Privacy Policy
Privacy, data handling and grievance redressal for the KnectHotel hospitality technology platform.
1. Introduction
KnectHotel (“KnectHotel”, “Company”, “we”, “us” or “our”) is a hospitality technology and software-as-a-service (SaaS) platform operated by KnectngHotel Services LLP. KnectHotel provides digital tools to participating hotels, resorts, hostels, homestays and other hospitality establishments (“Hotels”) to support their internal operations and facilitate communication with guests. Services may include a guest mobile application, hotel administration dashboard, service-request management, guest communication, concierge tools, housekeeping requests, in-room dining requests, facility-request management and integrations with third-party hospitality software. This Policy explains how personal information may be collected, used, disclosed, stored and protected when you use our website, applications, dashboards or associated services.
2. Our Role as a Technology Platform Provider
KnectHotel is solely a technology and software platform provider. It is not a hotel, accommodation provider, travel agent, booking provider or physical hospitality service provider. We do not ourselves provide accommodation, food, housekeeping, spa, gym, salon, transport or other physical services offered by Hotels. Our platform may enable guests to submit requests or access information relating to a participating Hotel to facilitate communication. The Hotel remains responsible for its own hospitality operations and for information it independently collects and processes to provide its services. Depending on the activity, KnectHotel and the Hotel may have separate responsibilities concerning personal information. Nothing in this Policy removes obligations either party has under applicable law.
3. Information We May Collect
The information collected depends on the features used, Hotel configuration, integrations and permissions granted.
3.1 Information Provided Directly
We may collect names, email addresses, mobile numbers, account identifiers, profile information, authentication-related information, Hotel or room references, service requests, inquiries, messages, complaints, feedback, support communications and information submitted through forms. Users should avoid submitting unnecessary sensitive or confidential information through free-text fields.
3.2 Reservation and Stay-Related Information
Where enabled by a Hotel or integrated system, the platform may receive or process reservation references, room details, stay dates, check-in or check-out status and related operational information from a Hotel, property management system, channel manager or other authorised source. We do not independently guarantee the accuracy of information received from third-party systems.
3.3 Service Requests and Communications
When a guest submits a request, we may process the request category and description, relevant Hotel or room reference, submission time and status, messages, updates and complaint records. Relevant information may be shared with the participating Hotel so it can respond.
3.4 Technical Information
We may collect device type, operating system, application version, IP address, session data, timestamps, error reports, performance information, security logs and feature-usage data to maintain availability, troubleshoot issues, prevent misuse and improve the platform.
3.5 Device Permissions
Depending on features enabled, applications may request notification, camera, file or location permissions. Users can manage available permissions through device settings, although disabling them may affect functionality. We do not claim to continuously track precise location unless a specific feature actually performs that processing and required disclosures and permissions are in place.
3.6 Guest Identity Documents and Pre-Check-in Information
Where the pre-check-in or guest registration feature is enabled, guests may be asked to upload identity documents or ID proof and provide related personal information required by the Hotel for guest registration, identity verification and check-in processing. Such information may include the guest's name, photograph, document type, document number and other details appearing on the submitted document.
Information submitted through KnectHotel may be stored and processed through our software systems and made accessible to authorised personnel of the relevant Hotel through the Hotel Admin Panel for check-in verification and related operational purposes. Relevant information may also be transmitted to integrated systems or authorised service providers where necessary to provide the service.
The Hotel is responsible for determining the lawful need for collecting guest identity documents, informing guests of its requirements and complying with applicable laws governing their collection and use. KnectHotel processes and stores such information to provide the platform's functionality and in accordance with its applicable legal and contractual responsibilities.
Identity documents and related personal information will be retained only for as long as reasonably necessary for the stated purposes, applicable legal requirements and legitimate operational needs, subject to appropriate deletion and security measures.
3.7 Payment Information
The guest application is a technology platform and does not collect or hold payments from guests for Hotel accommodation or hospitality services under its current operating model. Guests pay the relevant Hotel directly through its payment arrangements. KnectHotel separately charges Hotels for SaaS subscriptions, setup services or other agreed commercial services and may process business contact details, invoices, payment status, transaction references and accounting records. Third-party payment providers may independently collect payment information under their own policies. Actual collection depends on the payment method and integration used.
3.8 Information from Third Parties
We may receive relevant information from Hotels, authorised Hotel representatives, property management systems, channel managers, infrastructure providers and other integrations used to provide our services.
4. Purposes for Processing Information
We may process personal information to create and administer accounts; authenticate users and control access; operate, maintain and improve the platform; route guest requests to Hotels; facilitate communication; display relevant reservation or service-request information; support guest pre-check-in and identity-document review by authorised Hotel personnel; provide technical support; manage Hotel subscriptions and invoices; maintain service and security logs; detect fraud or misuse; comply with law; establish or defend legal claims; send essential service notifications; and improve software performance and user experience. We will not process information for unrelated purposes unless permitted by law and supported by an appropriate legal basis or consent where required.
