Privacy notice

Updated 15 November 2026. HelloRoom provides hotel workspaces and hotel-branded guest service apps.

Information we process

Hotel account details, reservation details supplied by hotels and guests, registration forms, service requests, conversations and checkout feedback. Identity documents are collected only when enabled by the hotel and are restricted to the guest and authorized reception roles.

How information is used

We use information to provide the requested stay services, authenticate active guests, route work to hotel teams, send operational emails and protect the service. Hotels control their guest records and policies. Guest last names and room numbers authenticate an active stay; these are not used to create a public profile.

Service providers and AI

Application hosting is provided through Railway and email through Spacemail. When enabled, the AI provider receives the guest question, relevant hotel knowledge and limited authorized stay context to answer it. Live AI is currently disabled until a provider key is connected. Payment or hotel-system providers receive data only when those integrations are configured.

Storage, access and retention

We use private document storage, role-based access and audit logs. Guests can ask their hotel to correct or export their stay information. Retention and deletion requests are handled by the hotel and HelloRoom support, subject to legal record-keeping requirements. Backup deletion may follow a separate retention schedule.

Your choices

Public hotel guides can be viewed without signing in. Browser notifications and microphone use are optional. Google review links open Google under its own policies. We use necessary session cookies and local preferences for language and theme.

Contact

Contact your hotel for stay data or hello@helloroom.services for platform privacy requests.