Privacy
Policy

1 Scope of This Policy

This Privacy Policy applies to the comprehensive SmartVisit Hotel Management System (HMS) and governs:

• Hotels (Clients): Business entities utilizing our platform for room management, billing, petty cash, staff attendance, and the Hotel Network.
• Guests (End-Users): Individuals whose data is entered into the system during check-in, billing, or through the QR-based digital check-in process.

2 Data We Collect

To provide a full-scale property management solution, we collect the following categories of data:

3 Purpose of Data Collection

We process the collected data strictly to ensure the smooth operation of the software, specifically for:

• Facilitating digital check-ins, check-outs, and real-time room status tracking.
• Generating accurate GST invoices, billing summaries, and accounting reports.
• Managing internal hotel operations (Petty cash, inventory, staff attendance).
• Ensuring hotel security, regulatory compliance, and assisting law enforcement when required.

4 Hotel Network & Overbooking Policy

SmartVisit provides a premium "Hotel Network" (Overbooking) feature completely free of charge. This feature allows hotels to broadcast excess booking leads to other registered hotels within their specific area (Pincode).

• Feature Locking: The Hotel Network feature is locked by default. Hotels must agree to our strict booking policies (including the prohibition of unmarried couple bookings) to request an unlock from the Super Admin.
• Right to Revoke: SmartVisit reserves the absolute right to suspend, lock, or permanently revoke a hotel's access to the Hotel Network—or the entire platform—if they are found violating this policy.
• Data Shared on Network: When broadcasting a lead, only the required rooms, pax count, and guest category (Family, Business, Single, Bulk) are shared with nearby hotels. Guest personal identities are not broadcasted.

5 Data Ownership & Roles

All guest, financial, and operational data belongs solely to the respective Hotel using the Service. Under applicable Indian data protection laws (including the DPDP Act, 2023), SmartVisit acts strictly as a Data Processor. The Hotel acts as the Data Controller and holds the responsibility for how guest data is collected and utilized.

6 Data Storage & Security

We implement rigorous technical and organizational security measures, including:

• SSL encryption (HTTPS) during all data transmissions.
• Access-controlled dashboards protected by session guards and CSRF tokens.
• Secure server-side database storage isolating data hotel-by-hotel.
• Routine database backups to prevent data loss.

7 Data Retention Policy

Guest and financial data is retained as long as the Hotel maintains an active subscription with SmartVisit, or as required by Indian taxation and law enforcement regulations. Hotels may request complete data exports or deletions of their database upon terminating their relationship with us.

8 Data Sharing & Visibility

We do not sell, rent, or trade Guest or Hotel data. Data sharing only occurs in the following scenarios:

• Inter-Hotel (Network Module): General booking requirements (Rooms, Pax) and Hotel Contact Info are shared locally only if a hotel voluntarily broadcasts or accepts an overbooking lead.
• Legal Requirements: We may disclose data when legally mandated by lawful government or law enforcement agencies.

9 Rights of Hotels & Guests

Hotels: Have full rights to export their data (via Excel modules), edit guest records, and request account termination.

Guests: Must direct any requests regarding access, correction, or deletion of their personal data to the specific Hotel (Data Controller) where they stayed. SmartVisit cannot directly modify guest records upon guest request.

10 Hotel Responsibilities

Hotels utilizing the SmartVisit platform agree to:

• Obtain necessary consent from their guests before entering their personal and ID details into the system.
• Keep their administrator and staff login credentials highly secure.
• Strictly adhere to the unmarried couple booking restriction if participating in the Hotel Network.

11 Liability & Legal Rights

SmartVisit provides this software "as-is." While we take extreme care to secure the infrastructure, we shall not be held liable for:

• Misuse of the platform, fraudulent billing, or data mishandling by Hotel staff.
• Unauthorized access caused by the Hotel sharing passwords or using unsecured devices.
• Financial discrepancies caused by improper manual entries.

In the event of proven negligence on the part of SmartVisit resulting in a data breach, liability shall be strictly limited to the subscription fees paid by the respective Hotel in the preceding three (3) months.

12 Additional Provisions

Changes to This Policy: We reserve the right to update this Privacy Policy as our platform evolves. Significant changes, especially regarding the Hotel Network terms, will be communicated to the registered admin email of the Hotel.