Privacy policy

We hold two kinds of information: details about the businesses that subscribe to LodgeOS, and the guest records those businesses put into it. The first is ours to look after. The second belongs to the property, and we only handle it in order to run the service for them.

We do not sell data. We do not use guest records for advertising. We do not send marketing messages to your guests.

Transvo provides LodgeOS. For information about our own customers, such as the person who signs up and the property’s billing details, Transvo is the data controller.

For guest records entered into the system, the subscribing property is the data controller and Transvo is a data processor acting on its instructions. If you are a guest and want your record changed or removed, ask the property you stayed at. If they cannot help, write to us and we will assist them.

You can reach us about anything in this policy at support@uselodgeos.com.

From the businesses that subscribe:

Account details: name, email address, phone number and role.

Property details: trading name, address, room and rate configuration, and tax registration status.

Payout details: the bank or mobile money account you nominate to receive guest payments, and the account name returned when we verify it.

Usage and technical data: pages requested, times, browser and device type, and IP address, recorded in server logs.

Entered by those businesses about their guests:

Identity and contact details: name, phone number, email address, and any identification reference the property records at check in.

Stay details: dates, room, rate, and the folio of charges and payments.

A record of whether the guest agreed to receive text messages.

To provide the service you have subscribed to, which is the substance of our agreement with you.

To keep the service secure, to investigate faults, and to prevent misuse.

To meet our own legal and accounting obligations, which is why some records outlive an account.

To contact you about the service. Notices about outages, security and billing are part of the service and are not marketing.

A guest is asked, when the booking is made, whether they want to receive text messages about it. LodgeOS records three states: they agreed, they declined, or they were never asked.

Messages are only ever sent where the guest agreed. Where they declined or were never asked, the system disables sending rather than quietly doing nothing, so that staff can see why. A guest can change their answer at any time by telling the property.

Messages relate to the guest’s own booking. LodgeOS does not send marketing messages to guests, and does not allow a property to use it for bulk marketing.

We use a small number of service providers, and only to run LodgeOS:

Hosting and database: our infrastructure providers, who store the data at rest and in transit under contract.

Payments: Paystack, where a guest pays by card or mobile money through the online checkout. They receive the payment details necessary to process it, and they are the ones who verify a bank account you nominate.

Messaging: our SMS provider, which receives a guest’s number and message only when a message is actually sent.

We do not share your data with anyone else unless you ask us to, or unless we are required to by law. If we are required to disclose data by a lawful request, we will tell you where we are permitted to.

Data is held on servers operated by our infrastructure providers, which may be in a different country from you. Where data crosses a border, we rely on contractual protections requiring those providers to protect it to the standard that applicable data protection law requires.

Guest and booking records are kept for as long as the property’s subscription is active, because a property needs its own history.

After a subscription ends, the property can export its data for at least thirty days. We delete it after that, except where we are required to keep records for tax or legal reasons.

Server logs are kept for a short period for security and fault investigation, and then discarded.

Access is controlled by role, so a receptionist account cannot reach the financial records. Data is encrypted in transit. Passwords are never stored in a readable form, and a member of staff sets their own password rather than being given one.

The database enforces separation between properties at its own level, not only in the application, so a fault in the software cannot show one property another property’s bookings.

No system is perfectly secure. If a breach affects your data, we will tell you and the relevant data protection authority as the law requires, and we will tell you what we know rather than waiting until we know everything.

Under applicable data protection law you may ask us to tell you what data we hold about you, to correct it if it is wrong, to delete it where we have no continuing reason to hold it, and to stop processing it in certain circumstances.

Write to support@uselodgeos.com and we will respond within the time the law allows. If you are not satisfied, you may complain to the data protection authority where you are based.

The application uses cookies that are necessary for it to work: keeping you signed in, remembering which property you are viewing, and remembering interface preferences such as your last chosen view.

We do not use advertising cookies, and we do not track visitors across other websites.

We will update this page when what we do changes, and we will change the date at the top. Where a change materially affects how we handle your data, we will tell you directly rather than relying on you noticing.