Introduction
Welcome to HotelGuruz. HotelGuruz (“HotelGuruz”, “we”, “us”, or “our”) is a property maintenance management platform developed and operated by SolGuruz. We are committed to protecting the personal information of everyone who uses our platform.
This Privacy Policy describes what information we collect, why we collect it, how we use and protect it, and the rights and choices you have with respect to your data. This policy applies to our website, mobile applications, and all related services (collectively, the “Service”).
By accessing or using the Service, you agree to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our Service.
Information We Collect
We collect information in several ways depending on how you interact with our Service. The categories of data we may collect include:
a) Information You Provide Directly
- Account information: name, email address, phone number, job title, company or organization name, and account credentials.
- Profile data: any profile details you choose to add, including a photo, department, or team assignment.
- Communications: messages, support tickets, feedback forms, and any other content you submit to us directly.
- Payment information: billing address and payment details processed by our PCI-compliant payment processors (we do not store raw card numbers).
b) Information Collected Automatically
- Device & browser data: browser type and version, operating system, device identifiers, screen resolution, and preferred language.
- Log data: IP address, approximate geographic location derived from IP, pages and features accessed, timestamps, and referring URLs.
- Usage data: actions taken within the platform, workflow interactions, feature utilization patterns, and session duration.
- Cookies & similar technologies: session cookies, persistent cookies, and similar identifiers described further in our Cookies section.
c) Information from Third Parties
- Authentication providers: when you choose to sign in via Google or another third-party provider, we receive basic profile information (name, email) from that provider.
- Business partners & integrations: if you connect HotelGuruz to third-party tools (e.g., property management systems), we may receive relevant data from those integrations.
- Customer administrators: if you are an End User, your account may have been created by your employer or organization, who may also provide us with information about you.
How We Use Your Information
We use the information we collect for the following purposes:
- Service delivery: to create and manage your account, authenticate your identity, and provide the core functionality of the platform.
- Communications: to send transactional emails (e.g., account verification, password resets), product updates, and support responses.
- Billing & payments: to process subscription fees, send invoices, and manage billing inquiries.
- Product improvement: to analyze usage patterns, conduct research, test new features, and improve the overall user experience.
- Safety & security: to monitor for suspicious activity, prevent fraud and abuse, and enforce our Terms and Conditions.
- Legal compliance: to meet our obligations under applicable laws and regulations, respond to legal requests, and protect our legal rights.
- Marketing (with consent): to send newsletters or promotional communications where you have opted in. You may opt out at any time.
We rely on the following legal bases under applicable data protection law: (i) performance of a contract with you; (ii) compliance with a legal obligation; (iii) our legitimate interests (e.g., improving and securing the Service); and (iv) your consent, where indicated.
Information Sharing
We do not sell, rent, or trade your personal data to third parties. We may share your information only in the following limited circumstances:
- Service providers: we work with carefully vetted third-party vendors for cloud hosting, analytics, email delivery, payment processing, and customer support. These providers process data on our behalf and are bound by strict confidentiality and data processing agreements.
- Customer administrators: if you use HotelGuruz through an organization, that organization's administrators may have access to account data and activity logs associated with your account within their workspace.
- Legal authorities: we may disclose personal data when required by law, court order, or government authority, or when we believe disclosure is necessary to protect the rights, property, or safety of HotelGuruz, our users, or the public.
- Business transfers: in the event of a merger, acquisition, reorganization, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.
- With your consent: in any other circumstances where you have explicitly authorized us to share your data.
Data Security
We take the security of your personal data seriously. We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit using TLS/HTTPS
- Encryption of sensitive data at rest
- Role-based access controls limiting data access to authorized personnel
- Regular security assessments and vulnerability testing
- Incident response procedures to handle potential data breaches
Despite these efforts, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data. If we become aware of a security breach that may affect your personal information, we will notify you as required by applicable law.
Your Rights (GDPR)
Depending on your location and applicable data protection law (including the EU General Data Protection Regulation), you may have the following rights with respect to your personal data:
- Right of access: request a copy of the personal data we hold about you.
- Right to rectification: request correction of inaccurate or incomplete data.
- Right to erasure: request deletion of your personal data, subject to certain legal exceptions.
- Right to restriction: request that we limit the processing of your data in certain circumstances.
- Right to data portability: receive your data in a machine-readable format and transfer it to another controller.
- Right to object: object to processing based on our legitimate interests or for direct marketing purposes.
- Right to withdraw consent: withdraw any consent you have given at any time, without affecting the lawfulness of prior processing.
- Right to lodge a complaint: file a complaint with your local data protection supervisory authority.
To exercise any of these rights, please contact us at hello@solguruz.com. We will respond to your request within 30 days. We may need to verify your identity before processing certain requests.
Data Retention
We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:
- Account data is retained for the duration of your account and for a reasonable period thereafter to allow for account recovery or legal obligations.
- Usage and log data is typically retained for up to 12 months for security and analytics purposes.
- Financial records may be retained for longer periods as required by tax and accounting regulations.
- Backup data may persist in encrypted backups for a limited time after deletion from live systems.
When personal data is no longer required for any of these purposes, we securely delete or anonymize it so that it can no longer be linked to you.
Children’s Privacy
HotelGuruz is a business-to-business platform and is not intended for use by children under the age of 16 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect or solicit personal information from anyone under this age.
If we learn that we have collected personal data from a child without appropriate parental or guardian consent, we will take steps to delete that information as quickly as possible. If you believe we may have any information from or about a child, please contact us at hello@solguruz.com.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the “Last Updated” date at the top of this page.
- Notify registered users by email or through an in-app notification where required by law.
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Service after changes become effective constitutes acceptance of the revised policy.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal data, please do not hesitate to contact us: