1. Data Controller
The data controller responsible for your personal data is HotelSystem, operating from its registered business address. For all data protection enquiries, you can contact us at [email protected].
2. What Personal Data We Collect
We collect the following categories of personal data: Account and registration information (name, email address, phone number, company name); Billing and payment information (billing address, payment method details processed via secure third-party payment providers); Usage data (login activity, features accessed, actions taken within the platform); Technical data (IP address, browser type, device information, cookies); Communications (messages sent to our support team or via contact forms).
3. Why We Process Your Data and Legal Basis
We process your personal data for the following purposes and on the following legal bases: To provide and manage your subscription and access to the platform (contractual necessity); To process payments and issue invoices (contractual necessity and legal obligation); To communicate with you about your account, updates, and support (contractual necessity and legitimate interest); To improve and develop the platform (legitimate interest); To send product updates and feature announcements where you have opted in (consent); To comply with applicable legal obligations including tax and accounting requirements (legal obligation).
4. How We Share Your Data
We do not sell your personal data to third parties. We share data only with carefully selected service providers that support the operation of the platform, including cloud hosting providers, payment processors, and email delivery services. All third-party providers are bound by data processing agreements and are required to handle your data in accordance with applicable data protection law. We may also disclose your data where required by law or to protect the rights and safety of our users or the public.
5. Data Retention
We retain your personal data for as long as your account is active and for a defined period following termination, as required by applicable law or legitimate business necessity. Account data is typically retained for up to three years following account closure unless a longer retention period is legally required. You may request deletion of your data at any time, subject to any legal obligations we have to retain certain records.
6. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include encryption of data in transit and at rest, access controls, and regular security assessments. While we take all reasonable steps to protect your data, no system is completely secure and we cannot guarantee absolute security.
7. Your Rights Under GDPR
As a data subject, you have the following rights: Right of access — you may request a copy of the personal data we hold about you. Right to rectification — you may request correction of inaccurate or incomplete data. Right to erasure — you may request deletion of your personal data in certain circumstances. Right to restriction — you may request that we limit the processing of your data in certain circumstances. Right to data portability — you may request your data in a structured, machine-readable format. Right to object — you may object to processing based on legitimate interest or for direct marketing purposes. To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
8. Complaints
If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Hellenic Data Protection Authority (HDPA) at www.dpa.gr. We encourage you to contact us first so we have the opportunity to address your concern directly.
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Where changes are significant, we will notify you by email or through the platform. The date of the most recent revision is indicated at the top of this page.