Privacy Policy

Who we are

Hospitally is front-desk software for hotels: rooms, reservations, housekeeping, inventory, groups and guest messages, on the web at hospitally.app and in the Hospitally iPhone app. This policy covers both. When we say "we" or "us" we mean Hospitally. When we say "you" we mean a person who uses Hospitally, usually a member of a hotel's staff.

You can try the live demo without an account. The demo runs on your own device with fictional guests, and none of it is sent to us.

What we collect

Your account

• Email address and name, from the sign-in method you choose: an emailed code, a password, Google or Apple.
• A password, only if you set one. It is stored as a one-way hash and we can't read it.
• An authenticator app, only if your hotel uses two-step verification. We keep the shared secret needed to check your codes.

Your hotel

• The hotel's name, hotel code, address and website, and its Google Places ID if the general manager links one.
• Who works there, their roles, and the email addresses the general manager invites.
• What staff enter or receive while running the hotel: reservations, room status, housekeeping, inventory, purchase orders, group blocks, guest messages, and floor plans the hotel uploads or links.
• The hotel's trusted networks (IP address ranges), if the general manager sets them.

Technical information

• IP address, checked against your hotel's trusted networks when the hotel uses that feature. Our hosting providers also see it with every request and keep short-lived logs for security and reliability.
• Sign-in session, kept on your device (browser storage on the web, the keychain on iPhone) so you stay signed in.

We don't use advertising, analytics or tracking cookies, and we don't sell or share personal information for advertising.

Signing in with Google or Apple

If you choose Continue with Google, Google shares your name, email address and profile picture with Hospitally, and confirms your email address is verified. We use your email to find your account and your hotel invitations, and your name to show colleagues who did what. We ask only for basic sign-in access (openid, email, profile). We don't receive your Google password and can't read your Gmail, contacts, calendar or files.

If you choose Sign in with Apple, Apple shares your email address (or a private relay address if you choose to hide it) and, the first time only, your name.

Hospitally's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. We don't use Google user data to serve ads, sell it, or let anyone read it except as needed to run the service, for security, or to comply with the law.

How we use it

• To sign you in, keep your account secure, and enforce your hotel's network and two-step rules.
• To run the service: show staff the same live hotel on every device, and connect the hotel's booking systems.
• To read floor plans the hotel imports, so they can drive the room board.
• To send sign-in codes, invitations and password resets by email.
• To fix problems, prevent abuse, and meet legal obligations.

We don't use your hotel's data to train AI models.

Guest records

Hotels use Hospitally to manage their guests' stays, so a hotel's data includes guest names, stay dates, preferences, loyalty tier and messages. The hotel decides what goes in and is responsible for it. We process guest records only on the hotel's instructions, to provide the service. Guests who want to see, correct or delete their information should contact the hotel. We'll help the hotel respond.

Service providers

We use these providers to run Hospitally. Each one gets only what it needs.

Booking systems a hotel connects, such as its brand PMS or channel manager, exchange reservations and availability with Hospitally on the hotel's behalf. We may also disclose information if the law requires it, to protect people's safety or our rights, or as part of a merger or sale of Hospitally, in which case this policy continues to apply.

Our providers may process data in the United States and other countries. Where the law requires it, we rely on appropriate safeguards for these transfers, such as the European Commission's standard contractual clauses.

Retention and deletion

We keep your account while you use Hospitally, and a hotel's data for as long as the hotel uses it. When a general manager removes you from a hotel, you lose access to its data, but the hotel keeps records of your work, such as your name next to a task you completed.

To delete your account, email us from the address you sign in with. We'll delete it within 30 days, apart from anything the law requires us to keep. To delete a hotel and all of its data, its general manager can email us. Backups are overwritten on a rolling basis.

Your choices

Depending on where you live, you may have the right to access, correct, delete or export your personal information, and to object to or restrict how we use it. Email us to make a request and we'll respond within 30 days. You can also complain to your local data protection authority.

You can revoke Hospitally's access to your Google account at any time at myaccount.google.com/connections, or to your Apple ID in your iPhone's Settings under your name, then Sign in with Apple.

Hospitally is for hotel businesses and isn't directed at children under 16.

Security

All traffic is encrypted in transit. Each hotel's data is separated by database row-level security, so a signed-in user can reach only the hotels they belong to. Hotels can also require two-step verification or limit access to their own network. No system is perfectly secure. If we learn of a breach that affects you, we'll tell you as the law requires.

Changes

If we change this policy we'll update the date at the top. If the change is significant we'll tell you by email or in the app before it takes effect.

Contact

Questions or requests: team@hospitally.app.

See also our Terms of Service.