Template — this policy describes HoteFlow's actual data practices but requires review by qualified legal counsel before commercial launch.
Privacy Policy
What HoteFlow stores
HoteFlow coordinates short-term-rental cleaning. We store: your account email and display name; the organisations you belong to and your role in them; property operational data entered by your organisation (addresses, rooms, checklists, notes); cleaning-mission records (statuses, timestamps, checklist responses, photos of the property, reported issues, corrections); and in-app notifications addressed to you.
What HoteFlow never stores: guest data
We import booking calendars only to schedule cleaning. By construction, our calendar import reads only check-in/check-out times and an opaque event identifier — guest names, contact details, payment information, and reservation messages have no path into our systems.
Property access codes
Door, lockbox, alarm, and Wi-Fi details are encrypted (AES-256-GCM) with a key held outside the database. They are revealed only to the person assigned to a cleaning, only during the active mission window, and every reveal is permanently logged. They are never included in emails or notifications. Workers: this reveal log means your access to codes is recorded — it exists to protect you and the property owner alike.
Photos
Evidence photos of the property are stored in private storage and served only through short-lived signed links to people involved in the mission. Photograph the property, not people.
Cookies
We use only strictly-necessary cookies: your sign-in session and your selected organisation. There is no advertising, analytics, or cross-site tracking.
Your rights
From your account page you can correct your display name, export a copy of your personal data as JSON, and erase your account. Erasure removes your memberships, notifications, and identifying profile data immediately; anonymised operational history (e.g. "a cleaning was approved on this date") is retained because organisations need their audit trail — it can no longer be attributed to you.
Processors & hosting
Data is stored with Supabase (database, authentication, file storage) and emails are sent via our SMTP provider. For European customers we deploy in EU regions. A full sub-processor list will be published before commercial launch.