Privacy Policy

Your privacy matters to us.

At Hostifix (“We”, “Us”, or “Our”), Our primary aim is to ensure that all Personal Data is processed lawfully, fairly, and transparently, in full accordance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR).

This Privacy Policy describes how We collect, use, and otherwise process Personal Data when individuals interact with Us—for example, by visiting https://hostifix.app, creating a Customer Account, using the Hostifix Platform and/or any other Service provided by Us (“You”, “Your”). It also outlines the rights granted under applicable data protection law and how they may be exercised.

Before navigating or interacting with this Website, accessing its content or contacting Us through any of its channels, You should carefully read and understand this Privacy Policy. Likewise, if You intend to create and maintain a Customer Account, access the Hostifix Platform or use Our Services, You must first accept this Privacy Policy along with Our Terms of Service, which jointly establish the terms and conditions governing such use.

If You have any questions or concerns about this Privacy Policy or about how Your Personal Data is handled, You may contact Us at privacy@hostifix.app.

Contents

1. Definitions
2. To whom this Privacy Policy applies
3. Who is the Data Controller of Your Personal Data?
4. What category of Personal Data do We collect and process?
5. Why do We collect and process Your Personal Data, on what legal basis, and for how long?
6. To whom do We disclose Your Personal Data, and under what circumstances?
7. What are Your rights under Data Protection Law?
8. Cookies
9. Validity and modifications

1. Definitions

For the purposes of this Privacy Policy, the following terms shall have the meanings set out below.

Undefined terms shall have the same definition as in Our Terms of Service.

Terms such as “Consent”, “Data Controller”, “Data Processor”, “Personal Data”, “Process/Processing” and “Personal Data Breach” shall have the meaning given to them under the GDPR.

Customer(s) means either (i) the individual who signs up for a Customer Account; or (ii) the legal entity or company on whose behalf an individual creates and manages a Customer Account in order to access and use the Hostifix Platform and/or the Services.

Customer Account refers to the account which the Customer creates in order to access the Hostifix Platform and/or use the Services.

Customer’s Services refers to the services, products, or offerings made available by Customers through the Hostifix Platform and/or the Services, including property rentals, booking management, and related activities independently operated by the Customer.

Guest(s) refers to the natural person who uses Customer’s Services (e.g., the individual who makes a booking or completes check-in).

Hostifix Platform refers to the proprietary software environment operated by Us, which includes the web-based interface and any associated applications, systems, tools, or features.

Our Partner(s) refers to any third-party entity with which We have established commercial or technical collaborations.

Service(s) refers to all services provided by Us to Customers, which may include reservation and calendar management, guest communication and AI-assisted email features, digital check-in, guest websites, document generation, and related tools.

User(s) is an individual or entity designated by Our Customer and entrusted with the administration of one or multiple properties.

Visitor(s) refers to any natural person who visits, accesses and/or interacts with the Website and/or any related service provided by Us through it, without having registered as a Customer or a User.

Website means the website operated by Us, accessible at https://hostifix.app.

2. To whom this Privacy Policy applies

This Privacy Policy applies to Visitors, Customers and Users. It does not apply to Guests and/or to individuals who visit, browse, or interact with websites operated by Our Customers, except to the extent We process Guest data solely as a Data Processor on behalf of the Customer. In such cases, the relevant Customer acts as the Data Controller. Any processing of Personal Data conducted by Customers as an independent Data Controller shall be governed by the Customer’s own privacy policy.

If You access third-party websites, products, services, applications, or platforms — including those of Our Partners — via links, integrations, or functionalities available on Our Website or Hostifix Platform, please note that the data processing practices of such third parties may fall outside the scope of this Privacy Policy. We strongly recommend that You carefully review the applicable privacy policies before sharing or submitting any Personal Data.

3. Who is the Data Controller of Your Personal Data?

The Data Controller for Account Data and Website Visitor data is:

Hostifix
Operator of https://hostifix.app
Email: privacy@hostifix.app

For Service Data processed on behalf of Customers (for example Guest check-in data, reservation guest details, and guest communications stored in a Customer Account), the Customer is the Data Controller and Hostifix acts as Data Processor.

4. What category of Personal Data do We collect and process?

The categories of Personal Data We collect and process vary according to the specific features You use, the purpose of the interaction, and the channels through which You engage with Us.

Personal Data may be obtained directly from You, automatically generated when You interact with the Website or Hostifix Platform, or received from third parties with whom We collaborate.

4.1. Personal Data provided by You

We process the Personal Data that You voluntarily provide to Us — for instance, when You create or manage a Customer Account, set up property listings, complete forms, connect an email inbox, or contact support.

