Privacy Policy.

1. Who we are

HotelPMS is a cloud hotel-management software service developed and operated by DKSR Systems. Hotel customers use HotelPMS to manage reservations, guests, rooms, front-desk operations, housekeeping, restaurant/POS, payments, billing, rates, direct booking and related hotel operations.

For privacy questions or requests, contact contact@dksr.in.

2. Scope of this policy

This policy applies to information processed through HotelPMS and to information DKSR Systems receives when a hotel connects supported third-party services, including Meta WhatsApp Business. It also applies to information submitted through HotelPMS product and business-contact pages.

Hotels using HotelPMS are responsible for deciding what guest information they enter into the service and for complying with applicable privacy, consent and messaging requirements for their guests.

3. Information HotelPMS may process

Hotel account and user information

We may process hotel identity and configuration information, staff-user names and contact details, roles, login and security information, and settings required to provide and secure the service.

Guest and reservation information

Depending on how a hotel uses HotelPMS, the service may process guest names, phone numbers, email addresses, reservation and stay details, room assignments, payment and billing records, invoice information, notes entered by the hotel, and operational history connected with a stay.

Operational and technical information

We may process application logs, security events, delivery-status information, error information and other technical data necessary to operate, secure, troubleshoot and improve HotelPMS.

4. Meta and WhatsApp Business integration

HotelPMS allows a hotel to connect its own WhatsApp Business assets through Meta authorization. The hotel remains the owner and controller of its WhatsApp Business account and sender. HotelPMS uses only assets that the hotel authorizes for the service.

When a hotel connects WhatsApp Business, HotelPMS may receive or process Meta Platform Data such as:

• WhatsApp Business Account identifiers;
• WhatsApp phone-number identifiers and display-number information;
• authorization and connection metadata required to maintain the integration;
• message-template identifiers and status information;
• provider message identifiers and message delivery-status events; and
• other limited account metadata needed to verify the authorized connection and provide the requested messaging service.

HotelPMS uses this information to connect and verify the hotel's authorized WhatsApp Business assets, send approved reservation-related guest communications, process delivery-status updates, troubleshoot the integration and protect the service against unauthorized use.

5. WhatsApp guest communications

Where enabled by a hotel, HotelPMS may use approved WhatsApp message templates for operational guest communications such as booking confirmations, payment notifications, invoice notifications with secure HotelPMS links, and checkout or thank-you messages.

HotelPMS processes the minimum reservation information required to populate the selected message template and records delivery information needed to provide delivery status, idempotency and operational support.

6. How we use information

DKSR Systems uses information processed through HotelPMS to:

• provide, maintain and support HotelPMS;
• authenticate users and enforce hotel-scoped access controls;
• process hotel operations requested by authorized users;
• provide connected services authorized by the hotel, including WhatsApp Business;
• secure the service, detect misuse and investigate technical issues;
• maintain audit, delivery and operational records; and
• meet applicable legal, accounting and contractual obligations.

7. Credentials and security

Authorization credentials used for connected services are handled as sensitive backend credentials and are not intentionally exposed to ordinary hotel users in the browser. HotelPMS uses access controls, scoped authorization and technical safeguards designed to protect hotel and guest information.

No method of storage or transmission is completely secure, but DKSR Systems works to use safeguards appropriate to the nature of the information and the service.

8. Sharing and service providers

DKSR Systems does not sell personal information or Meta Platform Data. Information may be shared only as needed to provide the service, comply with law, protect the service, or support a hotel-requested integration.

HotelPMS may rely on infrastructure, hosting, communications, payment or other technology service providers that process information on our behalf under appropriate contractual or technical controls. When a hotel enables Meta WhatsApp Business, information is also processed through Meta and WhatsApp according to the terms and policies applicable to those services.

9. Data retention

HotelPMS retains information for as long as reasonably necessary to provide the service, maintain operational and security records, support the hotel, meet contractual requirements, and comply with applicable legal or accounting obligations.

Connected-service credentials and related authorization data are retained only while needed to maintain the authorized integration or as otherwise required for security and legal purposes. A hotel may disconnect or replace a connection through HotelPMS, subject to service and retention requirements.

10. Data access, correction and deletion

Hotel customers can manage much of their operational data directly within HotelPMS. Requests concerning access, correction, export or deletion of HotelPMS data may be sent to contact@dksr.in. We may need to verify the requester's identity and authority before acting on a request.

If a request concerns guest information controlled by a hotel, DKSR Systems may direct the requester to the relevant hotel or work with the hotel to address the request, as appropriate.

11. Disconnecting Meta or WhatsApp Business

A hotel can disable or change its WhatsApp Business connection from HotelPMS. The hotel can also manage its business assets and authorizations through Meta. When access is revoked or the connection is disabled, HotelPMS will stop using that authorization for new WhatsApp guest communications, subject to any limited retention required for security, audit or legal purposes.

12. International processing

HotelPMS and its service providers may process information in locations different from the hotel or guest. Where applicable, DKSR Systems uses reasonable safeguards for such processing and expects service providers to protect information consistent with their contractual and legal obligations.

13. Children

HotelPMS is a business software service intended for hotels and authorized hotel staff. It is not directed to children as an independent consumer service. Hotels remain responsible for the lawful handling of guest information they enter into HotelPMS.

14. Changes to this policy

We may update this privacy policy when HotelPMS, applicable law, or connected services change. The effective date above will be updated when material changes are published.

15. Contact

DKSR Systems
HotelPMS Privacy
contact@dksr.in
https://dksr.in/hotelpms/