How Nightcap handles personal information.
This policy explains how HospitalityOS LLC, a Colorado limited liability company, 110 16th Street, Suite 1460, Denver, CO 80202 ("Nightcap", "we", "us") handles personal information in three situations: when you visit nightcap.tech, when a hotel asks us for a Scan or becomes a customer, and when we process a hotel's guest data on the hotel's behalf.
1. Visitors to nightcap.tech
We collect what your browser sends (IP address, device and browser type, pages viewed) through our hosting provider, Cloudflare, for security and to understand traffic. We use HubSpot's tracking code for website analytics. We do not use advertising trackers. You can block cookies in your browser; the site works without them.
2. Hotels that request a Scan or become customers
When you fill in the Scan form we collect the hotel name, your name and work email, your property management system, your room count, and anything you tell us about other guest data you hold. We store it in a database on Cloudflare (United States), create a contact record in HubSpot, and email you through Resend. We use this to deliver the Scan, to reply to you, and to tell you about Nightcap. You can ask us to stop at any time by replying to any email or writing to [email protected]. We keep Scan request records for as long as needed to run the Scan and, if you become a customer, for the life of the relationship plus the period required by law.
3. Guest data we process for hotels
Nightcap reads reservation, guest profile, point-of-sale and CRM data from a hotel's own systems and uses it to write messages to that hotel's guests in the hotel's name. In this work the hotel is the controller (it decides what the data is used for) and Nightcap is a processor acting on the hotel's instructions under a Data Processing Agreement. In plain terms:
- We use a hotel's guest data only for that hotel. Each hotel's data lives in its own encrypted database and we do not combine it across hotels.
- We do not sell guest data, share it with advertisers or data brokers, or use it to train AI models.
- We send messages only where the hotel has recorded consent for that channel and purpose, we honor opt-outs in any wording immediately, and every automated conversation discloses that an assistant is writing and offers a person.
- We do not collect payment card numbers or identity documents.
- Guests can ask the hotel to see, correct or delete their data, and the hotel can do so in Nightcap at any time. If a guest writes to us directly we will pass the request to the hotel and help the hotel fulfil it.
- The service providers that touch this data are listed in the subprocessor list. All are bound by contracts at least as protective as the DPA, and our AI provider is configured for zero data retention.
4. Security
Data is encrypted in transit and at rest, access is limited to named people with multi-factor authentication, access and deletions are logged, and we test our security regularly. No system is perfect; if a security incident affects personal information we will notify the affected hotel without undue delay and, where the law requires, the affected individuals and regulators.
5. Your rights
Depending on where you live you may have the right to access, correct, delete or export your personal information, to object to or restrict certain processing, and to withdraw consent. Colorado residents have these rights under the Colorado Privacy Act where it applies. To exercise any right, write to [email protected]. We will answer within 45 days. We do not discriminate against anyone for exercising a privacy right. We honor Global Privacy Control signals on nightcap.tech.
6. Children
nightcap.tech is for businesses and we do not knowingly collect information from anyone under 18.
7. International transfers
We are based in the United States and our providers process data there. Where we process data of people in the European Economic Area, the United Kingdom or Switzerland on a hotel's behalf, we rely on the Standard Contractual Clauses included in our DPA.
8. Changes and contact
We will post changes here with a new date and, for material changes, tell our customers by email. Contact: HospitalityOS LLC, a Colorado limited liability company, 110 16th Street, Suite 1460, Denver, CO 80202, [email protected].