Privacy Policy

This Privacy Policy explains how Hotel Flow Central LLC collects, uses, discloses, retains, and protects personal information through the website, sales process, demo requests, support interactions, product administration, and Hotel Flow Central PMS.

Hotel Flow Central may act as a controller for website, sales, marketing, account, security, billing, and support information. Hotel Flow Central may act as a processor or service provider when it processes guest, reservation, folio, housekeeping, reporting, and property data on behalf of hotel customers.

Information collected directly may include name, work email, phone number, company name, property name, country, property website, current PMS, room count, number of properties, inquiry details, demo preferences, support messages, privacy requests, account credentials, administrator information, and marketing preferences. The website may also collect device, browser, usage, referral, and cookie information.

Customer use of the PMS may involve guest names, contact details, stay details, reservation details, preferences, folio records, invoices, notes, consent records, communication history, housekeeping tasks, maintenance requests, reports, and integration data. Customers decide what guest data they enter and are responsible for having an appropriate legal basis and notices for their guests.

Hotel Flow Central uses information to operate the services, respond to inquiries, prepare demos, provide support, manage accounts, secure the services, prevent fraud and abuse, send service communications, improve product workflows, maintain audit logs, process privacy requests, comply with legal obligations, and perform business administration. Marketing communications are sent only where permitted and may be opted out of.

Hotel Flow Central is not presented as a transaction processor. Customers must not enter card numbers, passport numbers, government ID numbers, or sensitive guest information into unsupported free-text fields.

AI features may process prompts, reservation context, report data, messages, or operational summaries to produce assistive output. Third-party AI providers may be used. AI output requires human review, and AI-provider handling is managed through Hotel Flow Central product, security, and privacy controls.

Information may be disclosed to service providers, hosting providers, email providers, support tools, analytics providers where consent is obtained if required, scheduling providers, subprocessors, professional advisers, authorities where legally required, and parties involved in a business transfer. Hotel Flow Central does not sell personal information and does not share personal information for cross-context behavioral advertising by default.

Privacy rights may include access, correction, deletion, portability, objection, restriction, opt-out, and consent withdrawal depending on location and applicable law. California, other US state, EEA, and UK rights may apply depending on customer, user, and business context. Requests can be submitted through the Privacy Request page or by email.

Retention periods depend on the type of information, customer instructions, legal requirements, account status, security needs, and backup cycles. Security measures include access controls, encryption in transit, administrative controls, logging, backups, and vendor review, but no system can be guaranteed completely secure.

Hotel Flow Central maintains a privacy request process and reviews applicable US state, EEA, UK, and other privacy obligations based on customer and user context. Subprocessor, retention, transfer, and AI-provider information is maintained as part of the company privacy and security program.

Privacy contact: info@hotelflowcentral.com.