Last updated: July 31, 2026
This Privacy Policy explains how HotelDesk.app collects, uses and protects personal data when you visit the website, create an account, purchase or activate HotelDesk, install plugins, request support or use related online services.
1. Data collected by HotelDesk.app
Depending on the services you use, HotelDesk.app may collect:
- Account data: name, email address, password in protected form, phone number, language and account preferences.
- Billing and company data: billing address, country, company name, company contact details, VAT number and VAT validation results.
- Order data: purchased product, plan, edition, billing period, currency, amount, payment status, invoice and refund information.
- License and device data: license key or Envato purchase code, product and edition, machine identifier and label, operating system, architecture, application version, IP address, server host, site URL, activation status and verification history.
- Plugin data: plugin entitlements, purchases, compatible platform, installation status and version information.
- Support data: support messages, attachments, diagnostic information and communication history.
- Technical data: IP address, browser and device information, session data, security logs, cookie preferences and website activity needed to operate and protect the service.
2. How personal data is collected
Data is collected when you provide it through forms, checkout, account settings or support requests. Technical and licensing data may also be sent automatically when HotelDesk checks, activates or deactivates a license, checks for updates, accesses the plugin catalog or communicates with HotelDesk.app services.
Payment providers, Envato and VAT validation services may provide transaction or verification information required to complete an order or confirm eligibility.
3. How personal data is used
HotelDesk.app uses personal data to:
- create and secure customer accounts;
- process orders, subscriptions, invoices, refunds and taxes;
- issue, activate, verify and manage software licenses;
- provide downloads, updates, plugins and compatible releases;
- respond to support requests and service communications;
- validate VAT details through the EU VIES service where requested;
- prevent fraud, unauthorized activations, abuse and security incidents;
- maintain, troubleshoot and improve HotelDesk.app services;
- meet accounting, tax, legal and regulatory obligations.
4. Legal reasons for processing
Personal data is processed when necessary to perform a contract with you, comply with legal obligations, protect the legitimate interests of HotelDesk.app and its users, or based on your consent where consent is required.
You may withdraw consent at any time for processing based on consent. This does not affect processing completed before withdrawal or processing required for another lawful reason.
5. Hotel, guest and staff data
In standalone mode, operational hotel data is stored in the local SQLite database controlled by the customer. In remote mode, it is stored in the MySQL database and hosting environment configured and controlled by the customer.
HotelDesk.app does not receive hotel, guest, reservation, staff or payment records merely because the desktop application or remote module is used. Such data is only received when the customer intentionally submits it to HotelDesk.app, for example through a support request, migration assistance or another clearly identified online service.
The hotel or business using HotelDesk is responsible for its own guest and staff data, privacy notices, legal basis, user permissions, retention and security.
6. Payments and external verification
Payments are processed by the payment provider selected during checkout. HotelDesk.app may receive payment status, transaction reference, amount, currency and limited billing details, but does not normally store complete payment-card details.
Envato purchase codes may be checked with Envato to confirm a valid purchase. EU VAT numbers may be sent to the European Commission VIES service for validation. These providers process data under their own privacy terms.
7. Sharing personal data
HotelDesk.app may share only the data necessary with service providers that support payments, hosting, email delivery, file storage, security, analytics, customer support, license verification and tax validation.
Data may also be disclosed when required by law, to protect legal rights, investigate fraud or security incidents, or in connection with a business reorganization. HotelDesk.app does not sell personal data.
8. International data transfers
Some service providers may process data outside your country or outside the European Economic Area. Where required, appropriate safeguards are used, such as an adequacy decision or approved contractual protections.
9. Data retention
Account and service data is kept while your account or license is active and for as long as reasonably necessary to provide the services. Orders, invoices and tax records may be retained for the period required by applicable law.
License activations, security logs and support records may be retained as needed for fraud prevention, troubleshooting, dispute resolution and legal claims. When data is no longer required, it is deleted or anonymized where reasonably possible.
10. Cookies
HotelDesk.app uses essential cookies for authentication, security, session management, language, theme and cookie preferences. Optional analytics or marketing cookies are used only where enabled and permitted.
You can manage optional cookies through the cookie preferences displayed on HotelDesk.app. Disabling essential cookies may prevent account and checkout features from working correctly.
11. Data security
HotelDesk.app uses reasonable technical and organizational safeguards to protect personal data against unauthorized access, loss, alteration or disclosure. No online system can guarantee absolute security, so customers must also protect their passwords, devices, servers and backup copies.
12. Your privacy rights
Depending on the law that applies to you, you may request access to your personal data, correction of inaccurate data, deletion, restriction of processing, data portability or object to certain processing. You may also withdraw consent and complain to the competent data-protection authority.
Requests can be sent to support@hoteldesk.app. HotelDesk.app may request reasonable information to confirm your identity before completing a request. Some data may need to be retained where required by law or for valid legal claims.
13. Automated checks
HotelDesk.app may use automated checks to validate payments, licenses, activation limits, software compatibility and suspected fraud. If an automated check incorrectly restricts your access, you may contact support and request a review.
14. Children
HotelDesk is intended for hotels, accommodation businesses and their authorized staff. HotelDesk.app services are not directed to children, and HotelDesk.app does not knowingly request personal data directly from children.
15. Changes to this Privacy Policy
This Privacy Policy may be updated when HotelDesk services, technology or legal requirements change. The latest version will be published on HotelDesk.app with the updated revision date.
16. Contact
For privacy questions or requests concerning your personal data, contact support@hoteldesk.app.