Privacy Policy

Last updated: March 21, 2026

This Privacy Policy describes how HotelKB (“we,” “us,” or “our”) collects, uses, and shares information in connection with our website and B2B hospitality communication services (collectively, the “Service”).

The Service is intended for business use by hotels and other organizations. If you use the Service on behalf of an employer or other entity, that entity’s administrator may control certain aspects of your account and content.

1. Information We Collect

We may collect the following categories of information, depending on how you use the Service:

  • Account and contact information. Such as name, work email address, organization or property name, phone number if provided, and credentials (we store passwords or authentication tokens using appropriate security practices).
  • Content you provide. Messages, shift notes, tasks, files, and other materials you submit through the Service.
  • Usage and device data. Such as log data (e.g., access times, pages or screens viewed), approximate location derived from IP address, device type, browser type, and diagnostic or performance information.
  • Communications. Information you send when you contact support or respond to surveys.
  • Cookies and similar technologies. As described in Section 8.

2. How We Use Information

We use information to:

  • Provide, operate, maintain, and improve the Service;
  • Create and manage accounts and authenticate users;
  • Communicate about the Service, security, and policy updates;
  • Monitor and protect the security and integrity of the Service;
  • Comply with legal obligations and enforce our Terms of Service;
  • Analyze usage in aggregate or de-identified form to understand product usage.

3. Legal Bases (EEA, UK, and similar regions)

Where required, we rely on appropriate legal bases such as: performance of a contract with you or your Organization; legitimate interests in operating and securing the Service (balanced against your rights); consent where we ask for it (e.g., certain cookies or marketing); and legal obligation where applicable.

4. How We Share Information

We do not sell your personal information. We may share information:

  • With service providers who process data on our behalf (e.g., hosting, email delivery, analytics), subject to confidentiality and security obligations;
  • With your Organization when the Service is used in a team or company context, as configured by administrators;
  • For legal reasons if we believe disclosure is required by law, regulation, legal process, or governmental request, or to protect rights, safety, and security;
  • In connection with a business transaction such as a merger, financing, or acquisition, subject to standard confidentiality protections.

5. Data Retention

We retain information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary by data type and context. You may request deletion of certain data as described in Section 7, subject to legal and contractual exceptions.

6. Security

We implement technical and organizational measures designed to protect information against unauthorized access, loss, or alteration. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

7. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or export personal information, or to object to or restrict certain processing. You may also have the right to lodge a complaint with a supervisory authority. To exercise rights, contact us using the details in Section 11. We may verify your request as permitted by law.

If we process information on behalf of your Organization, we may refer certain requests to your Organization’s administrator where appropriate.

8. Cookies and Similar Technologies

We and our partners may use cookies, local storage, and similar technologies for session management, preferences, security, and analytics. You can control cookies through your browser settings; disabling some cookies may limit Service functionality.

9. International Transfers

We may process and store information in the United States and other countries where we or our service providers operate. Those countries may have different data protection laws than your country. Where required, we use appropriate safeguards (such as standard contractual clauses) for cross-border transfers.

10. California Residents

If the California Consumer Privacy Act (CCPA) or similar laws apply, you may have additional rights regarding personal information, including rights to know, delete, and opt out of certain sharing. Because the Service is primarily B2B, some consumer provisions may not apply to personal information processed solely in a business context. Contact us for requests as described below.

11. Children’s Privacy

The Service is not directed to children under 16, and we do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us and we will take appropriate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and revise the “Last updated” date. For material changes, we will provide additional notice where appropriate. Continued use of the Service after the effective date constitutes acceptance of the updated policy where permitted by law.

13. Contact Us

For privacy-related questions or requests, contact us at the contact method published on our website or as provided through the Service.