ResortLog Privacy Policy

This policy applies to:

• Property operators (owners, managers, and staff) who use ResortLog to run their property.
• Guests whose information is entered into the App by property operators during booking or check-in.

Guest information you capture may include data that privacy laws treat as sensitive, such as government-issued identification numbers, photographs of ID documents, and face images. This data is collected and held by you (as controller) for guest identification and legal compliance. When you capture it in the App:

• ID document photos and face photos are stored locally on the device unless you enable cloud sync.
• We do not use this data for any purpose other than providing the App's features to you.
• Where GDPR (or similar law) requires an explicit legal basis for such data, you are responsible for establishing it — typically consent or compliance with your legal obligations (for example, government-issued guest registration requirements).

Where the GDPR (Art. 6) or an equivalent law applies, we rely on the following legal bases:

ResortLog requests the following Android device permissions. Each permission is used only for its stated purpose:

• 📷
  Camera Used during check-in to capture photographs of guest ID documents (front and back) and an optional face photo of the guest. Also used to capture the property logo image.
• 🖼️
  Media Library / Photo Gallery (Read) Allows selecting images from the device gallery as an alternative to the camera when capturing ID documents, guest photos, or the property logo.
• 💾
  Media Library / Storage (Write) Used when you choose to save a generated invoice PDF or a guest ID image to your device's storage or gallery.
• 🌐
  Internet Access Required for Firebase Authentication (login/register) and for synchronising property data to the cloud where you have enabled sync.
• 📍
  Location (approximate) Requested once, when you accept the Terms and Privacy Policy, so that your approximate location can be included in the consent record (Section 3.11). It is optional: if you decline, consent is recorded without location. ResortLog does not track your location in the background.
• 🔔
  Push Notifications (POST_NOTIFICATIONS) Used to send operational alerts such as overdue booking reminders and in-app announcements. Notifications are generated on-device or in response to your account activity and are not used for marketing.

ResortLog uses a local-first storage model. By default, all operational data is stored on your device:

Authentication is handled by Firebase (Google Cloud) and is subject to Google's Privacy Policy. All data transmitted to Firebase is encrypted in transit via TLS/HTTPS.

We use the information we process to:

1. Provide the service — operate the App's features (rooms, bookings, guests, billing, reports, members).
2. Authenticate — verify your identity and secure your account (including single-device session protection).
3. Record consent — keep verifiable records of your acceptance of legal documents and of guest consents where captured.
4. Support billing — verify subscription entitlement with our providers.
5. Prevent trial abuse — enforce the one-trial-per-account or device rule using the limited hashed trial-eligibility marker described in Section 3.9.
6. Improve the product — use anonymised crash and error logs to diagnose and fix bugs.
7. Comply with law — respond to lawful requests from authorities where required.

Where the GDPR, UK GDPR, or a similar law applies, our basis for the limited trial-abuse processing in Section 3.9 is our legitimate interest in preventing fraud and repeated use of a free trial. We use the least intrusive identifier available, restrict access, and retain it only for the period stated in Section 11. You may object to this processing by contacting us; however, we may be unable to offer a further free trial while the marker is retained.

We do not:

• Sell, rent, or trade your data or your guests' data to third parties.
• Use guest data for advertising or marketing purposes.
• Profile guests or property operators for commercial use.
• Share data with any third party except as described in Section 9.

We do not share personal data with third parties except in the limited circumstances below. Each recipient is a data subprocessor acting on our documented instructions:

Sahoo Soft Technologies is based in India. The cloud services used by the App (Firebase / Google Cloud, Google Play, RevenueCat) may process data in data centres outside your country, including in the United States, the EEA, India, and elsewhere. Our primary cloud database and backend functions are hosted in Mumbai, India (Google Cloud region asia-south1), so account and synchronised data of users in other countries is transferred to India.

• Google Cloud offers appropriate safeguards for GDPR transfers, including Standard Contractual Clauses (SCCs) and certification under applicable adequacy decisions; Google's processor terms and DPA apply to the account and authentication data we send to Firebase.
• For your own operational data, transfers occur only when you enable sync. You can choose to operate the App purely on-device to avoid cloud transfers of operational data.
• Under the UK GDPR, Brazil's LGPD, India's DPDP Act and the data-protection laws of the other countries listed in Section 18, transfers are similarly governed by applicable adequacy or contractual safeguards (e.g. SCCs).
• Data may also be transferred to the apps you choose when you share an invoice via the share sheet; such transfers are initiated by you.

