Privacy Policy

Last Updated: October 22, 2025
 

This Privacy Notice explains how The Hotel Systems Pte. Ltd. (“we,” “us,” or “our”) collects, uses, discloses, and protects your personal data in connection with our websites, applications, products, services, events, and experiences that reference this Privacy Notice (collectively, the “The Hotel Systems Offerings”). We respect your privacy and are committed to protecting your personal data in accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”) and other applicable data protection laws.

This Privacy Notice does not apply to any products, services, websites, or content that are provided by third parties, or that are governed by their own privacy notices or policies. We encourage you to review the privacy notices of such third parties to understand how they collect and process your personal data.

Personal Information We Collect
We collect your personal data in the course of providing The Hotel Systems Offerings to you.

1) Information You Provide to Us
We collect personal data that you or another authorized user provide when you:

Set up an account
- Use our services
- Contact us through any of our channels
 

We collect this personal data to provide, manage, and improve our services, and to communicate with you effectively.
 

Examples of personal data we may collect include, but are not limited to:

- Full name
- Email address
- Telephone number
- Postal or physical address

2) Information We Collect Automatically
When you interact with The Hotel Systems Offerings, we may automatically collect certain information about you and your device to help us provide and improve our services, ensure security, and enhance your user experience.

Examples of information we may collect automatically include:
- Device information: IP address, browser type and version, operating system, device identifiers
- Usage information: Pages visited, features used, date and time of access, clicks, and other interactions with our websites or applications
- Cookies and similar technologies: Data collected through cookies, web beacons, and other tracking technologies, as described in the “Cookies and Similar Technologies” section of this Privacy Notice.
- Location information: General geographic location inferred from your IP address or device settings, where you have enabled location services

We use this information to:
- Monitor and improve the performance, functionality, and security of our offerings
- Analyze usage patterns and trends to optimize user experience
- Prevent unauthorized access, fraud, or other security incidents
- Provide personalized content and services, where applicable
 

3) Information from Other Sources
We may collect personal data about you from external sources to supplement the information you provide to us and the data we generate through your interactions with The Hotel Systems Offerings.
 

Examples of personal data we may obtain from these sources include, but are not limited to:
- Publicly Available Data: Information obtained from open government databases, publicly accessible social media platforms, or other publicly available sources

- Partners and Affiliates: Data provided by our trusted business partners or affiliated entities for purposes consistent with this Privacy Notice

- Third-Party Providers: Information lawfully collected by third-party data providers, lead generation services, or similar sources, used primarily for marketing, business development, and service improvement purposes
 

We ensure that any personal data obtained from external sources is collected, used, and disclosed in accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”) and other applicable laws.
 

4) Information We Generate
We may process the personal data we collect using analytics, artificial intelligence (AI), and other automated tools to generate insights, patterns, or inferences about you, your preferences, and your use of The Hotel Systems Offerings.

These insights may be linked to your personal data to help us:

- Personalize and enhance the services we provide

- Improve the functionality, performance, and user experience of our offerings

- Analyze trends, monitor service usage, and support business planning

- Deliver relevant marketing and communications, where permitted by law

All processing of generated insights will be conducted in accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”) and other applicable laws, ensuring that your personal data is protected and used only for legitimate purposes.
 

How We Use Personal Information
We use personal data to operate, manage, and improve our business and services. The purposes for which we process personal data include, but are not limited to:
 

1) Service Delivery
To manage your customer account, provide and maintain our products and services, and fulfill the core functions of The Hotel Systems Offerings.

2) Improvement and Personalization
To analyze, measure, and enhance our offerings, identify your preferences, and tailor your experience with our services.
 

3) Communication
To communicate with you regarding The Hotel Systems Offerings through various channels (such as phone, email, or chat) and to respond to your inquiries, requests for support, or other communications.

4) Marketing and Recommendations
To provide marketing, promotional materials, and recommendations for services or offerings that may be of interest to you, in accordance with your consent and applicable laws.

5) Security and Risk Management
To prevent, detect, or investigate fraud, abuse, or unauthorized activities and to protect the security of our customers, services, and The Hotel Systems Pte. Ltd. We may also use internal scoring methods or other lawful analytical tools to assess and manage credit or operational risks.
 

