Roomsy Privacy Policy

Last updated: June 19, 2026

This Privacy Policy describes how Roomsy (“we”, “us”, or “our”) handles information when you use the Roomsy mobile application (“App”) and related cloud services (collectively, the “Service”). The App is a property management tool for hotels and similar accommodations.

The Service is intended for use by authorized staff of businesses that subscribe to Roomsy. Those businesses (“Customers”) use the Service to manage reservations, guests, billing, housekeeping, food service, inventory, and related hotel operations.

1. Who is responsible for your data?

Customer organizations (hotels and property operators) are generally the controllers of guest and operational data entered into the Service. Roomsy processes that data on their behalf to provide the Service.

For account, support, and platform-related matters, you may contact us at: support@roomsy.shop or visit https://roomsy.shop.

2. Information we process

Depending on how the App is used, the Service may process the following categories of information:

2.1 Staff account information

• Name, email address, role, and company/hotel association
• Login credentials (passwords are stored in hashed form on our servers)
• Authentication tokens stored locally on your device to keep you signed in
• Theme and display preferences stored locally on your device

2.2 Guest and reservation data (entered by Customers)

• Guest names, contact details, identification information, and stay preferences
• Reservation dates, room assignments, reference codes, and booking status
• Payment records, billing details, discounts, taxes, and folio charges
• Food orders, housekeeping tasks, stock movements, and other service assignments
• Notes and operational records related to a stay or property

2.3 Identity documents and images

With your permission, the App may access the device camera or photo library to capture or upload guest ID proof images during check-in. Images are transmitted to the Customer’s Roomsy backend and stored according to the Customer’s business practices and our data processing arrangements with them.

2.4 Device and technical data

• Network connectivity status (to confirm the device can reach the Service)
• Standard server logs (IP address, request timestamps, error diagnostics) when the App communicates with our API
• App version and platform type (e.g., Android) for support and security

We do not use the App to collect precise GPS location data.

3. How we use information

We use information to:

• Provide, operate, and maintain the Service
• Authenticate staff users and enforce role-based access
• Sync reservation, billing, inventory, and operational data between devices and the cloud backend
• Generate bills, reports, and PDF documents requested by authorized users
• Send transactional emails (such as signup confirmations) when email is configured by the platform
• Protect the security and integrity of the Service, prevent fraud, and troubleshoot errors
• Comply with applicable law and respond to lawful requests

We do not sell personal information. We do not use guest data for third-party advertising.

4. App permissions (Android)

The App may request the following permissions:

• Internet / network state — required to connect to your organization’s Roomsy server
• Camera — optional; used to capture guest ID proof at check-in
• Photos / media — optional; used to select ID proof images from your device
• Vibrate — optional haptic feedback for certain interactions

You may deny optional permissions; some features (such as ID capture) may not work without them.

5. Local storage on your device

The App stores authentication tokens, refresh tokens, and basic user profile data in your device’s local storage to keep you signed in. Sign out to remove session tokens from the device. Theme preferences may remain until cleared by you or the app is uninstalled.

6. Where data is stored and transferred

Data is stored on servers configured for your Customer’s Roomsy deployment (for example, cloud or privately hosted infrastructure). When you use the App, data is transmitted over encrypted HTTPS where supported by the deployment. Customers are responsible for ensuring their deployment meets their legal and contractual requirements.

7. Data retention

We retain information for as long as necessary to provide the Service, fulfill our agreements with Customers, and comply with legal obligations. Customers may define retention practices for guest records within their organization. When a Customer terminates use of the Service, data handling will follow our agreement with that Customer.

8. Security

We implement reasonable technical and organizational measures to protect information, including access controls, authenticated API access, and secure password handling. No method of transmission or storage is completely secure; please use strong passwords and protect your device.

9. Sharing with third parties

We may share information only in these circumstances:

• Service providers — hosting, email delivery, or infrastructure providers that help us operate the platform, under confidentiality obligations
• Customer instructions — data entered by a hotel is accessible to authorized users of that organization
• Legal requirements — when required by law, court order, or to protect rights and safety
• Business transfers — in connection with a merger, acquisition, or sale of assets, with notice where required

10. Your rights

Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal information, or to object to certain processing.

• Staff users — contact your employer (the Customer) or us at support@roomsy.shop for account-related requests.
• Guests — contact the hotel or property where you stayed; they control guest records in the Service.

We will respond to valid requests within a reasonable time as required by applicable law.

11. Children’s privacy

The Service is not directed to children under 13 (or the minimum age in your jurisdiction) and is not intended for use by children. Guest records may include information about minors as entered by hotels for legitimate stay management purposes.

12. International users

If you access the Service from outside the country where data is hosted, your information may be transferred to and processed in that country or other locations where our providers operate. We take steps designed to ensure appropriate safeguards where required.

13. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the “Last updated” date. Continued use of the App after changes constitutes acceptance of the updated policy where permitted by law.

14. Contact us

Questions about this Privacy Policy or our data practices:

Roomsy
Email: support@roomsy.shop
Web: https://roomsy.shop