Hoteliax — Powering Smart Hospitality

Legal

Privacy Policy

How Hoteliax collects, uses, and protects information across our marketing website and hospitality platform products.

Effective date: 4 September 2026

This Privacy Policy describes how Hoteliax (“Hoteliax”, “we”, “us”) handles personal information in connection with:

  • The marketing website at www.hoteliax.com
  • Hoteliax cloud hotel property management system (PMS) and related modules
  • Hoteliax Payment Gateway, booking engine, and channel configuration
  • Marketplace and companion apps (including ID verification, e-sign, and Housekeeping Mobile)
  • Customer support and sales communications

Hotel customers remain responsible for their own guest-facing notices where they process guest data in their property. App-specific notices (for example HoteliaxHK Privacy) may supplement this policy for individual mobile apps.

1. Who we are

Hoteliax provides global hospitality software — a cloud hotel PMS and related products for operations, identity, payments, direct booking, and growth. Contact for privacy and support:

2. Information we collect

2.1 Website and sales inquiries

When you submit a demo, contact, or quote form, we collect details you provide such as name, company or hotel, work email, phone, country, and requirement notes.

2.2 Platform accounts (hotel customers)

For Hoteliax PMS and admin portals we process account information such as staff names, emails, roles, organization and property identifiers, and operational records needed to run the hotel system (for example reservations, room status, folios, inventory movements, and configuration).

2.3 Guest and check-in related data

Where hotels use Hoteliax modules or marketplace apps, we may process guest stay identifiers, registration details, payment-related transaction metadata (not card PAN/CVV stored in the PMS), and — when enabled — identity-document images, face match inputs, or policy signature images solely to complete hotel check-in workflows for that property.

2.4 Technical and usage data

We may collect device, browser, IP address, log, and diagnostic data to operate, secure, and improve our services. Marketing analytics cookies load only after consent — see our Cookie Policy.

3. How we use information

  • Respond to demos, sales, and customer support requests
  • Provide, maintain, and secure Hoteliax products and marketplace apps
  • Process payments and billing for subscribed customers where applicable
  • Improve reliability, prevent abuse, and meet legal obligations
  • Communicate service updates and, where permitted, product information

We do not sell personal information. We do not use staff companion apps for advertising.

4. Sharing

We may share information with:

  • Service providers who host, email, analyze, or process payments on our behalf
  • Payment processors (for example Stripe or Razorpay adapters) as configured by the hotel
  • The hotel’s connected PMS or KYC systems when required to complete a check-in workflow
  • Authorities when required by law

5. Security and retention

We use industry-standard safeguards such as HTTPS and access controls. We retain personal information only as long as needed for the purposes above, customer contracts, security, and legal requirements, then delete or anonymize it where practicable.

Card PAN and CVV are not stored in the Hoteliax PMS; payment card handling is designed to remain with the connected payment gateway.

6. Your rights and choices

Depending on your location, you may request access, correction, deletion, or restriction of personal information we hold, or object to certain processing. Contact us via Customer Support or info@hoteliax.com. Cookie preferences can be changed from Cookie settings in the site footer.

Hoteliax staff apps and portals are intended for adults acting for a hotel or business. They are not directed at children.

7. Customer support

For product help, privacy requests, or account questions, use our dedicated customer support page:

https://www.hoteliax.com/support

You may also email info@hoteliax.com, call regional support lines listed on that page, or use WhatsApp / the contact form.

8. International processing

Hoteliax serves hotels worldwide. Information may be processed in countries where we or our processors operate. We take steps appropriate to the nature of the data and applicable law.

9. Changes

We may update this Privacy Policy from time to time. The effective date at the top will change when we do. Continued use of Hoteliax services after an update means you acknowledge the revised policy.

10. Related policies

Last updated: 4 September 2026. This policy describes Hoteliax practices and may be refined as products and legal requirements evolve.