Privacy Policy

Who we are and what this covers

Hotelier Systems, LLC ("Hotelier Systems", "we", "us") is a Wayne, Nebraska company. We build HOPE, a hotel operations platform, and we develop tools, resources and training for people who work in hospitality. This policy explains what personal information we collect, how we use it, and the choices you have.

It applies to hoteliersystems.com and any other website, application, form, resource, training program or communication we offer that links to this policy (together, our "services"), whether free or paid. Where a hotel or other customer has a separate agreement with us, that agreement governs the data the customer enters into our services, and it controls if the two conflict.

Hotelier Systems, LLC, 117 W 3rd St, Wayne, NE 68787. Questions go to info@hoteliersystems.com.

Information we collect

Information you give us. When you fill out any form on our services, create an account, request information, purchase or download a resource, take training, or contact us, we collect what you provide: your name, email address, phone number and role; details about your hotel or organization (such as its name, brand, size and location); account and sign-in details; training progress, quiz results and certificates; your messages, feedback and anything you enter in a free-text field. If you start a form and do not finish it, we may keep what you entered so you can pick up where you left off or so we can follow up.

Payment information. If you buy something from us, payment is handled by a third-party payment processor. We receive confirmation of the transaction and limited details such as the last four digits of a card, but we do not store full card numbers.

Information collected automatically. When you use our services we and our service providers record your IP address, browser and device information (such as browser type, operating system, language, time zone and screen size), the page you came from and the address you arrived at (including campaign tags), the pages and features you use, and how you interact with our forms and emails, such as whether an email was opened or a link clicked. See Cookies and analytics below.

Information from other sources. We may receive information about you or your hotel from your colleagues (for example, when a manager adds you to HOPE), from referrals, from business directories and other public sources, and from the service providers we use. We combine it with what we already hold.

Customer data in HOPE. Hotels that use HOPE enter the operational records needed to run the property, such as staff names and roles, shift notes, work orders, guest-service records, inventory and cash counts. The hotel controls that data and is responsible for having the right to enter it; we process it to provide the service under our agreement with the hotel. Records you create in HOPE, including messages, belong to your hotel and may be accessed by it; the hotel is responsible for telling its staff how it uses them. If you are a hotel employee or guest and have a question about data your hotel has entered, contact the hotel first.

How we use information

We use personal information to provide, operate and support our services and deliver what you asked for; to manage accounts, purchases and training records, including issuing certificates; to communicate with you about your account, your requests and our services; to tell you about products, resources, training, offers and events we think will interest you, which you can opt out of at any time; to understand how our services are used so we can improve them and develop new products and features; to keep our services secure, prevent fraud, spam and abuse, and enforce our terms; to comply with legal obligations and protect our rights; and for any other purpose we describe when we collect the information.

We may create aggregated or de-identified information from what we collect and use it for any purpose, including to describe our business and customer base, such as the number, size, type and location of the hotels we serve, and to publish statistics, benchmarks and industry insights. Aggregated or de-identified information does not identify you or any individual hotel, and we do not attempt to re-identify it.

We do not sell personal information. If we ever use advertising tools in a way that counts as "sharing" personal information under a state privacy law, we will update this policy and provide a way to opt out.

Submitting a form or request does not create an account, a subscription, or any commitment on our part unless we say so at the time.

Who we share it with

We share personal information with service providers that help us run our business, such as website and application hosting, data storage, email delivery, analytics, payment processing, customer support and business tools. Service providers may use the information only to provide their services to us.

Within HOPE, the hotel's own staff see the operational data their role allows, and the hotel's managers and owners can see information about their staff's use of the service. We do not give one hotel's data to another hotel.

We may also share information with our professional advisors; when the law requires it or in response to a lawful request; to protect the safety, property or rights of Hotelier Systems, our users or others; as part of a financing, sale, merger or other transfer of all or part of our business, in which case the information may be transferred to the new owner; and whenever you direct us to or otherwise consent.

How long we keep it

We keep personal information for as long as we need it for the purposes above, including to maintain your account or subscription, keep business and training records, resolve disputes, enforce our agreements and comply with the law. How long that is depends on the type of information and why we hold it. When we no longer need it, we delete or de-identify it; deleted information may remain in backups for a limited period before it is removed. If you unsubscribe, we keep your email address on a suppression list so we do not email you again. Data a hotel enters into HOPE is kept according to our agreement with the hotel.

Your choices and rights

You can stop marketing emails at any time with the unsubscribe link in any email or by writing to info@hoteliersystems.com. We may still send you messages about your account, purchases or the services you use. You can update account information by signing in, and you can ask us to access, correct or delete personal information we hold about you by emailing us. We will respond within a reasonable time and in any case within the time applicable law requires. We may need to verify your identity first, and we may keep information we need for the purposes above or that we are required or permitted to keep.

Where the privacy law of your state or country gives you additional rights, we will honor them. Requests about data a hotel has entered into HOPE should go to the hotel, which controls that data; we will help the hotel respond.

Cookies and analytics

We and our service providers use cookies and similar technologies to keep you signed in, remember your settings, keep our services secure, and understand how our services are used through visitor analytics. You can control cookies through your browser settings, though some features may not work without them. Our services do not currently respond to browser "Do Not Track" signals.

Security, children, other sites and changes

We use reasonable administrative, technical and physical safeguards to protect personal information. No method of transmission or storage is perfectly secure, so we cannot guarantee it. If a breach involves your personal information, we will notify you as the law requires.

We are based in the United States and process information there. If you use our services from outside the United States, your information is transferred to and handled in the United States, where privacy laws may differ from those where you live.

Our services are for businesses and their staff. They are not directed to children, and we do not knowingly collect personal information from anyone under 13. A hotel may allow staff under 18 to use HOPE where the law permits, and the hotel is responsible for any notice or permission the law requires. If you believe a child under 13 has given us information, email us and we will delete it.

Our services may link to websites or services run by others. Their privacy practices are their own, and this policy does not cover them.

We may update this policy from time to time. When we do, we will change the effective date above, and for material changes we may also notify you by email or a notice on our site. If the law requires your consent before we use information we already hold in a materially different way, we will ask for it. The updated policy applies from the date it is posted, and your continued use of our services after that date means it applies to you.

Contact: Hotelier Systems, LLC, 117 W 3rd St, Wayne, NE 68787. Email info@hoteliersystems.com.