Privacy Policy

1 About this policy

VC HotelDesk provides tools for managing hotels, bookings, rooms, guests, invoices, payments, restaurant operations, staff, expenses, accounting and related activities.

In most cases, the hotel using VC HotelDesk decides what guest and operational information is entered into the platform. The hotel is responsible for collecting that information lawfully and providing any notices or consent required from its guests, employees and other individuals.

2 Information we collect

Depending on how the platform is used, we may collect or process the following categories of information:

• Account information: name, email address, phone number, password hash, email verification status and account preferences.
• Hotel information: hotel name, address, email, phone number, GSTIN, state, district, logo and property settings.
• Guest information: guest name, phone number, email, address, identification details, GST information and stay preferences entered by an authorised hotel user.
• Booking information: room assignment, check-in and check-out dates, number of guests, rates, discounts, taxes, additional charges and booking status.
• Financial records: invoices, payment amounts, payment methods, transaction references, payment reversals, expenses, cash closings and accounting entries.
• Restaurant information: food orders, KOT records, restaurant tables, room-service orders and associated payments.
• Staff information: staff name, email, roles, permissions and activities performed within the hotel account.
• Support information: support tickets, messages, attachments and correspondence with our support team.
• Technical information: IP address, browser, device type, operating system, login times, error logs and security activity.
• Subscription information: selected plan, billing cycle, subscription status, payment identifiers and invoices.

3 How information is collected

Information may be collected:

• Directly when you register, configure your hotel or contact support.
• When authorised hotel users enter guest, booking, staff, invoice or operational information.
• Automatically through server logs, cookies and security technologies.
• From payment gateways when a subscription payment is initiated, completed, failed or refunded.

4 How we use information

Information may be used to:

• Create, authenticate and maintain user accounts.
• Provide hotel management and subscription functionality.
• Generate bookings, invoices, receipts, KOTs, financial reports and accounting records.
• Process subscription payments and verify payment status.
• Send account verification, password reset, billing, support and service-related messages.
• Respond to support requests and resolve technical problems.
• Protect the platform against fraud, abuse, unauthorised access and security incidents.
• Improve platform performance, usability and reliability.
• Comply with legal, accounting, tax and regulatory requirements.

5 Lawful processing

We process information where it is necessary to provide the requested service, perform our agreement, comply with legal obligations, protect the platform or act on valid consent where consent is required.

Hotels using VC HotelDesk are responsible for ensuring that they have an appropriate lawful basis for entering and processing information relating to their guests, staff, vendors and other individuals.

6 Information sharing

We do not sell or rent personal information. We may share limited information with service providers where necessary to operate VC HotelDesk, including:

• Cloud hosting and database service providers.
• Email delivery providers.
• Payment gateways and billing providers.
• Error monitoring, security and infrastructure providers.
• Professional advisers, auditors or authorities where legally required.

These providers may process information only for the relevant service and subject to their own contractual and legal obligations.

7 Hotel users and role-based access

Hotel owners may invite managers, receptionists, accountants, restaurant staff, kitchen staff and housekeeping users. Their access depends on the roles and permissions assigned by the hotel owner or authorised manager.

The hotel is responsible for managing its users, removing access when no longer required and protecting account credentials.

8 Cookies and sessions

VC HotelDesk may use essential cookies and similar technologies to maintain login sessions, protect forms, remember preferences, prevent fraud and keep the platform secure.

Essential cookies are required for the platform to operate correctly. Disabling them may prevent login or other features from working.

9 Information security

We use reasonable administrative and technical measures designed to protect information, including authentication, password hashing, role-based access, secure application controls, backups and activity logging where applicable.

No electronic system is completely secure. Users must protect their passwords, avoid sharing accounts and immediately report suspected unauthorised access.

10 Data retention

Information is retained for as long as reasonably necessary to provide the service, maintain required business and accounting records, resolve disputes, enforce agreements and comply with applicable law.

Some invoices, payment records, audit logs and accounting entries may need to be retained even after an account is closed where retention is required for legal, tax, fraud-prevention or record-keeping purposes.

11 Your privacy choices and rights

Subject to applicable law and verification of your identity, you may request to:

• Access information associated with your account.
• Correct inaccurate or incomplete account information.
• Withdraw consent where processing depends on consent.
• Request deletion of eligible information.
• Raise a grievance about how information is processed.
• Request information about relevant data processing activities.

12 Account and data deletion

A hotel owner may request account closure or deletion by contacting us from the registered email address. Before processing the request, we may verify account ownership and check for unpaid subscriptions, active disputes or records that must legally be retained.

Deletion may not be immediate where backups, accounting requirements, fraud prevention or legal obligations require limited retention.

13 Children’s information

VC HotelDesk is a business service intended for hotel operators and authorised staff, not for direct use by children.

A hotel may record limited information about a child staying with a parent or guardian where required for lawful hotel operations. The hotel is responsible for obtaining appropriate permission and limiting the information collected.

14 Third-party services and links

VC HotelDesk may contain links to payment gateways, websites or services operated by third parties. Their privacy practices are governed by their own policies, and Vaishno Codex is not responsible for their independent practices.

15 Changes to this policy

We may update this Privacy Policy to reflect changes in the platform, business practices or applicable requirements. The revised version will be published on this page with an updated effective date.

Material changes may also be communicated through the platform or registered email address where appropriate.

16 Contact and grievance requests

For privacy questions, account deletion requests or grievances, contact Vaishno Codex using the details below. Please write from your registered email and include your hotel name where applicable.