6) Specific Consent
In accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”), we may obtain your explicit consent to collect, use, or disclose personal data for a specific and distinct purpose. Such purpose will be clearly communicated to you at the time consent is sought, and your personal data will not be processed for that purpose without your consent, unless otherwise permitted or required by law.

How We Share Personal Information
We disclose personal data only as described below, and only to parties who are bound by this Privacy Notice or who adhere to privacy practices that are at least as protective as those described herein.
 

1) Third-Party Service Providers
We engage third-party service providers to support the operation of our business. These service providers may require access to personal data to deliver their services, such as managing our website, hosting The Hotel Systems solutions, or providing technical support. Such service providers are legally obligated to protect your personal data and may only use it for the purposes specified by us.
 

2) Internal Use
We may share personal data internally with relevant departments within The Hotel Systems Pte. Ltd., including Support, Finance, IT, and Operations. Access is limited to employees and contractors who need the data to perform their job functions in connection with the purposes for which the data was collected.
 

3) Business Transfers and Corporate Changes
In the course of business development, including mergers, acquisitions, corporate restructuring, or sales of assets, personal data may be transferred as part of the relevant business assets. Any such transfer will continue to be subject to the protections outlined in this Privacy Notice, or a notice with equivalent privacy safeguards, unless we obtain your consent otherwise.
 

4) Protection of Us and Others
We may be required to disclose your personal data to third parties, including government authorities, regulatory bodies, or law enforcement agencies, where have a good-faith belief that such disclosure is necessary to:
 

- Comply with any applicable law, regulation, legal process, or governmental request.

- Prevent, detect, or investigate fraud, unauthorized transactions, security breaches, or other unlawful activities.

- Manage credit risk or enforce our legal rights and obligations.

- Protect the security, rights, property, or safety of The Hotel Systems Pte. Ltd., our customers, employees, or any other person, as required or permitted under applicable laws.

5) At Your Discretion
Except as otherwise provided in this Privacy Notice, including disclosures to our service providers or as required or permitted by applicable law, we will notify you in advance when your personal data is intended to be shared with third parties for a new or unrelated purpose. You will be given the opportunity to provide or withhold your consent to such disclosure in accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”).
 

Location of Personal Information

To operate our global hospitality cloud solutions, your personal data may be collected, stored, and processed by The Hotel Systems Pte. Ltd. or by our service providers, including those located outside Singapore.
 

International Transfers

Your personal data may be transferred to, and processed in, countries outside your jurisdiction of residence when necessary to deliver our services. We ensure that any such transfer is carried out in accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”) and other applicable laws, and that appropriate safeguards are in place to protect your personal data to standards consistent with this Privacy Notice.

How We Secure Information
At The Hotel Systems Pte. Ltd., the security and privacy of your personal data are our highest priorities. We design and maintain our systems with robust safeguards to protect your personal data from unauthorized access, disclosure, or misuse.
 

1) Technical and Physical Safeguards
-Encryption in Transit: We protect the security of personal data during transmission to and from The Hotel Systems websites and services using industry-standard encryption protocols, such as TLS/SSL.
- Layered Security: We implement multiple technical, physical, and electronic safeguards to protect personal data during collection, storage, and disclosure.

2) Procedural Safeguards
- Identity Verification: In certain circumstances, we may require proof of identity before disclosing or modifying personal data in response to your requests.

- Internal Controls: Access to personal data is restricted to authorized employees and contractors who require the information to perform their duties, and all personnel are trained on privacy and security obligations.
 

Account Security and Your Responsibility

Certain parts of The Hotel Systems Offerings allow you to create an account, which requires setting a password. You are solely responsible for maintaining the confidentiality of your password and account credentials.

You are responsible for all activities and transactions conducted through your account, including those by any person who obtains access to your password, whether or not such access is authorized by you. You must immediately notify us if you suspect any unauthorized use of your account or password, so that we can take appropriate measures to protect your personal data and account security.

No Sale of Personal Information
The Hotel Systems Pte. Ltd. does not sell your personal data to third parties for monetary or any other consideration. Your personal data is an important part of our business, and we are committed to using it only in accordance with this Privacy Notice, applicable laws, and your consent where required.
 

Access and Your Data Rights

You have specific rights regarding your personal data, and we respect your ability to access, correct, and manage your personal data in accordance with the Personal Data Protection Act 2012 of Singapore (“PDPA”) and other applicable laws.
 

