Privacy Policy

01 Who We Are

SmartBookFlow ("we", "us", or "our") operates the SmartBookFlow platform — a property management and online booking service for hotels, resorts, and accommodation businesses.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our Service.

02 Information We Collect

We collect information you provide directly, as well as data generated through your use of the Service:

• Account information: name, email address, and password when you register
• Property information: hotel/resort name, address, room details, and photos you upload
• Booking data: guest names, contact details, booking dates, and payment records
• Usage data: pages visited, features used, and interaction patterns to improve the Service
• Device data: browser type, operating system, IP address, and device identifiers
• Communications: messages you send to our support team

03 How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the SmartBookFlow platform
• Process bookings and send confirmations to you and your guests
• Send push notifications and email alerts you have opted into
• Respond to your support requests and communications
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations
• Send you product updates and promotional communications (you may opt out at any time)

04 Cookies & Tracking

We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service is used. These include:

• Essential cookies: required for authentication and core functionality
• Analytics cookies: help us understand feature usage (anonymised)
• Preference cookies: remember your theme and settings choices

You can control cookies through your browser settings, though disabling essential cookies may affect Service functionality.

05 Data Sharing

We do not sell your personal data. We may share it in limited circumstances:

• Service providers: trusted third-party vendors who help us operate the Service (e.g. cloud hosting, email delivery) under strict data processing agreements
• Legal requirements: when required by law, court order, or to protect the rights and safety of users
• Business transfers: in the event of a merger or acquisition, your data may be transferred as part of that transaction

06 Data Retention

We retain your account and booking data for as long as your account is active. If you cancel your account, we will delete your personal data within 90 days, except where retention is required by law.

Anonymised and aggregated analytics data may be retained indefinitely as it cannot identify you.

07 Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: request a copy of the data we hold about you
• Correction: update or correct inaccurate information
• Deletion: request deletion of your personal data
• Portability: receive your data in a machine-readable format
• Objection: object to certain types of processing
• Withdrawal of consent: opt out of marketing communications at any time

To exercise any of these rights, contact us at privacy@smartbookflow.com.

08 Security

We implement industry-standard security measures including encryption in transit (TLS), hashed password storage, and access controls. However, no system is 100% secure, and we cannot guarantee absolute security.

If you suspect unauthorised access to your account, please contact us immediately at security@smartbookflow.com.

09 Children's Privacy

The Service is not directed at children under the age of 13. We do not knowingly collect personal information from children. If we learn that we have collected data from a child under 13, we will delete it promptly.

10 Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a prominent notice in the Service. The "last updated" date at the top of this page reflects the most recent revision.

11 Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please reach out:

privacy@smartbookflow.com