Privacy Policy

Privacy Policy

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal data when Hotel Contract Intelligence is used. It applies to account users, tenant administrators, platform administrators, and individuals whose data may appear in uploaded contracts or related records.

1. Data we process

We may process account information, tenant information, contact details, login and security events, device and browser information, IP addresses, support communications, billing records, uploaded files, extracted contract data, validation feedback, integration metadata, audit logs, and usage information needed to operate the service.

2. Purposes of processing

We process data to provide the platform, authenticate users, secure accounts, process uploaded documents, generate structured contract data, support integrations, manage subscriptions and billing, provide customer support, detect abuse, troubleshoot errors, improve reliability, comply with legal duties, and establish, exercise, or defend rights.

3. Legal bases

Depending on the context, processing may be based on performance of a contract, legitimate interests, compliance with legal obligations, establishment or defence of legal claims, explicit consent where required, or other lawful bases available under applicable data protection law.

4. AI and automated processing

Uploaded documents and extracted text may be sent to configured AI, document intelligence, hosting, observability, queueing, database, storage, and infrastructure providers as needed to provide the service. AI outputs are assistive and require human review by the customer before operational use.

5. Cookies and browser storage

The platform may use strictly necessary cookies, session storage, and local storage for authentication, security, trusted-device recognition, language or display preferences, date format, navigation preferences, and similar service functions. We do not currently use advertising cookies or third-party behavioural tracking cookies in the application. If non-essential analytics or marketing cookies are introduced, we will provide additional notice and consent controls where required.

6. Sharing and processors

We may share data with service providers and subprocessors that host, secure, monitor, process, email, store, analyse, or support the platform. We may also disclose data to comply with law, enforce agreements, protect rights and safety, respond to lawful requests, or complete a business transaction such as merger, acquisition, restructuring, or sale of assets.

7. International transfers

Data may be processed in countries other than the country where users or tenants are located. Where required, we use appropriate safeguards such as contractual protections, transfer impact assessments, access controls, encryption, and vendor due diligence.

8. Retention

Unprocessed contract uploads are automatically removed after 24 hours. Active contracts are retained while the customer uses the service or until an authorised customer user deletes them. A deleted contract remains recoverable for 30 days and is then permanently purged by an hourly retention process. Permanent purge removes the source document, extracted text, structured contract data, prompts and model responses, document evidence, RAG derivatives, feedback attachments, integration identifiers, and person-identifying fields held by the application.

A content-free deletion receipt containing only minimum operational and billing facts is retained for at least three years to demonstrate that deletion occurred and to meet applicable audit, billing, security, and legal obligations. It does not contain the uploaded document or extracted contract content.

Organisations designated as regression-test workspaces and users explicitly granted regression-tester access are exempt from automatic purge while that designation remains active. Their users may still delete contracts through the standard workflow, which hides the contract but does not trigger permanent purge while the exemption remains active. The exemption ends when the designation is removed; deleted records that have already passed the normal recovery period then become eligible for the next retention run.

9. Security

We apply reasonable technical and organisational measures, including access controls, authentication, logging, isolation, encryption where appropriate, monitoring, and operational safeguards. Customers remain responsible for user permissions, secure devices, secure integrations, and lawful upload of content.

10. Your rights

Depending on applicable law, individuals may have rights to access, correct, delete, restrict, object to processing, request portability, withdraw consent, or lodge a complaint with a supervisory authority. Some requests must be handled by the customer as the controller of uploaded contract content.

11. Customer responsibilities

Customers are responsible for providing required notices, obtaining required consents, selecting lawful processing instructions, configuring retention and integrations appropriately, and ensuring that uploaded data may lawfully be processed through the platform.

12. Contact and updates

We may update this Privacy Policy. If a new version requires acceptance, continued use of the platform may require accepting the updated policy.