Privacy Policy

GuestSync ("we", "us") is operated by Ioannis Krokos, based in Greece, who is the data controller for the personal data described in this policy. GuestSync provides a platform that lets property owners create digital guest portals for their hotels, vacation rentals, and villas. For any privacy question or request, contact us at support@guestsync.app.

**Account holders (property owners)** create an account, manage properties, and pay for a subscription. We collect the data described in section 3 about them. **Guests** simply open a property's portal from a link or QR code. Guests never create an account, never log in, and never provide personal details to us. The limited technical data we process about portal visits is described in section 4.

**Account data**: your name, email address, and password (managed securely by our authentication provider). We use this to operate your account. **Billing data**: payments are processed by Stripe. We never see or store your full card details — we keep your subscription status, plan, and invoice history. **Property content**: the property details, images, WiFi information, events, and recommendations you add. This content is yours; we host and display it to your guests on your behalf. **Messages**: if you use our contact form or email support, we receive the details you send so we can reply.

When someone views a guest portal, we record the visit for the property owner's analytics: which property was viewed, a temporary session identifier, device type, and browser. Your IP address is used in transit to tell repeat visits apart, but it is never stored. Before anything is written to our database the address is converted into an irreversible cryptographic hash using a secret key that changes every day. We cannot turn that value back into an IP address, and because the key rotates daily, visits cannot be linked together across days. That hash forms part of a device fingerprint used for one purpose only: stopping duplicate and spam page views from inflating a property's statistics. It is not used for advertising, profiling, or cross-site tracking. Property owners see visit records for their own properties — counts, device type, browser, and the pseudonymous fingerprint — but never an IP address or anything identifying a visitor personally. Weather on the portal is looked up using the property's location, not the visitor's.

**Essential**: signed-in property owners receive authentication cookies that keep their session active. These are strictly necessary and cannot be switched off. **Consent choices**: your cookie preferences are stored in your browser's local storage so we can respect them on future visits. **Guest portals**: viewing a portal stores a random session identifier in your browser's session storage, which your browser discards when you close the tab. It exists so the same visit is not counted twice and is strictly necessary for that anti-fraud purpose. No advertising or cross-site tracking identifier is set. **Analytics and marketing**: we do not currently load Google Analytics, advertising tags, or any third-party tracking scripts. We do implement Google Consent Mode v2 with every non-essential category denied by default, so that if we ever add such a tool it stays switched off until you accept it in the cookie banner. You can change your choice at any time from the cookie settings.

**Contract**: creating and operating your account, hosting your properties, and processing your subscription. **Legitimate interest**: keeping the platform secure, preventing spam and view-count fraud (this covers the brief in-transit use of your IP address and the pseudonymous fingerprint described in section 4), and improving the service using aggregated statistics. We use the least identifying data that achieves this: the IP is hashed with a daily-rotating key and never stored. **Consent**: any optional analytics or marketing cookies, which are off until you accept them. We do not currently use any. **Legal obligation**: keeping billing and tax records for as long as the law requires.

We share data only with the processors needed to run the service: • **Supabase** — database, authentication, and file storage, hosted in the EU • **Stripe** — payment processing and invoicing • **OpenWeatherMap** — weather forecasts, queried by property location only • **Google Maps** — displaying property locations. Loading a map means your browser contacts Google directly. • **Our email provider** — transactional emails and contact form delivery **International transfers**: our database, file storage, and email run in the EU. Stripe is based in the United States, so paying for a subscription involves transferring your billing data outside the EEA. Stripe is certified under the EU–US Data Privacy Framework and we rely on the European Commission's Standard Contractual Clauses for those transfers. We never sell personal data, and we never share it with advertisers.

Property owners decide what content appears on their portals and how they interact with their own guests. For that relationship — for example, information a guest gives directly to a hotel — the property owner is the data controller, and owners are responsible for having a proper basis for any guest data they collect themselves. GuestSync processes portal visit analytics as described in section 4 and makes only aggregated results available to owners.

**Account and property data**: for the life of your account, plus 30 days after termination so you can export it, after which it is permanently deleted. **Portal view analytics**: kept for a maximum of 2 years and deleted thereafter. These records carry no IP address and only a pseudonymous fingerprint whose key rotates daily, so they cannot be traced to a person even while retained. **Billing records**: kept for as long as tax and accounting law requires.

Under the GDPR you can ask us to access, correct, delete, restrict, or export your personal data, object to processing based on legitimate interest, and withdraw consent at any time. Account holders can exercise most rights self-service: export your data or request deletion directly from the dashboard's GDPR tools, and manage cookie preferences from the cookie settings. You also have the right to lodge a complaint with your supervisory authority. In Greece, that is the Hellenic Data Protection Authority (www.dpa.gr).

Data is encrypted in transit and at rest, database access is protected with row-level security so each account can only reach its own data, and administrative access is restricted and audited. Our infrastructure runs in EU data centers. No method of transmission over the Internet is 100% secure, but we design for privacy first and minimize what we collect.

If we change this policy, we will post the new version here and update the date at the top. For significant changes affecting account holders, we will also give notice by email or in the dashboard. Questions or requests: support@guestsync.app. We respond to all privacy inquiries promptly.