Privacy Policy

Hotlr.in Hotel Management Software
Effective Date: July 28, 2025
Last Updated: July 28, 2025

1. Introduction

Welcome to Hotlr.in (“Hotlr,” “we,” “us,” or “our”), a hotel management software platform operated by Hotlr.in having its registered office at 303, Rk Niwas, 2nd Floor, Near Gola Road, Bailey Road, Patna – 801503, Bihar, India.

Hotlr is designed to simplify hotel operations at every level from secure financial transactions to real-time team coordination. Whether you’re managing a boutique hotel or a growing property chain, our platform gives you the tools to stay in control and scale with ease.

This Privacy Policy explains how we collect, use, process, disclose, and protect your personal data in accordance with India’s Digital Personal Data Protection Act, 2023 (“DPDP Act”) and other applicable laws. By using our services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

2. Scope and Applicability

This Privacy Policy applies to:

• Personal data processed through our custom-built hotel management software platform
• Information collected via our website at Hotlr.in
• Data gathered through contact forms and software usage
• Communications with our support team
• Any personal data processed in connection with our services

This Policy applies to all users of our platform, including hotel owners, managers, staff members, and their guests whose data may be processed through our system.

3. Definitions

• “Personal Data” means any data about a natural person who is directly or indirectly identifiable by reference to such data
• “Data Principal” means you, the natural person to whom the personal data relates
• “Data Fiduciary” means Hotlr.in, which determines the purpose and means of processing personal data
• “Processing” includes collection, recording, organization, structuring, storage, adaptation, retrieval, use, alignment, sharing, disclosure, erasure, or destruction of personal data
• “Consent” means any freely given, specific, informed, unconditional, and unambiguous indication of the data principal’s wishes by a clear affirmative action

4. Personal Data We Collect

We collect the following categories of personal data:

4.1 Identification Data

• Full name
• Email addresses
• Phone numbers
• Postal addresses
• Job title and organization details

4.2 Account Information

• Username and login credentials
• Profile information
• User preferences and settings
• Account status and subscription details

4.3 Financial Data

• Payment card details (processed securely through third-party payment processors)
• Billing information and addresses
• Transaction history and invoices
• Subscription and payment status

4.4 Technical Data

• IP addresses
• Browser type and version
• Device information and operating system
• Cookies and similar tracking technologies
• Session logs and authentication data

4.5 Usage Data

• Website and software activity logs
• Feature usage patterns
• User preferences within the software
• Search queries and interaction data
• Performance and error logs

5. How We Collect Personal Data

We collect personal data through the following methods:

5.1 Direct Collection

• Contact forms on our website
• Account registration and profile setup
• Software usage and configuration
• Customer support interactions
• Subscription and billing processes

5.2 Automatic Collection

• Through cookies and similar technologies when you visit our website
• Software usage analytics and performance monitoring
• Server logs and security monitoring
• Error reporting and diagnostic data

6. Purpose and Legal Basis for Processing

We process your personal data for the following purposes under the DPDP Act:

6.1 With Your Consent (Section 6, DPDP Act)

• Marketing communications and promotional materials
• Optional product features and beta testing
• Newsletter subscriptions
• Customer satisfaction surveys

6.2 For Legitimate Use (Section 7, DPDP Act)

• Service Provision: To provide, maintain, and improve our hotel management software
• Account Management: To create and manage user accounts and subscriptions
• Payment Processing: To process transactions and manage billing
• Technical Support: To provide customer support and troubleshooting
• Security: To ensure platform security, prevent fraud, and detect unauthorized access
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Business Operations: To analyze usage patterns and improve our services

7. Data Sharing and Disclosure

We may share your personal data in the following circumstances:

7.1 Service Providers

We engage trusted third-party service providers who assist us in delivering our services, including:

• Cloud hosting and infrastructure providers
• Payment processing companies
• Customer support platforms
• Analytics and monitoring services

All service providers are bound by contractual obligations to protect your data and use it only for specified purposes.

