Privacy Policy

Introduction

Welcome to HotelTech Compass. Your privacy matters to you. It matters to us. This document explains how we collect, use, and protect your personal data when you visit our website or engage with our services.

We are committed to transparency. Every step we take with your information is outlined below. We comply with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and all applicable US federal and state privacy laws.

By using our website, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our services immediately.

Who We Are

HotelTech Compass is a US-based company that reviews partner programs for hotel owners and apartment operators. We evaluate hotel technology platforms, Property Management Systems (PMS), and provide independent analysis of platforms such as Icnea and its alternatives.

Our mission: help hospitality professionals make informed decisions. We do not sell software. We analyze it. We compare it. We guide you.

Data Controller: HotelTech Compass, 4521 Maple Grove Avenue, Minneapolis, MN 55407, United States.

Contact Email: privacy@hoteltechcompass.com

What Data We Collect

We collect only what we need. Nothing more. What you measure, you can move — and we measure our data practices carefully.

Information You Provide Directly

• Contact Forms: Your name, email address, phone number, company name, message content.
• Newsletter Subscription: Your email address, subscription preferences.
• Service Inquiries: Property type, number of rooms, current PMS platform, technology challenges.
• Account Creation (if applicable): Username, password (encrypted), profile details.

Information We Collect Automatically

• Device Data: IP address, browser type, operating system, screen resolution.
• Usage Data: Pages visited, time spent on each page, referral source, exit pages.
• Cookies and Tracking Technologies: Session cookies, analytics cookies, preference cookies. See "Cookies" section below.
• Location Data: General geographic location based on IP address (city/state level, not precise GPS).

Information from Third Parties

We may receive data from:

• Analytics providers (Google Analytics 4)
• Marketing platforms (email service providers)
• Social media platforms (if you interact with our content)
• Public databases (business directories, industry registries)

How We Use Your Data

We use your information for these purposes:

Service Delivery

• Respond to your inquiries and contact requests
• Provide platform reviews, comparisons, and recommendations
• Send requested information about Icnea, alternative PMS solutions, and hotel tech trends
• Deliver newsletters and updates you subscribed to

Website Improvement

• Analyze user behavior to improve site navigation and content relevance
• Identify technical issues and optimize performance
• A/B test page layouts and calls-to-action for better user experience

Marketing and Communication

• Send promotional emails about new reviews, guides, and webinars (only if you opted in)
• Personalize content based on your interests and property type
• Invite you to join our community of 450+ hotel tech professionals

Legal Compliance and Security

• Comply with legal obligations and regulatory requirements
• Prevent fraud, spam, and abuse
• Enforce our Terms of Service
• Protect the security and integrity of our systems

Legal Basis for Processing (GDPR)

We process your data based on:

• Consent: When you submit a form, subscribe to our newsletter, or accept cookies.
• Contractual Necessity: When we need your data to provide the services you requested.
• Legitimate Interests: To improve our website, prevent fraud, and conduct business operations — provided this does not override your rights.
• Legal Obligation: When required by law to retain or disclose information.

Cookies and Tracking Technologies

We use cookies. Small details, big difference. Cookies help us remember you, understand your preferences, and improve your experience.

Types of Cookies We Use

• Essential Cookies: Required for the website to function. These cannot be disabled. Example: session cookies, security tokens.
• Analytics Cookies: Google Analytics 4 tracks visits, page views, and user journeys. Helps us understand what content is most valuable.
• Preference Cookies: Remember your language, region, and display settings.
• Marketing Cookies: Track conversions from email campaigns and ads (only if you consented).

Managing Cookies

You control cookies. You can:

• Accept or decline cookies via our cookie banner
• Adjust your browser settings to block or delete cookies
• Opt out of Google Analytics using the Google Analytics Opt-out Browser Add-on

Note: Disabling cookies may limit website functionality. Some features may not work as intended.

Third-Party Services

We use trusted third-party services to operate our website and deliver our services. These partners may access your data as necessary to perform their functions.

