Last Updated: April 1, 2026

Privacy Policy

This Privacy Policy explains how HotelHook ("we," "us," or "our") collects, uses, discloses, and protects information when you visit our website (hotelhook.com), use our code management software, and purchase our physical referral cards (collectively, the "Services").

This Privacy Policy applies primarily to the businesses, hotels, and accommodation providers ("Customers") who use our Services.

1. OUR ROLE IN DATA PROCESSING

HotelHook operates as a B2B (Business-to-Business) service. It is crucial to understand the distinction between Customer Data and End-User Data:

  • Customer Data (The Hotel): When you, the hotel owner or manager, register for an account, purchase cards, or upload assets, you are providing Customer Data. For this data, HotelHook is the Data Controller.
  • End-User Data (The Guest): HotelHook's architecture is designed to minimize contact with your guests. Guests scan a QR code to communicate directly with your property via third-party applications (e.g., WhatsApp). HotelHook does not intercept, store, or process these direct communications. We solely process the mathematical validation of the unique referral codes. If you input any guest-specific information into our dashboard alongside a code, you remain the Data Controller of that information, and HotelHook acts strictly as your Data Processor.

2. INFORMATION WE COLLECT

A. Information You Provide to Us

  • Account Information: Name, email address, phone number, and password.
  • Business Information: Hotel name, address, website, and billing details.
  • Custom Assets: Photographs, logos, and branding materials you upload for the physical printing of your referral cards.
  • Payment Information: Processed securely via our third-party payment gateways (e.g., Stripe). We do not store full credit card numbers on our servers.

B. Information Collected Automatically

  • Usage Data: IP addresses, browser types, operating systems, referring URLs, and actions taken within our software dashboard.
  • Cookies and Tracking: We use essential cookies to maintain your session and security, and analytical cookies to understand how our platform is used.

3. HOW WE USE YOUR INFORMATION

We use the collected information for the following purposes:

  • To create and fulfill your physical card orders, including sharing necessary files with our printing partners.
  • To operate, maintain, and secure the free code management software.
  • To process payments and prevent fraudulent transactions.
  • To communicate with you regarding order updates, technical notices, and customer support.
  • To analyze usage trends to improve our Services.

4. HOW WE SHARE YOUR INFORMATION

We do not sell your personal data. We only share your information with third parties under the following circumstances:

  • Service Providers: We share necessary data with trusted third parties who assist us in operating our business, such as printing facilities, logistics/shipping companies, cloud hosting providers, and payment processors.
  • Legal Compliance: If required by law, subpoena, or other legal processes, or to protect the rights, property, or safety of HotelHook, our customers, or others.
  • Business Transfers: In connection with a merger, sale of company assets, financing, or acquisition of all or a portion of our business.

5. DATA RETENTION AND SECURITY

We implement industry-standard technical and organizational measures to secure your data. However, no method of transmission over the Internet is 100% secure.

We retain your account information and code databases for as long as your account is active. If you choose to delete your account, we will purge your data in accordance with our retention policies, retaining only what is legally required for tax and accounting purposes.

6. INTELLECTUAL PROPERTY OF UPLOADED ASSETS

The photos and logos you upload remain your property. By uploading them, you grant HotelHook and our printing partners a temporary, non-exclusive license solely to print and manufacture your physical cards. We will not use your custom assets in our public marketing without your explicit consent.

7. YOUR DATA RIGHTS (GDPR / CCPA)

Depending on your location, you may have the right to:

  • Access the personal data we hold about you.
  • Request the correction of inaccurate data.
  • Request the deletion of your data ("Right to be Forgotten").
  • Opt-out of marketing communications.

To exercise these rights, please contact us at [email protected].

8. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date.

9. CONTACT US

If you have questions about this Privacy Policy, please contact us at:

Email: [email protected]