In such cases, the categories of Personal Data collected and processed by Us may include, among others:

• identification and contact details (e.g., name, email address, and telephone number);
• billing and business data;
• property-related information (e.g., property address and amenities);
• account settings;
• content of support communications;
• and any content voluntarily shared by You that includes Personal Data.

When You communicate with Us — whether via support tickets, email, telephone, chat, or social media — We may process both the content of Your communication and associated metadata, including timestamps, communication channels, and technical identifiers.

4.2. Personal data You give Us about other individuals

You may occasionally submit Personal Data relating to other individuals — for instance, when setting up or administering a Customer Account on behalf of a legal entity, inviting Users, or entering Guest details for reservations and check-in.

If You disclose to Us Personal Data about others, You are responsible for ensuring that the relevant individuals have been properly informed of the disclosure of their Personal Data to Us. Where required, You must ensure that valid consent has been obtained, or that another appropriate legal basis under applicable data protection laws supports the processing of such Personal Data.

4.3. Personal data We collect automatically

When You access or use the Website and/or the Hostifix Platform, We may automatically collect certain categories of Personal Data, such as the full Uniform Resource Locators (URL) clickstream to, through and from Our Website (including date and time), page response times, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

Part of this data is collected through cookies or similar tracking technologies. Where such technologies are not strictly necessary for the operation of the Website or the provision of the Services, We rely on Your prior consent to process such data.

4.4. Personal Data received from Our Partners and/or other third parties

We may obtain Personal Data through Our Partners and/or other third parties with whom We maintain contractual relationships, such as payment service providers, email providers (e.g. Google or Microsoft when You connect an inbox), analytics providers, and communication infrastructure partners.

Please note that Hostifix does not directly collect or store full payment card details where payments are processed by external providers, who may act as independent Data Controllers with respect to payment data.

5. Why do We collect and process Your Personal Data, on what legal basis, and for how long?

Registration and identification management

Purpose. We process Your Personal Data in order to create, configure, and maintain Your Customer Account, User Account, or any other account You may have registered on Our Website. Certain categories of Personal Data are mandatory to create Your Account; without such data, it would not be possible to create or operate Your Account.

Legal basis. Performance of a contract or steps taken at Your request prior to entering into a contract (Art. 6(1)(b) GDPR).

Retention. For the duration of the contractual relationship while Your Account remains active. After termination, data may be retained as long as necessary to comply with legal obligations or to establish, exercise or defend legal claims, after which it will be securely deleted or irreversibly anonymized.

Contract performance and service delivery

Purpose. If You are a Customer, We process Your Personal Data to provide access to the Hostifix Platform and to ensure proper delivery, operation, and maintenance of the Services, including payment processing, invoice issuance, reservation workflows, check-in features, guest websites, document features, and measures to prevent fraud or misuse. If You are a User, We process Your Personal Data to enable permissions assigned by the Customer and to allow You to access the Platform in accordance with Your role.

Legal basis. Performance of a contract (Art. 6(1)(b) GDPR).

Retention. For the duration of the contractual relationship and thereafter as required for legal obligations or legal claims.

Handling enquiries and requests

Purpose. When You contact Us, We process Your Personal Data in order to assess, manage, and respond to Your enquiry or request. This may include AI-enabled tools designed to assist with support or onboarding.

Legal basis. Performance of a contract where the enquiry relates to an existing contract; otherwise Our legitimate interests in responding to requests (Art. 6(1)(f) GDPR), or compliance with legal obligations where You exercise data protection rights (Art. 6(1)(c) GDPR).

Retention. For the time strictly necessary to address Your enquiry, and thereafter as needed for legal obligations or legal claims.

Analytics and service improvement

Purpose. We process certain technical and behavioral data arising from Your interaction with the Hostifix Platform and/or Our Website in order to understand how the Services are used, identify areas for improvement, and ensure optimal functionality. We may also invite You to share feedback through voluntary surveys.

Legal basis. Our legitimate interest in improving the efficiency, usability, and security of the Website, Platform and Services (Art. 6(1)(f) GDPR). Where non-essential cookies or similar technologies are used, We rely on consent (Art. 6(1)(a) GDPR).

Retention. For the time strictly necessary to carry out the analysis and implement improvements, preferably in pseudonymized or aggregated form.

Security

Purpose. We process Personal Data to preserve the integrity, confidentiality, and availability of Our systems, infrastructure, and Services, and to protect Your Account from unauthorized access, misuse, or other security threats. Measures may include login and activity monitoring, anomaly detection, and other fraud prevention tools.

Legal basis. Our legitimate interest in safeguarding the Platform, Website, and associated data (Art. 6(1)(f) GDPR), and where applicable legal obligations (Art. 6(1)(c) GDPR).

