Privacy Policy

Hospivio is the controller of the personal data described in this policy. Hospivio is an independent, pre-launch software project in Europe, building an operations platform for hotels and hotel groups. This website is its only public presence, and the Founding Pilot application form is the only place on it where personal data is collected.

Write to ismail@hospivio.ai with any question about this policy, or to exercise any of the rights set out in section 6. Messages to that address are read and answered by the Hospivio team directly.

No Data Protection Officer has been appointed. The processing described here does not meet the thresholds in Art. 37 GDPR: we carry out no large-scale or systematic monitoring of individuals, and we process no special categories of personal data.

If the legal entity operating Hospivio changes — on incorporation, for example — this section will be updated with that entity's registered name, address and registration number, and the date above will change with it.

Pilot Program applications. When you submit the application form we collect the hotel name, country, number of rooms, your name, position and business email address, and — where you choose to provide them — your phone number, current PMS and a description of your operational challenges.

Email correspondence. If you write to us directly, or reply to the confirmation email we send you, we hold that message and your reply address.

Technical data. When the form is submitted, our server reads the IP address the request arrives from in order to apply a spam rate limit. It is held in the server's memory for the length of that limit window and is not stored with your application, not written to our own records, and not used to identify you.

We do not use advertising trackers, and we set no cookies at all — not for analytics, not for marketing, not for preferences. No cookie banner appears because there is nothing to consent to. Web fonts are served from this site itself, so loading a page contacts no third party.

To assess and respond to your Founding Pilot Program application, and to contact you about it. Legal basis: your consent (Art. 6(1)(a) GDPR), given via the checkbox on the form, and our legitimate interest in responding to business enquiries (Art. 6(1)(f) GDPR).

To send you a confirmation that your application arrived. This is part of responding to the application and rests on the same basis; it is a single transactional message and not a marketing email. You are not added to any mailing list, because we operate none.

To operate and secure the website, including the rate limit and spam handling on the form, and to keep short-lived server logs so that a failed submission can be recovered rather than silently lost. Legal basis: legitimate interest (Art. 6(1)(f) GDPR).

We do not sell personal data, we do not share it for advertising, and we do not use it for automated decision-making or profiling. Applications are read by a person.

Two processors are involved in running this website, and no others.

Resend (transactional email delivery). Your application is passed to Resend, which delivers the notification to us and the confirmation to you, and which retains delivery logs of those messages. Resend Inc. is established in the United States; the transfer is covered by the European Commission's Standard Contractual Clauses under Art. 46 GDPR.

Vercel (website hosting). This site and the form's server endpoint run on Vercel's platform, so Vercel processes the submission in transit — including the IP address used for the rate limit — and holds short-lived operational logs. Vercel Inc. is established in the United States; that transfer is likewise covered by the Standard Contractual Clauses.

Server logs. Every submission writes a short receipt to our server log — the hotel name, country, room band, a reference code and the time — so that we can confirm an application arrived. The full application is written to that log only in the event that email delivery fails, so that a delivery problem can never lose your enquiry. These logs are held by the hosting provider and expire automatically after its short retention period.

After delivery, your application is held in our business email account and in our own working notes. We use no CRM, no marketing platform, no form widget and no analytics service, and we pass applications to no one else.

Pilot Program applications are retained for up to 24 months from submission, so that we can run the selection process and follow up with properties that are a fit for a later phase. After that they are deleted. If you ask us to delete your application sooner, we will do so.

Server logs and the delivery logs held by our email processor expire automatically on those providers' own short retention schedules and are not preserved by us.

Under the GDPR you have the right to access your personal data, to have it corrected or erased, to restrict or object to its processing, to receive it in a portable format, and to withdraw consent at any time without affecting processing carried out beforehand.

To exercise any of these rights, email ismail@hospivio.ai — quoting the reference from your confirmation email speeds it up, but is not required. You also have the right to lodge a complaint with the data protection supervisory authority in your country of residence or work.

This website is served over HTTPS, and your application is transmitted over encrypted connections to our processors. Access to submitted applications is limited to the members of the Hospivio team who handle the pilot programme.

We collect only what the application form asks for. There is no account, no password and no payment data on this site, so there is none of it to lose.

If this policy changes materially we will update the date above and, where the change affects an application you have already submitted, contact you directly at the address you gave us.