Data processing terms

Who decides and who processes

Your hotel decides what guest data it records and why. BedKeys stores and processes that data only to run the service for your hotel, and only as these terms and your instructions allow.

What we process

Guests’ names, contact details, identity document details, stays, requests and bills; your staff’s names, roles and sign-ins; and your hotel’s bookings, rates, payments and accounts.

What we never do

We do not sell your data, use it for advertising, or share it with other hotels.

Our people

Only BedKeys staff who need it to move your data across or to help you see it, and each of them is bound to keep it confidential.

How it is kept safe

Each person signs in as themselves, roles are checked on every action, and each hotel’s data is kept apart from every other hotel’s. The Security and your data page lists these measures in full.

BedKeys is hosted in the cloud, in professional data centres. Connections are encrypted, and your data is backed up every day, with each backup kept for 30 days.

Sub-processors

Our cloud hosting provider; an AI model provider, only when the owner switches on BedKeys AI; and an email delivery provider for emails BedKeys sends. We tell you at least 30 days before adding a new one.

If something goes wrong

If your hotel’s data is exposed or lost, we tell the owner within 72 hours of finding out: what happened, which data, what we have done about it, and what you may need to do.

When you leave

We give you a full copy of your bookings, guests and bills when you ask, including when you leave. After your subscription ends we keep your data for 30 days so you can ask for that copy, then delete it. Backup copies are gone within a further 30 days.

Requests from guests

If a guest asks us to see, correct or delete their details, we pass the request to your hotel and help you answer it.