Privacy Policy

1. Personal Information We May Collect

The personal information we collect depends on how you interact with us. It may include:

• your name, job title, employer and business contact details;
• email address, telephone number and correspondence details;
• information submitted through website forms, pricing enquiries, discovery-call bookings and other enquiries;
• information relating to a customer, prospective customer, supplier or business relationship;
• records of communications, meetings and support interactions;
• contract, billing, payment and transaction information where relevant;
• technical information such as IP address, browser type, device information and website usage information;
• marketing preferences and records of whether you have engaged with communications from us;
• information provided when applying for a role or making a careers enquiry; and
• other information you choose to provide to us.

We do not ask you to provide more personal information than is reasonably required for the relevant purpose.

2. How We Collect Personal Information

We may collect information directly from you when you:

• complete a form on our website;
• call, email or otherwise contact us;
• book a meeting or discovery call;
• request pricing, information or a proposal;
• enter into a contract with us;
• use services supplied by us;
• attend a meeting, event or industry activity;
• apply for a role or make a careers enquiry; or
• interact with our marketing or social media activity.

We may also receive business contact information from publicly available sources, referrals, business directories, professional networking platforms, customers, suppliers and other legitimate business sources.

Website and device information may also be collected automatically through cookies and similar technologies where applicable and in accordance with your cookie choices.

3. How We Use Personal Information

We may use personal information to:

• respond to enquiries and requests;
• provide pricing, proposals and service information;
• enter into and manage customer and supplier relationships;
• provide, administer and support our services;
• communicate with customers, prospects, suppliers and business contacts;
• manage meetings, projects and service delivery;
• administer contracts, invoicing and payments;
• protect our systems, website, services and business;
• investigate security incidents, misuse, disputes or suspected fraud;
• improve our website, services and customer experience;
• understand how visitors use and interact with our website where permitted by their cookie preferences;
• send relevant business-to-business marketing where permitted by law;
• manage recruitment and careers enquiries;
• maintain appropriate business and legal records;
• comply with legal, regulatory, tax and accounting obligations; and
• establish, exercise or defend legal claims.

4. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis when we process personal information. The basis we rely on will depend on the circumstances.

Our legitimate interests may include operating and developing our business, communicating with customers and prospective business customers, maintaining business relationships, improving services, protecting our systems and enforcing our legal rights.

5. Business Marketing

We may contact relevant business contacts about Hotel IT Company services, hospitality technology, events, resources or other information we believe may be relevant to their professional role, where permitted by applicable data protection and electronic communications law.

Different rules may apply depending on whether the recipient is a corporate organisation, sole trader, partnership or individual. Where consent is required, we will seek it before sending the relevant communication.

Where consent is not required under electronic communications law, we may rely on legitimate interests where it is appropriate to do so and after considering the impact on the individual.

You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us.

Opting out of marketing will not prevent us from sending service-related, contractual, billing, security or other necessary operational communications.

6. Cookies and Similar Technologies

Our website uses cookies and similar technologies. Cookies are small files stored on a computer, tablet, mobile phone or other device when a website is visited.

We may use cookies for purposes including:

• providing essential website functionality;
• maintaining security and protecting the website;
• remembering cookie and website preferences;
• supporting website forms and other requested functionality;
• understanding how visitors use and navigate the website; and
• measuring website performance and engagement where permitted.

Essential Cookies

Some cookies and similar technologies may be necessary for the website to operate securely or to provide functionality requested by the visitor. These may be used without consent where the applicable legal exemption applies.

Non-Essential Cookies

Analytics, tracking or other non-essential cookies should not be placed on your device until you have given the required consent. Where our website presents a cookie consent tool, you can use it to accept, reject or manage the relevant categories of cookies.

You can also change or withdraw your cookie choices later using the website’s cookie settings where available.

7. HubSpot

We use HubSpot technology on our website and within our business. This includes website forms and customer relationship management functionality.

When you submit a HubSpot form on our website, the information you provide may be transferred into our HubSpot environment so that we can:

• receive and respond to your enquiry;
• manage prospective and existing customer relationships;
• record communications and business interactions;
• manage sales and service follow-up;
• understand the source and context of an enquiry; and
• manage marketing preferences and communications where appropriate.

Depending on our configuration and your cookie preferences, HubSpot technology may also collect information about website activity, such as page visits, device or browser information, referral information and interaction with forms or communications.

Where HubSpot cookies or tracking technologies are not strictly necessary, they should only be activated where the required cookie consent has been provided.