5. How Information Is Shared
Relevant information may be shared with:
- (a) Participating Hotels: To support guest requests, check-in and operations.
- (b) Technology and Infrastructure Providers: Including hosting, messaging, notifications, analytics, security and customer support providers.
- (c) Authorised Integrated Systems: Including property management systems and channel managers.
- (d) Authorities and Regulatory Bodies: Or other parties where required by law or reasonably necessary to protect users, investigate suspected unlawful activity or defend legal claims.
- (e) Corporate Reorganization: Parties involved in a merger, acquisition, restructuring or transfer of business assets, subject to applicable law and safeguards.
We do not intend to sell personal information as a standalone commercial product.
6. Hotel Responsibilities
Hotels determine their operational requirements and may independently collect information for guest registration, identity verification, reservations, billing, compliance and service delivery. Hotels must comply with privacy and data protection obligations applicable to their activities, including providing any notices and obtaining any consent required for collecting and using identity documents. KnectHotel is not automatically responsible for every independent processing activity performed by a Hotel merely because it uses our platform. This does not exclude KnectHotel's own legal or contractual responsibilities. Guests may contact the Hotel about information collected directly by it and may contact KnectHotel about our own processing.
7. Data Storage and Retention
Information, including guest identity documents submitted through pre-check-in, may be stored in our infrastructure or systems operated by authorised service providers and integrated platforms. We retain information for as long as reasonably necessary for service delivery, account administration, technical support, security, legal compliance and dispute resolution. Retention periods depend on the information, system, legal requirements and legitimate operational needs. When information is no longer required, we will take appropriate steps to delete or anonymise it, subject to legal retention requirements, legitimate dispute preservation and backup procedures.
8. Information Security
We use reasonable technical and organisational measures designed to protect information against unauthorised access, loss, alteration, disclosure and misuse. Safeguards may include access controls, authentication, role-based permissions, logging, backups, encryption where appropriate and security monitoring. No internet-based service can guarantee absolute security. Users and Hotel partners should protect credentials and promptly report suspected security incidents. Where a personal data breach requires notification under applicable law, we will follow the applicable reporting and notification requirements.
9. User Privacy Requests
Subject to applicable law, individuals may request access to information about processing, correction of inaccurate information, deletion where legally permissible, withdrawal of consent where applicable and other available privacy remedies. Send requests to info@knecthotel.com with the subject “Privacy Request”. Provide sufficient details to identify the relevant account or request; reasonable verification may be required. Information may be retained where required or permitted by law. Where information is independently controlled by a Hotel or another provider, we may direct the request to that party or coordinate as required. Withdrawal of consent does not invalidate processing lawfully performed before withdrawal and may affect features relying on that consent.
10. Children's Privacy
Our platform is primarily intended for adult guests and authorised Hotel personnel. Children should not independently create accounts or submit personal information unless permitted by applicable law and supported by appropriate arrangements. Where children's personal information is processed, the responsible party must comply with applicable requirements, including parental consent and restrictions on tracking or targeted advertising where relevant. A parent or lawful guardian who believes a child's information has been submitted improperly may contact us.
11. Cookies and Similar Technologies
Our website and web dashboards may use cookies or similar technologies for authentication, session management, security, preferences and performance. Where required, appropriate notices and consent mechanisms will be provided. Users may manage cookies through website controls or browser settings, although disabling essential cookies may affect functionality.
12. Third-Party Services
Our services may rely on third-party websites, software, integrations or infrastructure. Those services may have their own terms and privacy policies. KnectHotel does not control every independent data-processing practice of third parties. Users and Hotel partners should review applicable third-party privacy notices before submitting information directly to those providers.
13. International Transfers
Our infrastructure or service providers may process information outside a user's state or country. Where international transfers occur, we will comply with applicable legal requirements and implement safeguards where required.
14. Changes to This Policy
We may update this Policy to reflect changes in software, integrations, operational practices or legal requirements. The updated Policy will be published with a revised “Last Updated” date. Where required by law, additional notice or consent will be provided before material changes take effect.
15. Grievance Redressal and Contact Information
Legal Entity: KnectngHotel Services LLP
Platform: KnectHotel
Grievance Officer: Shivani Singh
Registered Office: A-116, Urbtech Trade Centre, Sector 132, Noida, Uttar Pradesh – 201304, India
Grievance Email: info@knecthotel.com
Phone: +91 97180 41991
Please include a description of the concern and relevant reference details. We will acknowledge and address privacy requests and grievances within the applicable legal timeframe. For privacy requests, we may seek reasonable verification of identity before processing, subject to applicable law.
16. Governing Law
This Policy is governed by the laws of India, subject to applicable data protection, consumer protection and other mandatory legal requirements. Nothing in this Policy excludes or limits any right or obligation that cannot lawfully be excluded or limited.