HOTELGO — PRIVACY POLICY

Effective Date: 5th November 2025

Operated by: SWAD Digital Solutions Ltd ("we," "us," "our"), a subsidiary of SWAD Holdings Ltd.

1. Introduction

HotelGo respects your privacy and is committed to protecting personal data belonging to our users, their staff, and guests.

This Privacy Policy explains what information we collect, how we use it, and your rights regarding that data when using the HotelGo software, website, or related services ("the Platform").

By installing, accessing, or using HotelGo, you acknowledge that you have read, understood, and agreed to this Privacy Policy.

2. Scope

This Policy applies to:

  • HotelGo web and mobile applications
  • Locally installed offline versions and connected systems
  • License activation portals, support platforms, and related websites operated by SWAD Digital Solutions Ltd

It covers all users, including hotel owners, administrators, employees, and guests whose information may be processed through HotelGo.

3. Information We Collect

3.1 Information You Provide

We collect data you or your authorized users submit directly, including:

  • Account details: Name, email, phone, password, and hotel profile information.
  • Business data: Property name, address, tax number, and room details.
  • Billing data: Payment information for subscriptions or license renewals.
  • Staff data: Employee names, roles, shifts, attendance, and payroll information.
  • Guest data: Reservation details, identification numbers, contact info, preferences, and folio records.
  • Support communications: Messages, feedback, or inquiries made via WhatsApp, email, or chat.

3.2 Information Collected Automatically

When online, the Platform may collect:

  • Device and browser information (IP address, OS, version, device type).
  • Usage data (module activity, access times, and error logs).
  • License verification data (activation timestamps, version numbers).

3.3 Offline Data

In the offline mode, all operational data (reservations, guests, staff, transactions) is stored locally on your device or server.

We do not access or transmit this information unless you enable synchronization or request remote support.

4. How We Use Your Information

We process collected data to:

  1. Operate and maintain HotelGo functionality.
  2. Activate and verify license keys.
  3. Provide customer support and technical assistance.
  4. Process billing and manage subscriptions.
  5. Improve performance, features, and security.
  6. Generate aggregated analytics (never personally identifiable).
  7. Comply with legal obligations or respond to lawful requests.

5. Legal Basis for Processing

We process your data under one or more of the following legal bases:

  • Contractual necessity: to deliver the services you subscribed to.
  • Legitimate interests: to maintain system performance and enhance user experience.
  • Legal compliance: to meet applicable laws, tax regulations, or government requests.
  • Consent: when you voluntarily share personal or marketing information.

6. Data Retention

We retain your data for as long as your HotelGo account or license remains active.

Upon termination or non-renewal, we may retain limited records (e.g., billing and audit logs) as required by law.

For offline deployments, you are responsible for managing and deleting local data as needed.

7. Data Security

We implement industry-standard security measures to safeguard all user and hotel data:

  • Encrypted communication via HTTPS (for online systems).
  • Local data encryption (optional for offline setups).
  • Role-based access controls for staff users.
  • Routine security audits and backups.

While we use best efforts, no system is 100% secure. You are encouraged to maintain your own secure backups and restrict system access to authorized staff only.

8. Data Sharing and Disclosure

We do not sell or rent your data.

We may share limited information only in the following cases:

  • With payment processors to complete transactions.
  • With technical vendors who assist in hosting, analytics, or maintenance (under strict confidentiality).
  • To law enforcement or regulators when required by law.
  • Within the SWAD Holdings Group for internal business management and compliance.

All third-party partners are required to comply with equivalent data protection standards.

9. International Data Transfers

HotelGo may process or store data on secure servers located in or outside your country (e.g., in Nigeria or within the EU).

Where applicable, we ensure such transfers are done under appropriate data protection safeguards.

10. Your Rights

Depending on your jurisdiction (including under the NDPR and GDPR), you have the right to:

  • Access your personal data.
  • Correct inaccurate or outdated information.
  • Request deletion of your data where legally permissible.
  • Withdraw consent for processing.
  • Request a copy of your data in portable format.

Requests should be sent to privacy@hotelgo.pro with sufficient identification.

11. Cookies & Tracking

Our online platforms may use cookies or similar technologies to:

  • Maintain session continuity.
  • Analyze system usage and improve performance.
  • Remember user preferences.

You can disable cookies through your browser, but some features may become unavailable.

12. Children's Data

HotelGo is designed for business use only and not intended for individuals under 18 years of age.

We do not knowingly collect or process data from minors.

13. Data Backup & Recovery

You are responsible for maintaining backups of your hotel data (especially in offline mode).

We provide optional backup tools, but you retain full control and responsibility for data stored locally or on your servers.

14. Changes to This Policy

We may revise this Privacy Policy from time to time.

The latest version will always be published on our official website and within the HotelGo app.

Continued use of the Platform after updates constitutes your acceptance of the revised policy.

15. Contact Us

If you have questions or wish to exercise your privacy rights, please contact:

SWAD Digital Solutions Ltd

A subsidiary of SWAD Holdings Ltd

Email: privacy@hotelgo.pro

Website: www.hotelgo.pro

Address: 4C Idowu Martins Street, Victoria Island. Lagos.