Privacy policy

Information we collect

HotelPromote processes account identity details supplied during sign-in, hotel workspace assignments, marketing tasks, task updates, completion notes and proof links. If you request a demonstration, we collect the contact information and message you submit.

Hotel reservations

When you book a stay, we store your name, email, phone number, dates, guest count, assigned room, agreed price and the hotel policy accepted with your booking. Your hotel managers and HotelPromote administrators can access these details to manage your stay. Payment amounts recorded by reception are bookkeeping entries. Where enabled, Stripe processes online payments through its hosted checkout; HotelPromote stores the payment reference, amount and status, and does not store card details. Resend sends booking confirmation emails using your reservation and contact details. A private confirmation link lets you review your reservation and payment status for up to 30 days after departure. Keep this link private. Contact the hotel for booking changes or cancellation. A hashed network address is used for short-lived booking attempt limits.

Support messages

We store the contact details and messages you provide when contacting HotelPromote. Website messages are also saved as enquiries for follow-up. HotelPromote administrators can see support conversations. Hotel managers can see their hotel’s conversations; staff can see their own conversations, subject to current hotel and task access.

Website messaging uses an essential, secure cookie for up to 30 days so you can return to your conversation in the same browser. Clearing cookies removes that browser’s access to the conversation. Replies appear in the chatbox; automatic reply emails are not currently sent.

Public AI hotel analysis

If you run an AI hotel analysis, we send the hotel name, location and public links you enter to OpenAI to research publicly available information and generate your report. Do not enter passwords, guest information or private account details. We do not send hotel portal records to this feature.

An essential browser cookie lets you reopen your report in the same browser for 7 days. Reports are not published in a public directory. Hotel details, generated reports and service usage records are stored by HotelPromote; access expires after 7 days and expired records are removed during subsequent analysis requests. Clearing the cookie removes your browser’s access. OpenAI also processes and retains API data under its applicable service settings and policies.

We use a hashed network address and browser identifier to enforce analysis limits. AI reports may contain errors or incomplete findings; review the linked sources before acting.

How we use information

We use this information to provide secure hotel workspaces, manage marketing plans, track delivery, respond to enquiries, improve the service and protect the platform.

Who can see workspace information

Hotel staff can access only the hotels assigned to their sign-in email. Hotel managers may see team members assigned to their property. HotelPromote administrators can manage client workspaces, plans and enquiries.

Retention and security

We retain business records while they are needed to provide the service, meet legal obligations or resolve disputes. Reasonable technical and organisational measures are used to protect stored data.

Your rights

Depending on applicable UK data-protection law, you may request access, correction or deletion of your personal information and object to certain processing.

Contact

Email hello@gethotelpromote.com for privacy questions or requests.

Important: This initial policy should be reviewed by a qualified UK data-protection adviser before accepting paying customers.