized during a stay.

2. How We Use Your Information

We use the collected information for various purposes, primarily to develop and provide hotel management system solutions and enhance our service offerings:

• To Provide and Maintain Our Services: Including bespoke software implementation, account management, and customer support.
• To Improve Our Services: Understanding usage patterns and feedback allows us to enhance features, improve performance, and develop new modules.
• For Communication: To send service-related announcements, updates, security alerts, and support messages.
• For Billing and Payments: To process transactions for our services.
• For Security and Fraud Prevention: To protect our systems and clients from malicious activity.
• For Legal Compliance: To comply with applicable laws, regulations, and legal processes.

3. Data Processing for Hotel Guests

When RoomFlow Pro processes personal data of hotel guests, we do so strictly on behalf of our client hotels. Our role is that of a data processor. This means:

• Client hotels determine the purposes and means of processing guest data.
• We process data only according to the documented instructions of our clients.
• We have implemented appropriate technical and organizational measures to ensure the security of guest data.
• Data subjects (hotel guests) should direct any inquiries or requests regarding their personal data, including requests to access, rectify, or erase, to the hotel directly.

4. How We Share Information

We may share your information with third parties in the following circumstances:

• With Service Providers: We may share information with third-party vendors and service providers who perform services on our behalf, such as cloud hosting providers, payment processors, and analytics providers. These third parties are obligated to protect your information and use it only for the purposes for which it was disclosed.
• With Your Consent: We may disclose your information to any other third party with your explicit consent.
• For Legal Reasons: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).
• Part of Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Data Security

We implement robust technical and organizational measures designed to protect your personal data from accidental loss, unauthorized access, use, alteration, and disclosure. These measures include data encryption, access controls, regular security audits, and staff training. While we strive to protect your personal data, no method of transmission over the internet or method of electronic storage is 100% secure.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. For data processed on behalf of our clients (hotel guest data), retention periods are determined by our clients in accordance with their own policies and legal obligations.

7. Your Data Protection Rights

Depending on your location and applicable law (such as GDPR), you may have the following rights regarding your personal data:

• The Right to Access: Request a copy of the personal data we hold about you.
• The Right to Rectification: Request correction of inaccurate or incomplete personal data.
• The Right to Erasure ("Right to be Forgotten"): Request the deletion of your personal data under certain conditions.
• The Right to Restrict Processing: Request that we restrict the processing of your personal data under certain conditions.
• The Right to Object to Processing: Object to our processing of your personal data under certain conditions.
• The Right to Data Portability: Request transfer of your data to another organization, or directly to you, under certain conditions.
• The Right to Withdraw Consent: If processing is based on your consent, you have the right to withdraw it at any time.

To exercise these rights, please contact us using the details provided below. Please note that these rights are not absolute and may be subject to certain conditions and exceptions under applicable law.

8. International Data Transfers

As a global software provider, your information may be stored and processed in countries outside of your own, including outside the European Economic Area (EEA), where data protection laws may differ. We take appropriate measures to ensure that your data is treated securely and in accordance with this Privacy Policy and applicable data protection laws. This may include reliance on Standard Contractual Clauses or other legal mechanisms approved by the EU Commission.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. We encourage you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

RoomFlow Pro

2847 Charing Cross Road,

Floor 7,

London, Greater London,

WC2H 0AN, United Kingdom