Service Providers We Work With

• Google Analytics 4: Website analytics and user behavior tracking
• Email Service Provider: Newsletter delivery and marketing automation
• Web Hosting Provider: Server infrastructure and data storage
• Content Delivery Network (CDN): Fast, secure delivery of website assets
• CRM Platform: Customer relationship management and inquiry tracking

Data Sharing Practices

We do not sell your personal data to third parties. Ever. We may share your information with:

• Service providers under strict data processing agreements
• Legal authorities when required by law or to protect our rights
• Business partners for joint webinars or events (only with your explicit consent)

Your Rights

You own your data. You decide what happens to it. Under GDPR and CCPA, you have these rights:

Right to Access

Request a copy of all personal data we hold about you. We will provide it in a structured, machine-readable format within 30 days.

Right to Rectification

Correct inaccurate or incomplete data. Update your profile or email us directly.

Right to Erasure ("Right to be Forgotten")

Request deletion of your personal data. We will comply unless we have a legal obligation to retain it.

Right to Restriction

Limit how we process your data while we verify accuracy or investigate your concerns.

Right to Data Portability

Receive your data in a portable format. Transfer it to another service provider if you wish.

Right to Object

Object to processing based on legitimate interests or direct marketing. We will stop unless we have compelling legal grounds to continue.

Right to Withdraw Consent

Withdraw consent at any time. Unsubscribe from emails via the link in every message. Revoke cookie consent via browser settings.

How to Exercise Your Rights

Send your request to: privacy@hoteltechcompass.com

Include your full name, email address, and specific request. We will respond within 30 days. If we cannot fulfill your request, we will explain why.

Data Retention

We keep your data only as long as necessary. Retention periods vary by data type:

• Contact Form Submissions: 3 years from last interaction
• Newsletter Subscribers: Until you unsubscribe
• Website Analytics: 26 months (Google Analytics 4 default)
• Account Data (if applicable): Until account deletion or 5 years of inactivity
• Legal Records: 7 years to comply with tax and business regulations

After retention periods expire, we securely delete or anonymize your data. Anonymized data may be retained indefinitely for statistical analysis.

Data Security

We protect your data using industry-standard security measures:

• SSL/TLS encryption for all data transmissions
• Secure server infrastructure with regular security patches
• Access controls: only authorized personnel can access personal data
• Regular backups to prevent data loss
• Incident response plan in case of data breaches

No system is 100% secure. While we take all reasonable precautions, we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

International Data Transfers

Our servers are located in the United States. If you access our website from outside the US, your data will be transferred to and processed in the US.

We ensure appropriate safeguards for international transfers:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy decisions where applicable
• Data processing agreements with all third-party processors

Children's Privacy

Our services are not directed to individuals under 16. We do not knowingly collect personal data from children. If we discover we have collected data from a child, we will delete it immediately. Parents or guardians: contact us at privacy@hoteltechcompass.com if you believe your child has provided us with information.

Do Not Track Signals

Some browsers transmit "Do Not Track" (DNT) signals. Currently, there is no industry standard for responding to DNT signals. Our website does not respond to DNT signals at this time. You can control tracking through cookie settings and browser preferences.

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information held by businesses
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your CCPA rights

To exercise these rights, email privacy@hoteltechcompass.com with "CCPA Request" in the subject line.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes reflect new legal requirements, business practices, or user feedback. Momentum over motion: we evolve our policies as needed to protect you better.

When we make significant changes, we will:

• Post the updated policy on this page with a new "Effective Date"
• Notify you via email if you are a subscriber
• Display a notice on our homepage for 30 days

Continued use of our website after changes take effect constitutes acceptance of the updated policy. Review this page periodically to stay informed.

Contact Us

Questions about this Privacy Policy? Concerns about how we handle your data? We are here to help.

HotelTech Compass
4521 Maple Grove Avenue
Minneapolis, MN 55407
United States

Email: privacy@hoteltechcompass.com
Phone: +1 (612) 304-7821

Response time: within 5 business days for general inquiries, within 30 days for data subject rights requests.

Supervisory Authority

If you believe we have not addressed your privacy concerns adequately, you have the right to lodge a complaint with a supervisory authority:

US residents: Federal Trade Commission (FTC) — www.ftc.gov

EU residents: Your local Data Protection Authority — find yours at edpb.europa.eu