Privacy Policy

Last updated: 31 May 2026

1. Introduction

Protecting your personal data is important to us. This policy explains what data we collect, how we use it, and what your rights are under the General Data Protection Regulation (GDPR).

2. Data We Collect

We collect only the data strictly necessary for the service: • Email: for account creation and login • Name (optional): for a personalized experience • Booking data: guest names, phone numbers, dates, which you enter yourself • Guest identity documents: if you use online check-in, guests upload photos of their ID or passport. These are stored securely for you and deleted automatically 7 days after departure • Payment data: processed exclusively through Stripe; we do not store card numbers

3. Roles: Controller and Processor

For guest data that you enter or collect (names, phone numbers, emails, identity documents), you are the data controller and RoomLink is the data processor, acting only to provide you the service and following your instructions. For your own account data (email, name, subscription), RoomLink is the data controller.

4. How We Use Your Data

We use your data exclusively for: • Operating and improving the platform • Managing your account and subscriptions • Sending important service notifications • Ensuring the security of your account We do not sell, rent, or share your data with third parties for marketing purposes.

5. Third Parties

We share data only with trusted providers (sub-processors), exclusively to operate the platform, by category: • Payment provider (Stripe): to bill the subscription • Hosting and database provider: to run the application • File storage provider: for photos and documents • Email provider: to send notifications • Artificial intelligence provider: for the AI features of the guidebook All are contractually bound to protect the data and comply with GDPR. We do not sell or rent data. The full named list is available on request at support@roomlink.gr.

6. Cookies

We use only essential cookies to run the app (login, language preferences). For usage statistics we use a privacy-friendly, cookieless tool. We do not sell data.

7. Your Rights (GDPR)

Under GDPR, you have the following rights: • Access and portability: download all of your data from Settings, in the “Account and data” section • Erasure: permanently delete your account and all data from the same section • Rectification: correct inaccurate data inside the app or by contacting us • Objection: object to the processing of your data For anything else, contact us at support@roomlink.gr.

8. Data Retention

We retain your data as long as your account is active. Guest identity photos are deleted automatically 7 days after departure. After account deletion, all data is permanently deleted within 30 days.

9. Security

We take appropriate technical and organizational measures to protect your data, including SSL/TLS encryption, password hashing, and regular security audits.

10. Contact

For any questions about this privacy policy or your data, contact us at support@roomlink.gr.