Privacy Policy

Welcome to Roomcape.

This Privacy Policy explains how Roomcape ("Roomcape", "we", "us", or "our") collects, uses, stores, and protects information when you use our website, applications, products, and services (collectively, the "Services").

By using the Services, you acknowledge that you have read and understood this Privacy Policy.

We may collect information that you provide directly to us, information generated through your use of the Services, and certain information from third-party integrations.

2.1 Account Information

When an account is created, we may collect information such as:

• Name
• Email address
• Phone number
• Job title or role
• Company or organization information
• Login credentials
• Account and workspace information

2.2 Guest and Property Information

Depending on how Roomcape is configured and used by a customer, the Services may process information relating to hotel properties, reservations, guests, and hotel operations.

This information may include:

• Guest name
• Contact details
• Reservation information
• Check-in and check-out information
• Room and booking details
• Guest preferences or requests
• Operational notes
• Payment-related or billing information where applicable

The type of information collected depends on the features enabled and how the customer uses Roomcape.

2.3 Usage and Technical Information

We may automatically collect information such as:

• IP address
• Browser type and version
• Device type
• Operating system
• Approximate location derived from technical information
• Login and session information
• Pages and features accessed
• Date and time of activity
• Error and diagnostic information

This information helps us operate, secure, maintain, and improve the Services.

We may use information to:

• Provide and operate the Services
• Create and manage accounts
• Authenticate users
• Process reservations and operational workflows
• Provide customer support
• Communicate with users
• Maintain and improve the Services
• Monitor system performance
• Detect and prevent fraud, abuse, and unauthorized access
• Maintain security and protect our systems
• Troubleshoot technical problems
• Comply with applicable legal obligations
• Develop and improve our products and features

We may also use aggregated or de-identified information for analytics, research, and product improvement where permitted by applicable law.

Roomcape may process information submitted by organizations that use our Services ("Customers").

Customers are responsible for determining what information they collect through Roomcape and how that information should be handled under applicable laws and regulations.

Where Roomcape processes information on behalf of a Customer, the Customer may determine the purposes and means of processing that information.

Customers are responsible for ensuring that their use of Roomcape and the information they submit complies with applicable privacy and data-protection requirements.

We do not sell personal information as a source of revenue.

We may share information with:

Service Providers

We may use trusted third-party service providers to help us operate the Services, such as providers of:

• Cloud hosting
• Database infrastructure
• Email delivery
• Authentication
• Analytics
• Monitoring
• Customer support
• Security services
• Payment processing

These providers may access information only as reasonably necessary to provide their services to us.

Legal Requirements

We may disclose information when reasonably necessary to:

• Comply with applicable law or legal process
• Respond to lawful requests from authorities
• Protect the rights, safety, or property of Roomcape, our customers, users, or others
• Investigate fraud, security incidents, or abuse

Business Transfers

If Roomcape is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable legal requirements.

We use reasonable technical and organizational measures designed to protect information from unauthorized access, alteration, disclosure, or destruction.

Security measures may include:

• Encryption in transit
• Access controls
• Authentication mechanisms
• Logging and monitoring
• Secure infrastructure
• Regular security maintenance

However, no internet-based service can be guaranteed to be completely secure.

We retain information for as long as reasonably necessary to:

• Provide the Services
• Maintain customer and account records
• Meet contractual obligations
• Resolve disputes
• Maintain security
• Comply with legal obligations

Retention periods may vary depending on the type of information and the customer's configuration and requirements.

Depending on applicable law, you may have rights regarding your personal information, which may include the right to:

• Access your information
• Request correction of inaccurate information
• Request deletion of information
• Request restriction of certain processing
• Object to certain processing
• Request a copy of certain information

Where information is controlled by a Roomcape Customer, requests may need to be directed to that Customer.

Roomcape may use cookies and similar technologies to:

• Keep users signed in
• Maintain sessions
• Remember preferences
• Improve security
• Understand how the Services are used
• Improve performance and functionality

You may be able to control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Services.

The Services may integrate with or contain links to third-party services.

Roomcape is not responsible for the privacy practices of third-party services. We encourage you to review the privacy policies of those services before providing information to them.

The Services are intended for businesses and their authorized users and are not directed toward children.

We do not knowingly collect personal information directly from children for the purpose of providing the Services.

Depending on where Roomcape, its customers, and its service providers operate, information may be processed or stored in countries other than the country where it was originally collected.

Where required, appropriate safeguards will be used for such transfers.

We may update this Privacy Policy from time to time.

When we make changes, we will update the Last Updated date at the top of this page. Material changes may also be communicated through the Services or other appropriate channels.

If you have questions about this Privacy Policy or how Roomcape handles information, please contact us through the contact information provided on the Roomcape website.