Privacy Policy

4ROOMS ("we", "us") provides a hotel operations platform and this website. We handle personal data the way we build software: collect the minimum, keep it accurate, and never surprise you. This policy explains what we collect, why, and the rights you have over it.

1. Who this policy covers

• Website visitors: anyone browsing this site or contacting us through it.
• Customers and their teams: hotels that use the 4ROOMS platform and the staff accounts they create.
• Hotel guests: whose data our customers store in the platform. For guest data, the hotel is the data controller and 4ROOMS acts as a processor on the hotel's instructions.

2. What we collect

On this website

• Contact form submissions: your name, email address, property or company, chosen topic and message, together with the submission time.
• Job applications: whatever you choose to send to careers@4rooms.tech, such as your CV and portfolio links.
• Technical basics: standard server logs (IP address, browser type, pages requested) used for security and to keep the site working.

In the platform

• Account data: names, work email addresses and roles of hotel staff users.
• Operational data: reservations, folios, invoices and related records the hotel creates in the course of business, which may include guest names, contact details, stay dates and billing information.

We do not sell personal data, and we do not use customer or guest data for advertising.

3. Why we use it

• To respond when you contact us, and to run demos you request.
• To provide, secure and support the platform under our agreement with each hotel.
• To meet legal obligations, for example tax and invoicing records that hotels are required to keep.
• To improve the product, using aggregated or de-identified usage information wherever possible.

4. Legal bases

Where the GDPR or similar laws apply, we rely on: contract (providing the platform and answering your requests), legitimate interests (site security, product improvement), legal obligation (fiscal record-keeping), and consent where we ask for it, for example a newsletter you explicitly opt into. In India, we handle personal data in line with the Digital Personal Data Protection Act (DPDP).

5. Where data lives and who sees it

Data is hosted with reputable cloud infrastructure providers in the European Union. Access inside 4ROOMS is role-limited to the people who need it to support you. We share data only with subprocessors that help us run the service (hosting, email delivery, payments) under data-processing agreements, or where the law requires it. We never share one hotel's data with another.

6. Retention

Contact messages are kept while we correspond and for a reasonable period afterwards. Job applications are kept for the hiring process and deleted afterwards unless you ask us to keep them for future roles. Platform data is retained for as long as the hotel's agreement requires, then deleted or returned, except for records the hotel must keep by law (such as invoices).

7. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict or export your personal data, and to object to certain processing. Write to privacy@4rooms.tech and a human will respond. If you are a guest of a hotel that uses 4ROOMS, contact the hotel first: as controller it decides on your data, and we support it in fulfilling your request. You can also complain to your local data-protection authority.

8. Cookies

This website uses only the cookies it needs to function. We load fonts and a script library from third-party CDNs (Google Fonts, Cloudflare); requests to those services are governed by their own privacy policies. We do not run advertising trackers.

9. Security

Encryption in transit, encrypted backups, role-based access and audit trails are standard across the platform. No system is perfectly secure, but if an incident ever affects your data we will notify you and the relevant authorities as the law requires, plainly and quickly.

10. Changes and contact

If this policy changes materially we will note it here with a new date, and inform customers directly. Questions, requests or complaints: privacy@4rooms.tech.