HubSpot may process personal information on our behalf as a technology service provider. Its systems and subprocessors may involve processing in countries outside the United Kingdom, in which case appropriate transfer safeguards are expected to apply where required by UK data protection law.

8. Google Services

We use Google services in connection with our website and online presence.

Depending on the Google services used and our configuration, Google may receive information including:

• IP address;
• browser and device information;
• pages visited;
• referral information;
• website interaction information; and
• cookie or similar online identifiers.

Where Google services are used for analytics, measurement or other non-essential tracking purposes, those technologies should only be enabled where the required consent has been provided through our cookie consent mechanism.

Google may process information using infrastructure located outside the United Kingdom. Where personal information is transferred internationally, the relevant provider is expected to use an appropriate lawful transfer mechanism where required.

Google operates under its own privacy terms in relation to any processing for which it acts independently.

9. Who We May Share Information With

We do not sell personal information.

We may share personal information where reasonably necessary with:

• companies and contractors that provide hosting, cloud, CRM, communications, email, website, security, accounting, payment, professional or other business services to us;
• technology providers including HubSpot and Google where their services are used by us;
• technology suppliers and subcontractors involved in delivering services to customers;
• accountants, insurers, legal advisers and other professional advisers;
• law enforcement bodies, courts, regulators or public authorities where legally required;
• prospective buyers, investors or advisers in connection with a genuine business sale, restructuring or investment process; and
• other parties where you have asked us to share the information or where we otherwise have a lawful basis to do so.

Where another organisation processes personal information on our behalf as a processor, we expect appropriate contractual and security protections to be in place.

10. International Data Transfers

Some of the cloud and technology providers we use, including providers such as HubSpot and Google, may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal transfer mechanism and relevant safeguards are used where required by UK data protection law.

This may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards.

11. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant legal, accounting, contractual, security and operational requirements.

The appropriate retention period depends on factors including:

• the nature and sensitivity of the information;
• the reason it was collected;
• whether we have an ongoing business relationship;
• legal and regulatory retention requirements;
• the need to resolve disputes or enforce agreements; and
• security and fraud-prevention requirements.

Where information is no longer required, we will take reasonable steps to delete, anonymise or securely dispose of it.

12. How We Protect Personal Information

We use proportionate organisational and technical measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure, destruction or unauthorised access.

Depending on the relevant system and risk, these measures may include access controls, authentication, endpoint security, encryption, security monitoring, backups, patching, staff procedures and supplier controls.

No internet service or information system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we take reasonable measures appropriate to the information and risks involved.

13. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights including:

• Right of access — to request a copy of personal information we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete information.
• Right to erasure — to ask us to delete personal information in certain circumstances.
• Right to restriction — to ask us to restrict processing in certain circumstances.
• Right to object — to object to certain types of processing, including direct marketing.
• Right to data portability — in certain circumstances, to receive information in a structured, commonly-used and machine-readable format.
• Rights relating to automated decision-making — where applicable under data protection law.
• Right to withdraw consent — where we rely on consent, including consent for non-essential cookies, without affecting processing carried out before consent was withdrawn.

These rights are not absolute and particular exemptions or legal conditions may apply.

We may need to verify your identity before responding to a rights request in order to protect personal information from unauthorised disclosure.

14. Careers and Recruitment Information

If you contact us about employment, careers or future opportunities, we may process information such as your name, contact details, current role, employment history, skills, qualifications and other information you choose to provide.

We use this information to consider your enquiry or potential suitability for opportunities, communicate with you and manage any recruitment process.

Please do not provide confidential information belonging to your current employer, customer information or other third-party information that you are not authorised to disclose.

15. Children

Hotel IT Company’s business services and website are primarily intended for organisations and business users and are not directed at children.

We do not knowingly seek to collect personal information directly from children through our general business website.

16. Third-Party Websites and Services

Our website may contain links to third-party websites, services, social media platforms or embedded content.

Those organisations operate under their own privacy policies and practices. We are not responsible for how an independent third party processes personal information once you leave our website or interact directly with its service.

17. Questions, Rights Requests and Complaints

If you have a question about this privacy notice, believe personal information has been handled incorrectly or want to exercise a data protection right, please contact Hotel IT Company in the first instance.

You also have the right to raise concerns with the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

Further information about data protection rights and making a complaint is available from the ICO at ico.org.uk .

18. Changes to This Privacy Notice

We may update this privacy notice from time to time to reflect changes to our business, systems, services, legal obligations or data protection practices.

The latest version will be published on this page and the “Last updated” date shown above will be changed when appropriate.