Privacy Policy

‍

Pingotel respects your privacy. This Privacy Policy explains how we collect, use, share, and protect personal data when you visit pingotel.com, use our services, contact us, create an account, or otherwise interact with us.

‍

1. Who we are

Pingotel provides booking, reservation, property-management, and related software tools for hospitality, accommodation, rental, coworking, parking, and similar businesses.

For personal data that our business customers upload, enter, or process through the Pingotel platform about their own guests, customers, or end users, our customer is usually the data controller and Pingotel acts as a data processor. In those cases, we process the data according to our customer’s instructions and our data processing agreement.

‍

2. Personal data we collect

We may collect the following categories of personal data.

Data you provide directly

This may include:

  • Name
  • Email address
  • Login credentials
  • Messages, support requests, feedback, and other communications
  • Demo requests, sales inquiries, and newsletter signup information

‍

Account and service data

When you use Pingotel, we may process:

  • Account profile details
  • Property, listing, unit, room, booking, pricing, and availability data
  • Reservation and guest information entered into the platform
  • Payment status and invoice-related information
  • User roles, permissions, and activity within the platform

‍

Guest and booking data processed for customers

Our customers may use Pingotel to process data about their guests or end users. This may include:

  • Guest names
  • Contact details
  • Booking dates
  • Stay or rental details
  • Special requests
  • Internal notes
  • Payment or transaction references
  • Other information entered by the customer

For this type of data, the relevant Pingotel customer is usually responsible for deciding why and how the data is processed.

‍

Automatically collected data

When you visit our website or use our service, we may collect:

  • IP address
  • Device and browser information
  • Operating system
  • Referring pages
  • Pages visited
  • Time spent on pages
  • Approximate location based on IP address
  • Log files
  • Cookie and tracking data
  • Product usage and diagnostic data

‍

3. How we use personal data

We use personal data to:

  • Provide, operate, and maintain Pingotel
  • Create and manage user accounts
  • Process bookings, reservations, and related service data
  • Respond to inquiries and support requests
  • Provide demos, onboarding, and customer support
  • Send service messages and administrative notices
  • Send marketing communications where permitted
  • Improve our website, product, and user experience
  • Monitor service performance, security, and reliability
  • Prevent fraud, abuse, and unauthorized access
  • Process payments, billing, and accounting records
  • Comply with legal, tax, regulatory, and contractual obligations

‍

4. Legal bases for processing

Where GDPR or similar laws apply, we rely on one or more of the following legal bases:

  • Contract: to provide Pingotel and related services to you or your organization.
  • Legitimate interests: to operate, secure, improve, and promote our services, provided those interests are not overridden by your rights.
  • Consent: for certain marketing, analytics, cookies, or optional processing where consent is required.
  • Legal obligation: to comply with applicable laws, tax, accounting, and regulatory requirements.

The GDPR requires organizations to provide transparent information about how personal data is processed, including purposes, legal bases, recipients, retention periods, and user rights.

‍

5. Cookies and similar technologies

We may use cookies and similar technologies to:

  • Keep the website and service functioning
  • Remember user preferences
  • Understand website traffic and product usage
  • Improve performance and reliability
  • Support marketing and analytics

Some cookies are necessary for the website or service to work. Others, such as analytics or advertising cookies, may require your consent depending on your location. Where required, we will ask for your consent before placing non-essential cookies and allow you to withdraw or change your choice. The European Data Protection Board describes consent-based analytics cookies as optional and revocable.

You can also control cookies through your browser settings.

‍

6. Marketing communications

We may send you marketing emails if you have requested them, purchased or used our services, or otherwise provided consent where required.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or contacting us at hello@pingotel.com. We may still send you non-marketing service messages, such as account, billing, security, or product notices.

‍

7. How we share personal data

We may share personal data with:

  • Hosting and cloud infrastructure providers
  • Payment processors
  • Analytics providers
  • Email and communication tools
  • Customer support tools
  • CRM and sales tools
  • Security, monitoring, and fraud-prevention providers
  • Professional advisers, such as lawyers, accountants, and auditors
  • Government authorities, regulators, or law enforcement where legally required
  • Buyers, investors, or successors in connection with a merger, acquisition, financing, or sale of assets

We do not sell personal data in the ordinary meaning of the word. If we ever engage in activities considered a “sale” or “sharing” under applicable privacy laws, we will provide the required notices and choices.

‍

8. International data transfers

We may process and store personal data in countries other than the country where you are located. Where required, we use appropriate safeguards for international transfers, such as standard contractual clauses or other legally recognized transfer mechanisms.

‍

9. Data retention

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide our services, comply with legal obligations, resolve disputes, enforce agreements, maintain business records, and improve security.

Retention periods may vary depending on the type of data and the context. For example:

  • Account data is generally retained while the account is active.
  • Billing and tax records may be retained for the period required by law.
  • Support communications may be retained to provide ongoing service and improve support.
  • Customer-controlled booking data is retained according to the customer’s settings, agreement, and instructions.

‍

10. Security

We use reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.

However, no method of transmission or storage is completely secure. You are responsible for keeping your account credentials confidential and notifying us if you believe your account has been compromised.

‍

11. Your privacy rights

Depending on your location, you may have rights over your personal data, including the right to:

  • Access your personal data
  • Correct inaccurate or incomplete data
  • Delete your personal data
  • Restrict or object to certain processing
  • Request data portability
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with a data protection authority

The European Commission explains that individuals in the EU have rights over their personal data under the GDPR, including rights to access, rectification, erasure, restriction, portability, objection, and complaint.

To exercise your rights, contact us at hello@pingotel.com.

If your request concerns data processed by Pingotel on behalf of one of our customers, we may direct you to that customer or assist the customer in responding to your request.

‍

12. Customer-controlled guest data

If you are a guest, renter, visitor, or end user of a business that uses Pingotel, that business is usually responsible for your personal data.

For example, if you made a booking with a hotel, campsite, rental operator, coworking space, or other Pingotel customer, you should contact that business directly for privacy requests related to your booking. We will support our customers in handling such requests where required by law or contract.

‍

13. Children’s privacy

Pingotel is intended for business use and is not directed to children. We do not knowingly collect personal data from children without appropriate consent. If you believe a child has provided us with personal data, contact us and we will take appropriate steps to delete it.

‍

14. Third-party links and integrations

Our website or service may contain links to third-party websites, tools, or integrations. We are not responsible for the privacy practices of third parties. Their own privacy policies apply.

‍

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will take reasonable steps to notify you, such as posting an updated version on our website or sending a notice through the service.

The “Effective date” at the top shows when this Privacy Policy was last updated.

‍

16. Contact us

For questions about this Privacy Policy or our privacy practices, contact us at: hello@pingotel.com

‍