Privacy Policy

Last updated: January 21, 2025

1. Introduction

LodgeHog ("we," "us," or "our") provides a property management system (PMS) called LodgeHog (the "Service") to hotels and other accommodation providers ("Hotels," "you," or "your"). This Privacy Policy explains how we collect, use, disclose, and protect information when you use our Service, and when we process information about your guests ("Guests") on your behalf.

We are committed to protecting the privacy of both our clients (Hotels) and their Guests. This policy outlines our practices and your choices regarding your information and the information of your Guests.

2. Information We Collect

We collect two main categories of information:

a) Information about Hotels (Our Clients):

When you sign up for and use our Service, we may collect the following information about you and your business:

  • Contact Information: Name, email address, phone number, physical address, billing address.
  • Account Information: Username, password, security questions.
  • Payment Information: Credit card details, bank account information (processed through a secure third-party payment processor).
  • Hotel Information: Hotel name, address, contact details, property details, room types, rates, and other information necessary to operate the PMS.
  • Usage Data: Information about how you use the Service, including login times, features used, and interactions with the platform.
  • Support Data: Information you provide when contacting our customer support team.
b) Information about Guests (Processed on Behalf of Hotels):

As part of providing the Service, we process information about your Guests on your behalf. You, as the Hotel, are the data controller for this information, and we are the data processor. This information may include:

  • Guest Identification Data: Full name, date of birth, gender, nationality, passport or ID card details, address.
  • Contact Information: Email address, phone number.
  • Reservation Information: Check-in/check-out dates, room type, room number, number of guests, rates, special requests.
  • Payment Information: Payment card details (processed securely and may be tokenized).
  • Stay History: Information about past stays at your Hotel.
  • Loyalty Program Information: If applicable, membership number and related details.
  • Communications: Records of communications between the Guest and the Hotel through the PMS.
3. How We Use Information
a) Information about Hotels:

We use information about Hotels to:

  • Provide and Maintain the Service: Create and manage your account, process payments, provide customer support, and ensure the proper functioning of the PMS.
  • Improve the Service: Analyze usage patterns, identify areas for improvement, and develop new features.
  • Communicate with You: Send important notices, updates, promotional offers, and respond to your inquiries.
  • Comply with Legal Obligations: Meet legal and regulatory requirements.
b) Information about Guests:

We use Guest information solely as instructed by you (the Hotel) to:

  • Facilitate Reservations and Bookings: Manage bookings, allocate rooms, process payments, and generate booking confirmations.
  • Enable Hotel Operations: Provide you with tools to manage check-ins, check-outs, guest requests, billing, and other essential hotel operations.
  • Improve Guest Experience: Enable you to personalize guest interactions and provide better service.
4. How We Share Information
a) Information about Hotels:
  • Third-Party Service Providers: We may share information with trusted third-party service providers who assist us in providing the Service, such as payment processors, hosting providers, email providers, and analytics providers. These providers are bound by contractual obligations to protect your information.
  • Legal Requirements: We may disclose information if required by law, such as in response to a subpoena, court order, or government request.
  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of the transaction. We will notify you of any such transfer and any choices you may have.
b) Information about Guests:
  • With the Hotel: We share Guest information with you (the Hotel) as necessary to provide the Service and enable you to manage your operations and guest relationships.
  • Third-Party Service Providers (Under Hotel's Direction): We may share Guest information with third-party service providers that you integrate with the PMS, such as channel managers, payment gateways, or marketing automation platforms. We only do this at your direction and under your responsibility to ensure these providers comply with data protection laws.
  • Legal Requirements: We may disclose Guest information if required by law, as outlined above.
  • Aggregated or Anonymized Data: We may share aggregated or anonymized data about Guests that cannot be used to identify individuals for analytical or statistical purposes. This data is not considered personal data.
5. Data Security

We implement appropriate technical and organizational security measures to protect both Hotel and Guest information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

  • Encryption: Data is encrypted in transit and at rest.
  • Access Controls: Access to information is restricted to authorized personnel only.
  • Regular Security Assessments: We conduct regular security assessments and vulnerability scans.
  • Data Breach Response Plan: We have a plan in place to respond to and mitigate the impact of any data breaches.
6. Data Retention
  • Hotel Information: We retain information about Hotels for as long as you maintain an active account and as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
  • Guest Information: We retain Guest information for as long as instructed by you (the Hotel) or as required by applicable law. You are responsible for setting your own data retention policies within the PMS.
7. Your Rights and Choices (Hotels and Guests)
a) Hotels:
  • Access and Update: You can access and update your account information through the PMS.
  • Data Portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.
  • Account Closure: You can close your account at any time.
b) Guests:
  • Guest Rights: Guests have certain rights regarding their personal data under applicable data protection laws (e.g., GDPR, CCPA). These rights may include the right to access, rectify, erase, restrict processing, data portability, and the right to object to processing.
  • Exercising Rights: Guests should direct any requests to exercise their rights to the Hotel they booked with, as the Hotel is the data controller. We will assist you in responding to such requests as required by law.
8. International Data Transfers

If we transfer personal data outside of the European Economic Area (EEA) or other regions with specific data transfer requirements, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or other approved transfer mechanisms, as required by law.

9. Children's Privacy

Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child without parental consent, please contact us immediately.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on our website or through the Service. You are advised to review this Privacy Policy periodically for any changes.