1. Information We Collect

1.1. Information You Provide

We may collect personal information that you voluntarily provide to us when using our property management system. This may include:

• First and last name of our customers
• Email address, or phone number of our customer
• Address information of your hotel
• Project-related data (e.g., Hotel information, Hotel's policy)
• Hotel's guest information, including their first name, last name, and email. Other details, such as phone number and address, are optional.

1.2. Automatically Collected Information

We may automatically collect certain information when you use our property management system, including:

• Log data (e.g., Exceptions from our software), such as crashes or bugs within the software. This helps us fixes errors, and improve our software
• Usage data (e.g., pages visited, actions taken within the software). This is used to improve functionality or user experience.

1.4. Data Retention

We will retain your data for as long as necessary for the purpose it was collected, or as required by law. If you deactivate your account, your data may be retained for a reasonable period to comply with legal obligations or business needs.

1.5. Third-party Providers

We share some of your information with third-party service providers, such as payment processors (e.g., Stripe), email service providers (e.g. Gmail), and our channel manager service (e.g., Channex.io). These parties are obligated to handle your data in accordance with their own privacy policies. Specifically, we share certain hotel information with Channex.io to facilitate bookings and manage reservations.

1.6. Files

We allow images files in standard formats (e.g., JPG, PNG). We may restrict the upload of files that pose security risks.

1.7. Cookies

We may use “cookies” to collect Information and improve our Services. A cookie is a small data file that we transfer to your device. We may use “session ID cookies” to enable certain features of the Services, to better understand how you interact with the Services and to monitor aggregate usage and web traffic routing on the Services. We may also use “persistent cookies” to save your registration ID and login password for future logins to the Services.

2. How We Use Your Information

We may use the personal information we collect for the following purposes:

• To fulfill hotel bookings, and to provide information about returning guests to the hotel owner.
• To provide and maintain our property management system
• To communicate with you about your account and our services
• To personalize your experience and improve our software
• To analyze usage trends and enhance the functionality of our software
• To respond to your inquiries, requests, and feedback

3. Data Sharing and Disclosure

We may share your personal information with third parties only in the following circumstances:

• With your consent
• To comply with legal obligations or respond to lawful requests from authorities
• To protect our rights, property, or safety, or the rights, property, or safety of others
• With service providers or business partners who assist us in providing and improving our software

4. Data Security & Storage

We utilize secure protocols like SSL/TLS encryption to protect your personal data during transmission, to protect your personal information. However, please be aware that no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

All personal information, including guest data, is stored securely in our database hosted on SmarterASP.net’s cloud infrastructure, with datacenters located in the United States or Europe. The specific datacenter location is determined by SmarterASP.net based on operational requirements. We use SQL Server databases with robust security measures, including SSL/TLS for data in transit. SmarterASP.net acts as our data processor and is bound by a data processing agreement compliant with GDPR and PIPEDA. We do not share guest data with any third parties beyond this hosting arrangement.

5. Your Rights and Choices

5.1. General Rights

You (Hotel manager) and your guests have certain rights regarding personal information, including the right to request corrections or deletion. To exercise these rights, please contact us using the information provided below.

5.2. GDPR

If you are a resident of the European Union (EU) or the European Economic Area (EEA), you have the right to request corrections or deletion of your personal data. You may also restrict or object to certain processing activities and have the right to data portability.

5.3. CCPA

If you are a California resident, you have the right to know what personal information we collect, request the deletion of your personal information, and opt out of its sale (though we do not sell any information).

5.4. PIPEDA

If you are a Canadian resident, you have the right to Access details about how your data is used and disclosed. Challenge the accuracy and completeness of your data.

6. Children's Privacy

Our property management system is not intended for children under the age of 16, and we do not knowingly collect personal information from children under 16. If you believe that we have inadvertently collected personal information from a child under 16, please contact us immediately.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our data processing practices or legal requirements. We will notify you of any material changes by posting the updated Privacy Policy on our PMS or by sending you an email, depending on the nature of the change.

8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us at: info@novabooking.ca