7.2 Legal Requirements

We may disclose personal data when required by law, court order, or governmental authority, or when necessary to:

• Comply with legal obligations
• Protect our rights, property, or safety
• Protect the rights, property, or safety of our users
• Prevent fraud or other illegal activities

7.3 Business Transfers

In the event of a merger, acquisition, or sale of business assets, personal data may be transferred as part of the transaction, subject to appropriate safeguards.

We do not sell, rent, or trade your personal data for advertising or marketing purposes to third parties.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law:

8.1 General Retention Periods

• Active Account Data: Retained for the duration of your subscription plus 3 years
• Transaction Records: Retained for 10 years as required by Indian tax and accounting laws
• Support Communications: Retained for 2 years from the last interaction
• System Logs: Retained for 1 year for security and troubleshooting purposes

8.2 Data Erasure

In accordance with Section 8 of the DPDP Act, we will erase your personal data:

• When the specified purpose for processing is no longer served
• When you withdraw your consent (where consent is the legal basis)
• When you request deletion of your account
• At least 48 hours before the completion of the retention period, we will notify you that your data will be erased unless you log into your account or contact us

9. Your Rights as a Data Principal

Under the DPDP Act, you have the following rights:

9.1 Right to Information (Section 11)

• Personal data being processed
• Purpose of processing
• Recipients of your data
• Retention period

9.2 Right to Correction and Erasure (Section 12)

• Correction: You can request correction of inaccurate or incomplete personal data
• Erasure: You can request deletion of your personal data, subject to legal retention requirements

9.3 Right to Withdraw Consent (Section 6)

You can withdraw your consent at any time for processing based on consent, without affecting the lawfulness of processing before withdrawal.

9.4 Right to Grievance Redressal (Section 13)

You can file a grievance regarding processing of your personal data, and we will respond within 15 days.

10. How to Exercise Your Rights

To exercise your rights or make inquiries about your personal data:

Contact Person: Satish Sharma (Project Manager)
Email: Info@hotlr.in
Address: 303, Rk Niwas, 2nd Floor, Near Gola Road, Bailey Road, Patna – 801503, Bihar, India

We will respond to your requests within the timeframes specified under the DPDP Act.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

11.1 Technical Safeguards

• Encryption of data in transit and at rest
• Secure authentication and access controls
• Regular security monitoring and vulnerability assessments
• Secure software development practices
• Automated backup and disaster recovery procedures

11.2 Organizational Measures

• Employee training on data protection
• Access controls based on job responsibilities
• Regular review of data processing activities
• Incident response procedures
• Vendor management and due diligence

12. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Maintain user sessions and authentication
• Analyze website performance and usage
• Provide personalized user experience
• Ensure website security

You can manage cookie preferences through your browser settings. Please note that disabling essential cookies may affect the functionality of our services.

13. Data Transfers

Your personal data is processed within India. We ensure that any data processing activities comply with the DPDP Act and other applicable Indian data protection laws.

14. Children’s Privacy

Our services are not directed to children under 18 years of age. We do not knowingly collect personal data from children. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Providing in-app notifications through our software

The updated policy will be effective from the date specified in the revised version.

16. Grievance Redressal

If you have any concerns, complaints, or grievances regarding the processing of your personal data, please contact:

Grievance Officer: Satish Sharma (Project Manager)
Email: Info@hotlr.in
Phone: [To be provided]
Address: 303, Rk Niwas, 2nd Floor, Near Gola Road, Bailey Road, Patna – 801503, Bihar, India

We will acknowledge your grievance within 24 hours and provide a resolution within 15 days. If you are not satisfied with our response, you may escalate the matter to the Data Protection Board of India.

17. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Company: Hotlr.in
Address: 303, Rk Niwas, 2nd Floor, Near Gola Road, Bailey Road, Patna – 801503, Bihar, India
Email: Info@hotlr.in
Website: Hotlr.in

18. Effective Date and Acknowledgment

This Privacy Policy is effective from July 28, 2025. By using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

---

This Privacy Policy has been prepared in compliance with the Digital Personal Data Protection Act, 2023, and other applicable laws of India. For the most current version of this policy, please visit our website at Hotlr.in.