Privacy Policy

1. Introduction

Welcome to Hotel Reservation Portal LLC ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://hotel-reservation-portal.com and use our services.

By accessing or using our services, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information You Provide

We collect information you voluntarily provide when using our services:

• Account Information: Name, email address, password, phone number
• Booking Information: Guest names, contact details, special requests, preferences
• Payment Information: Credit card details, billing address (processed securely through third-party payment processors)
• Communication Data: Messages, inquiries, support requests, chat history with AI assistant

2.2 Automatically Collected Information

When you access our website, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages viewed, time spent, clicks, search queries, booking patterns
• Location Data: Approximate geographic location based on IP address
• Cookies and Tracking: Session data, preferences, analytics information (see Section 5)

2.3 Information from Third Parties

• Hotel Partners: Booking confirmations, availability data, property information
• Payment Processors: Transaction status, fraud prevention signals
• Analytics Providers: Aggregated usage statistics
• Referral Sources: Information about how you found our website

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: Process bookings, manage reservations, send confirmations and vouchers
• Customer Support: Respond to inquiries, resolve issues, provide assistance
• Account Management: Create and maintain your account, authentication, security
• Payment Processing: Charge for bookings, process refunds, prevent fraud
• Personalization: Recommend hotels, save preferences, improve user experience
• Communications: Send booking updates, service announcements, marketing (with consent)
• Analytics: Understand usage patterns, measure performance, optimize services
• Legal Compliance: Comply with laws, enforce terms, protect rights and safety
• AI Training: Improve our AI chat assistant (anonymized data only)

4. How We Share Your Information

We share your information only as necessary:

4.1 Service Providers

• Hotels: Guest names, contact info, booking details to complete your reservation
• Payment Processors: PCI-compliant third-party payment processors for secure payment processing
• Cloud Infrastructure: Hosting, database, and caching service providers
• Analytics: Third-party analytics services (anonymized usage data)
• Email Services: Transactional email providers for confirmations and support
• AI Services: Third-party AI services for chat assistant functionality

4.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to:

• Enforce our Terms of Service
• Protect our rights, property, or safety
• Prevent fraud or illegal activity
• Respond to emergencies or threats

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you via email and/or prominent notice on our website of any change in ownership.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Essential Cookies: Authentication, security, session management (required)
• Analytics Cookies: Usage statistics, performance monitoring
• Preference Cookies: Save your settings, language, currency
• Advertising Cookies: Track referral sources, measure campaign effectiveness

You can control cookies through your browser settings. Note that disabling cookies may limit functionality.

6. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted via HTTPS/TLS encryption
• Payment Security: PCI-compliant payment processing (we do not store full card details)
• Access Controls: Role-based permissions, authentication, authorization
• Database Security: Industry-standard database security policies and access controls
• Monitoring: Automated threat detection, regular security audits
• Data Backups: Regular encrypted backups for disaster recovery

While we strive to protect your information, no method of transmission over the Internet is 100% secure. You acknowledge and accept this inherent risk when using our services.

7. Data Retention

We retain your information for as long as necessary:

• Active Accounts: Retained while your account is active
• Booking Records: 7 years for tax and legal compliance
• Inactive Accounts: 3 years after last activity, then deleted
• Marketing Data: Until you unsubscribe or withdraw consent
• Legal Holds: Retained longer if required by law or legal process

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (subject to legal obligations)
• Portability: Receive your data in a machine-readable format
• Opt-Out: Unsubscribe from marketing emails (booking confirmations are required)
• Restrict Processing: Limit how we use your data
• Object: Object to processing based on legitimate interests

To exercise these rights, contact us at support@hotel-reservation-portal.com. We will respond within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place, including standard contractual clauses, to protect your information in accordance with this Privacy Policy.

10. Children's Privacy

Our services are not intended for children under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately and we will delete it.

11. Third-Party Links

Our website may contain links to third-party websites (hotels, partners). We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies before providing any information.

12. GDPR Rights (EU Users)

If you are in the European Economic Area (EEA), you have additional rights under GDPR:

• Legal Basis: We process your data based on consent, contract performance, legal obligations, or legitimate interests
• Automated Decisions: You have the right not to be subject to solely automated decision-making
• Supervisory Authority: You may lodge a complaint with your local data protection authority
• Data Protection Officer: Contact our DPO at support@hotel-reservation-portal.com

13. CCPA Rights (California Users)

If you are a California resident, you have rights under CCPA:

• Right to Know: Categories and specific pieces of personal information collected
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: We do not sell your personal information
• Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise these rights, email us at support@hotel-reservation-portal.com with "CCPA Request" in the subject line.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically. Your continued use of our services after changes constitutes acceptance of the updated policy.