Retention. For the time strictly necessary to ensure security, and thereafter as needed for legal obligations or legal claims.

Marketing communications

Purpose. We may process Your Personal Data for the purpose of sending You marketing communications via email or other electronic means about Our services, product updates, new features, and promotions.

Legal basis. Your consent where required (Art. 6(1)(a) GDPR), or Our legitimate interest in B2B marketing to professionals within the hospitality sector where permitted by law (Art. 6(1)(f) GDPR). You may withdraw consent or object at any time.

Retention. Until You withdraw consent or object, or until You cease to interact with Us for a prolonged period, subject to suppression lists needed to honour Your choice.

AI-assisted features

Purpose. Where You use AI-assisted features (for example email request extraction or draft generation), We may process relevant content and metadata to deliver those features and to improve reliability and quality.

Legal basis. Performance of a contract (Art. 6(1)(b) GDPR) and, where applicable, Our legitimate interest in improving Service quality (Art. 6(1)(f) GDPR).

Retention. For the time necessary to provide the feature and thereafter as described for Service Data or Account Data, as applicable.

6. To whom do We disclose Your Personal Data, and under what circumstances?

We may disclose Your Personal Data to third-party entities that provide services to Us and act as Data Processors. These service providers are engaged solely to carry out functions that are essential for the proper functioning, ongoing maintenance, and continuous improvement of the Hostifix Platform and the Services. Categories of recipients may include:

• technical and operational service providers (hosting, infrastructure, email delivery, storage);
• payment processors;
• email and identity providers when You connect an inbox or sign in with a third-party account;
• analytics providers who assist Us in improving usability and performance;
• AI-enabled service providers who support certain Platform functionalities;
• communications infrastructure providers.

In certain cases, Your Personal Data may be transferred to or stored in jurisdictions outside the European Economic Area (EEA). When such transfers occur, We ensure that adequate safeguards are in place in accordance with the GDPR, which may include adequacy decisions or Standard Contractual Clauses (SCCs).

Additionally, We may disclose Your Personal Data when required to comply with applicable legal obligations, including administrative, judicial, or regulatory procedures.

We may also disclose Your Personal Data when reasonably necessary to protect and defend Our rights or property, enforce Our Terms of Service, prevent or investigate suspected fraud, abuse, or security incidents, or to ensure the safety and legitimate interests of Customers, Visitors, Users, or third parties.

7. What are Your rights under Data Protection Law?

Regardless of the specific purpose or legal basis under which We process Your Personal Data, You may exercise the following rights in accordance with applicable data protection legislation:

Right of Access. You have the right to obtain confirmation as to whether We are processing Your Personal Data and, if so, to access such data. You may also consult part of this information directly through Your Account settings.

Right to Rectification. You may request the rectification of inaccurate or incomplete Personal Data concerning You, without undue delay.

Right to Erasure. You may request the erasure of Your Personal Data when it is no longer necessary for the purposes for which it was collected, when You withdraw Your consent (where applicable), or when We are no longer legally permitted to retain it.

Right to Restriction of Processing. In certain circumstances, You may request the restriction of the processing of Your Personal Data.

Right to Data Portability. Where processing is based on consent or a contract and carried out by automated means, You may request to receive the Personal Data You provided in a structured, commonly used, and machine-readable format.

Right to Object. Where We rely on Our legitimate interest as a legal basis, You have the right to object to the processing of Your Personal Data.

Right to Withdraw Consent. Where We rely on Your consent, You have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

How to Exercise Your Rights. You may exercise any of the above rights by contacting Us at privacy@hostifix.app.

Right to Lodge a Complaint. You also have the right to lodge a complaint with the competent Data Protection Authority if You believe that the processing of Your Personal Data infringes applicable data protection law. For Austria, this is the Österreichische Datenschutzbehörde (https://www.dsb.gv.at/). For other EEA countries, You may contact Your local supervisory authority.

8. Cookies

We use cookies and similar tracking technologies to ensure the proper operation of Our Website, improve Your experience, and analyze browsing behavior where applicable.

You can configure Your browser settings to block or alert You about the use of cookies. Please note that disabling certain types of cookies may affect the functionality or availability of specific features on the Website.

9. Validity and modifications

This Privacy Policy may be amended, supplemented, or updated at any time in order to reflect changes in Our data processing activities, legal obligations, or technological developments.

Any material changes will be communicated through the same channels by which this Privacy Policy is made available (e.g., via publication on the Website), or, where appropriate, via direct notification.

The version of the Privacy Policy published at the time of access or interaction with the Website, the Platform, or the Services shall apply, until it is replaced by a new version duly published. We encourage You to check this page periodically to stay informed of how We protect Your Personal Data.