Privacy Policy

Last updated: October 9, 2026

LodgingOs (“LodgingOs,” “we,” “us”) provides software that hotels use to run their operations — property management, a booking engine and website, OTA/channel management, guest messaging, self check-in, and payments. This policy explains what information we collect, how we use it, and the choices you have. It covers lodgingos.com, the LodgingOs applications, and the hotel websites and booking pages we host for our customers.

1. Two roles: for hotels, and for their guests

For our hotel customers, we are the service provider they contract with, and we handle their account and business data.
For hotel guests, most personal data (your reservation, contact details, ID at check-in) is processed on behalf of the hotel you are staying with. If you are a guest, direct requests about your data to the hotel; we will support the hotel in responding.

2. Information we collect

Account & business data (hotels): name, work email, phone, business address, role, login credentials, and the settings, rates, rooms, and content a hotel adds.

Guest & reservation data (processed for hotels): guest name, contact details, stay dates and room, reservation and folio records, messages exchanged with the hotel, and — where a hotel uses ID verification at check-in — a photo of a government ID and the details read from it.

Payment data: card payments are processed by our payment provider (Stripe). LodgingOs does not store full card numbers; we keep limited transaction records (amounts, status, last four digits) needed to run the folio and reconcile.

Usage & technical data: log data, device/browser information, IP address, and product usage needed to operate, secure, and improve the service.

3. How we use information

Provide and operate the service (bookings, check-in, messaging, payments, the hotel’s website).
Verify guest identity at check-in, where the hotel enables it.
Support, troubleshooting, security, fraud prevention, and compliance.
Improve and develop features, and communicate with hotel customers about their account.

4. AI processing

LodgingOs uses AI models to power features such as guest messaging/concierge, reading guest ID documents at check-in, and generating operational summaries for staff. These features send the relevant content to our AI providers (see sub-processors) through their APIs. Our AI providers do not use data sent through their APIs to train their models. We do not sell personal data, and we do not use guest personal data to train third-party models.

5. How we share information (sub-processors)

We share data only with service providers that help us run LodgingOs, under contract and only as needed:

Hosting & database: Supabase, Vercel
Payments: Stripe
Messaging / voice: Twilio (SMS), Vapi (voice agent)
AI models: Anthropic (Claude), Google (Gemini)
Channel management / OTAs: Channex and the OTAs a hotel connects (e.g. Booking.com, Expedia), to sync availability, rates, and reservations

We also share information when required by law, to protect rights and safety, or in connection with a business transfer. We do not sell personal information.

6. Data retention

We keep data for as long as a hotel uses the service and as needed for the purposes above or to meet legal/accounting obligations. ID verification images are kept only for the hotel’s configured retention window (default 365 days) and then purged; the register details may be retained as part of the hotel’s records. Hotels can request export or deletion of their data.

7. Security

We use measures appropriate to the data, including access controls, tenant isolation, encryption in transit, and private storage for sensitive images (served only via short-lived links). No system is perfectly secure, but we work to protect data and to respond quickly if something goes wrong.

8. Your choices and rights

Depending on where you are, you may have rights to access, correct, delete, or export your personal data, or to object to or restrict certain processing. Hotels (our customers) can contact us at support@lodgingos.com. Guests should contact the hotel they stayed with; we will assist the hotel in responding.

9. International

LodgingOs operates in the United States and data is processed in the United States. If a hotel or guest is located elsewhere, data is transferred to and processed in the US to provide the service.

10. Children

LodgingOs is intended for hotel businesses and adult guests. It is not directed to children under 18, and we do not knowingly collect their personal data.

11. Changes

We may update this policy. We will post the new version here with a revised “Last updated” date and, for material changes, notify hotel customers.

12. Contact

Questions about this policy or your data: support@lodgingos.com.