1) Access and Correction
You can view and update certain personal data associated with your account and interactions with The Hotel Systems Offerings directly through your account settings. If you are unable to access or update your personal data yourself, you may contact us using the contact details provided in this Privacy Notice for assistance.
 

2) Data Rights
Depending on your location and applicable law, you may also have the right to:
- Request the erasure of your personal data
- Request restriction of processing
- Obtain a copy of your personal data in a structured, commonly used, and machine-readable format (data portability)
- Object to certain types of processing, including processing for direct marketing purposes.
 

3) Your Choices
Our services provide settings that allow you to manage how your personal data is used. You may choose not to provide certain personal data; however, this may limit your ability to access or use certain features or services.

Children’s Personal Information

The Hotel Systems Offerings are intended for a general audience and are not directed to children under the age of 13. We do not knowingly collect personal data from children under 13.

If you are under 13, you may use The Hotel Systems Offerings only with the verifiable consent or direct involvement of a parent or legal guardian. In the event that we become aware that we have inadvertently collected personal data from a child under 13 without verifiable parental consent, we will take reasonable steps to promptly delete such personal data.

Cookies and Similar Technologies
We use cookies and similar technologies on our websites and online services to enhance user experience, analyze site performance, and provide customized content.
 

1) What Are Cookies
Cookies are small text files that are placed on your device when you visit a website. They help us recognize your device, remember your preferences, and improve our website functionality.
 

2) Types of Cookies We Use

- Essential Cookies: Required for the operation of our website and to enable core functionality, such as secure login and navigation.
- Analytical or Performance Cookies: Collect anonymous information to help us understand how visitors interact with our website.
- Functional Cookies: Enable enhanced functionality and personalization, such as remembering your preferences.
 

3) How We Use Cookies
We use cookies to:
- Ensure the proper functioning and security of our website

- Improve our products, services, and user experience

- Analyze traffic and usage trends

4) Managing Cookies
You can accept or reject cookies by adjusting your browser settings. Most browsers automatically accept cookies, but you may modify your settings to decline them. However, disabling cookies may limit certain features or functionalities of our website.

5) Third-Party Cookies
Some cookies may be placed by third-party service providers such as analytics or advertising partners to help us evaluate website performance or deliver personalized content. We do not control these third-party cookies and recommend that you review the privacy policies of such providers.
 

Third Party Sites and Services

The Hotel Systems Offerings may embed content provided by others or include links to other websites and applications. These third parties may collect personal data about you when you interact with their content or services. We are not responsible for the privacy practices or content of such third-party websites or services. We encourage you to review the privacy policies of these third parties to understand how they collect, use, and protect your personal data.
 

Retention of Personal Information

We retain your personal data to enable your continued use of The Hotel Systems Offerings, for as long as necessary to fulfill the purposes outlined in this Privacy Notice, to comply with applicable legal, regulatory, or contractual obligations (including tax and accounting requirements), or as otherwise communicated to you.

The retention period for specific categories of personal data may vary depending on the purpose for which the data was collected. Once your personal data is no longer required for these purposes, we will securely delete or anonymize it in accordance with applicable laws and regulations.

Non-Discrimination
We will not discriminate against you for exercising your rights under the Personal Data Protection Act 2012 of Singapore (“PDPA”) or any other applicable data protection laws. You are entitled to access, correct, or manage your personal data, and to provide or withdraw consent, without fear of adverse treatment, denial of services, or any form of retaliation.
 

No Financial Incentives
We do not offer any financial or material incentives in exchange for the provision of your personal data. Your decision to provide personal data is voluntary, and you may choose not to provide certain personal data, though this may affect your ability to access or use some features of The Hotel Systems Offerings.
 

Notices and Revisions
If you interact with The Hotel Systems Offerings as an employee or member of an organization, your use of the services is governed by your organization’s contract with us. Personal data collected in that context may also be subject to your organization’s privacy practices and policies. For inquiries related to organizational use or access, please contact your employer or administrator.

As our business and services evolve, this Privacy Notice may be updated from time to time. We encourage you to review this Privacy Notice periodically to stay informed of any changes. The “Last Updated” date at the top of this document indicates when the latest version was posted. This Privacy Notice applies to all personal data currently held by us. We will not apply changes retroactively to reduce the protections afforded to personal data already collected without providing advance notice and, where applicable, the opportunity to provide consent.