• Account data: Retained in Firebase as long as your account is active, and deleted shortly after account deletion.
• Booking, guest, and room records: Stored on-device until you delete them within the app or uninstall it; where sync is enabled, until you delete them or the cloud copies are removed.
• Records deleted within the app: Removed from local storage immediately upon deletion.
• Cloud ID document backups: Automatically deleted after 12 months (see Section 4).
• Policy-acceptance records and PDFs: Retained while your account is active and deleted when your account is deleted.
• Trial-eligibility marker: A limited one-way hashed email and, where available, installation identifier is retained for 24 months after trial creation or account deletion, solely to prevent repeated trial abuse. It is then deleted.
• Account deletion: Upon a valid deletion request (see Section 14), associated data is permanently deleted within 7 business days. The only routine exception is the limited trial-eligibility marker described above; this does not include your policy-acceptance record or its PDF.

Where the GDPR (or an equivalent law) applies to the data we process as controller, you have the following rights:

As the operator, you are the controller of your guests' data. In many jurisdictions you have explicit legal obligations. You agree to:

• Inform guests about the information you collect and why, in accordance with your local law (for example, by displaying required guest notices).
• Handle guest requests for access, correction, or deletion using the App's tools or your own records.
• Comply with government guest-registration obligations applicable to your country (e.g. Form C in India, or police or immigration registration in other countries).
• Retain guest data only for as long as required by law and your business needs.

You can permanently delete your account and associated data directly in the App: Settings → Delete My Account (you will be asked to type DELETE to confirm). If you have uninstalled the App, cannot sign in, or otherwise cannot use this self-service option, you may request deletion by email:

Please include the email address registered with your ResortLog account and your property name so we can verify the request.

ResortLog is intended for use by adult property operators and managers (18 years and above). We do not knowingly collect personal information from children.

Guest records may include children's details (for example, the number of children in a booking or a family member's name) as required for hospitality management — these are entered by the adult property operator and not by the child.

Because the data controller for guest records is the property operator, operators are responsible for ensuring that any information relating to children under 16 (or the local age threshold in their jurisdiction) is collected with appropriate legal basis (typically the presence or consent of the parent or guardian).

If you believe a child's personal information has been improperly entered, please contact us using the deletion email in Section 14.

We take reasonable technical and organisational measures to protect data, both in transit and at rest:

• In transit: all data exchanged with Firebase is encrypted using HTTPS / TLS.
• At rest on your device: the local database and images are saved in app-private storage, which Android isolates from every other app. On Android 10+, storage is additionally protected by the device's file-based encryption whenever a screen lock is set.
• Authentication tokens: stored using expo-secure-store (Android Keystore backed).
• Passwords: Firebase Authentication stores passwords as one-way hashes only.
• Access control: Firebase Security Rules restrict cloud reads and writes so only authenticated members of the property can access its records.
• Cloud at rest: Firebase Storage is encrypted at rest by Google using AES-256.
• App integrity: the app uses Google Play Integrity verification to detect tampering.
• Data minimisation: only the data required for the feature in use is transmitted; the App works offline for most operations.

No method of electronic storage or transmission is fully secure. We continuously review our security posture and will update this policy to reflect meaningful changes.

ResortLog does not carry out automated decision-making that produces legal or similarly significant effects, and does not engage in profiling of property operators or guests for advertising or marketing. Guest tags (such as VIP or Blacklisted) and visit statistics are manual business tools you create for your own operations; they are not used by us for profiling.

We may update this Privacy Policy from time to time. When we do, we update the "Last updated" date and version at the top of this page. For material changes, the App will show a re-consent prompt so you can review and accept the updated policy before continuing. Continued use of the App after the effective date of material changes constitutes your acceptance, except where your local law requires affirmative consent.

In accordance with the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021 and applicable data-protection regulations, we have appointed a Grievance Officer to address complaints or concerns regarding the processing of your personal data.

If you have questions or concerns about this Privacy Policy or how your data is handled, please contact us: