Privacy Policy

Last updated: 01/01/2026

1. Introduction

Welcome to Hoteku ("we," "our," or "us"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information.

This policy applies to:

  • "Visitors" to our main marketing website (`hoteku.com`).
  • "Clients" (hotels) who use our managed services.
  • "Hotel Guests" who use the white-labeled Guest Portal (e.g., `hotel-name.hoteku.com`) that we provide on behalf of our Clients.

2. Information We Collect

2.1. For Visitors to hoteku.com

When you visit our main website or fill out our "Book a Demo" form, we may collect personal information you voluntarily provide to us, such as:

  • Full Name
  • Email Address
  • Phone Number
  • Hotel Name, Country, and PMS System

2.2. For Clients (Hotel Staff)

When authorized hotel staff access our management platform to operate the Service, we collect:

  • Account Information: Username, password (hashed), email address, name
  • Access Information: Staff role and assigned permissions for access control
  • Usage Data: Login history and usage information for security and service provision

This information is used to authenticate users, control access to the Service, provide operational support, and ensure security.

2.3. For Hotel Guests (on behalf of our Clients)

As a "data processor," we handle data on behalf of our hotel Clients. When a Hotel Guest uses the Service, we process data provided to us by the Hotel to provide the Service. This data may include:

  • Guest Identity Data: Information used to identify and authenticate guests, such as name and room information
  • Interaction Data: Information provided by guests through the Service, including communications and service requests
  • Service Data: Data related to guest service requests and interactions with the Service

Our Client (the Hotel) is the "data controller" and is responsible for this data. We only use it as instructed by the Client to provide the Service.

3. How We Use Your Information

3.1. Visitor Data

We use the information collected from our website (e.g., the demo form) to:

  • Respond to your demo requests and inquiries.
  • Set up and manage your hotel account as a Client.
  • Send administrative information, such as updates to our services or terms.

3.2. Client (Hotel Staff) Data

We use hotel staff account information to:

  • Authenticate and authorize staff access to the Service
  • Control access and enforce security measures
  • Provide and maintain the Service
  • Send important notifications
  • Monitor usage for security purposes
  • Provide support and operational assistance

3.3. Hotel Guest Data

We use the data we process on behalf of our Clients (the Hotels) solely to:

  • Provide, operate, and maintain the Guest Portal.
  • Authenticate guest access.
  • Process requests (like room service) and provide AI assistance as part of the Service.

We do not use this Hotel Guest data for our own marketing purposes, nor do we sell it to third parties.

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • Service Providers: We may share information with third-party service providers who perform services on our behalf, such as hosting, data analytics, and customer support. These providers are contractually obligated to protect your information.
  • Legal Requirements: We may disclose information if required by law or in response to valid legal requests, such as court orders or subpoenas.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
  • With Your Consent: We may share information with your explicit consent for specific purposes.

5. Data Security

We implement administrative, technical, and physical security measures to help protect your personal information and the data we process. These measures include:

  • All data is transferred over secure HTTPS connections
  • Sensitive information (like passwords for our admin panel) is stored using cryptographic hashes
  • Regular security assessments and updates
  • Access controls and authentication mechanisms
  • Data encryption at rest and in transit

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Your Rights and Choices

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

  • Access: Request access to your personal information
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information
  • Objection: Object to processing of your personal information
  • Portability: Request transfer of your data to another service
  • Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at info@hoteku.com. We will respond to your request within a reasonable timeframe and in accordance with applicable laws.

Note for Hotel Guests: If you are a Hotel Guest using a Guest Portal, your data is controlled by the Hotel (our Client). Please contact the Hotel directly to exercise your rights regarding your guest data.

7. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to collect and store information about your usage of our website. For detailed information about the cookies we use, their purposes, and how to manage your cookie preferences, please see our Cookie Policy.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

For Hotel Guest data processed on behalf of our Clients, we retain data according to the instructions of the Client and applicable data processing agreements.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete that information promptly.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. We take appropriate safeguards to ensure that your information receives an adequate level of protection in accordance with this Privacy Policy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:

  • Posting the updated policy on this page
  • Updating the "Last updated" date at the top of this policy
  • For significant changes, we may provide additional notice via email or through our services

Your continued use of our services after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

12. Contact Us

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

Email: info@hoteku.com

We will make every effort to address your inquiry in a timely and appropriate manner.

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