Privacy Policy
Version: October 24, 2026
This policy explains what personal information Hotelwright holds, where it comes from, what it is used for, who helps us handle it and how long we keep it.
Who we are and our role
Hotelwright is run by Marcellus S. Ahari, PO Box 33, East Boston, MA 02128.
Hotels and venues (our customers) use the Service to plan and staff events. For the information a hotel puts into the Service about its staff, its clients and its guests, the hotel decides what is collected and why. The hotel is in charge of that information (the controller, or the business under California law), and we handle it only for the hotel and on its instructions (as its processor or service provider).
For the contact and billing details of the people who sign up and manage an account, we decide how that information is used, and this policy applies to it directly.
What we hold
Account details: name, email address, language, sign-in records and two-factor settings.
Staff details the hotel enters or imports: names, email addresses, phone numbers, roles, employment type and seniority, the hotel's own employee or payroll IDs, the staffing agency for agency workers, availability, shifts, hours, preferred language, and whether a person agreed to receive texts. Most of this comes from the hotel (the employer). Staff add some of it themselves in the app: their availability, their phone number and their answers to shift offers, including a short reason from the hotel's list when they call out or decline (for example "Sick" or "Transportation").
Event orders and other files the hotel uploads. These can include its clients' names and contact details, pricing, and special-meal notes for guests.
Notifications sent through the Service by email and in the app; a history of changes to events, staffing and shifts (who changed what, and when); and simple usage counts, such as how many pages AI has read.
Billing: Stripe collects card details on its own pages. We never see or store card numbers. Stripe tells us the plan, whether payments succeeded and the invoices.
Technical logs, such as IP addresses, browser type and error records, kept by our hosting providers for security and troubleshooting.
How we use it
We use the information to run the Service for the hotel, to bill for it, to keep it secure and fix problems, and to answer support questions.
We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use it for advertising of any kind.
Website statistics
On our public pages (the home page, the guides and the legal pages), we count visits with Vercel Web Analytics, a service of our hosting provider, Vercel. It uses no cookies and stores nothing on your device. For each page view it records the time, the page address, the site that linked to it, an approximate location worked out from the connection (country, region and city), and the type of browser, operating system and device.
On these pages we also count a few clicks: which sign-up button was used, on which guide and in which language; which service style was tried in the staffing calculator, with the guest count only as a range; and which printable template was downloaded. Nothing you type is sent.
To tell one visit from another without cookies, Vercel makes a one-way code from the request and discards it after 24 hours. We see these numbers only as totals. They are not linked to your name, email address or IP address, and we do not use them for advertising. Pages you see after signing in are not counted. Our reports cover up to 12 months.
Mobile numbers and text messages
We do not share mobile numbers or text-message consent with third parties or affiliates for marketing or promotional purposes. Text-message opt-in data is used only to send the shift texts you agreed to.
We do not send texts today; the Service only records each person's choice. The text message terms explain how texts will work.
AI reading
AI reading is on by default for a new hotel, and a manager can switch it off in Settings. While it is on, uploaded event-order pages, including change notices, are sent to Anthropic, PBC to be read into fields; a separate switch sends menu text for translation suggestions. Staff records are never sent; an event order may show printed names such as the catering contact. The AI processing disclosure has the details.
How long we keep it
This list shows how long we keep each type of data and what happens after.
Active hotel data (events, staff, shifts, files). Kept while the account is active.
After a cancellation. Kept read-only for 90 days so the hotel can export everything (we email a reminder 7 days before the end). Then deleted: the hotel data, files, and sign-ins that belonged only to that hotel.
Trial ended or editing paused, no cancellation. Kept read-only until a manager asks us to delete it.
Billing records at Stripe. Kept as long as tax and accounting law requires, on Stripe's schedule.
Anthropic API inputs and outputs. Up to 30 days at Anthropic (longer only if required by law or flagged under its usage policy), then deleted by Anthropic.
Backups. Kept by our database provider in the United States for up to 7 days under its own backup retention. We also keep our own nightly backup copy in Microsoft OneDrive in the United States for up to 30 days. Each copy is encrypted on our side before upload, so Microsoft cannot read it. Then they are deleted.
We are still deciding how long to keep notifications, records of your agreement to the terms and to auto-renewal, and inactive accounts. We will publish a retention schedule for them here before it applies.
A hotel can deactivate a person, which only ends their access; their records stay. A hotel can also anonymise a person, which removes their contact details and replaces their name, so past schedules no longer identify them.
Security
The security summary describes how we protect information.
Your choices and requests
If you work for a hotel that uses the Service, you can ask your hotel to see, correct or remove your information. You can also write to support@hotelwright.com from the email address your hotel has on file for you. We will tell your hotel about the request and, on its confirmation, we will anonymise your record: your name and contact details are removed from the Service and past schedules no longer identify you. We answer within 30 days. We may need to keep some records of hours worked and notices sent, in anonymised form, because your hotel may be required by law to keep them.
Account holders can write to support@hotelwright.com to see, correct or delete their account information.
California residents: we act as a service provider to the hotel for staff and guest information, and we do not sell or share it. You can use your California privacy rights through the hotel, and you will not be treated differently for doing so.
Hotels can ask us for a short notice to give their staff when their information is first collected, describing the Service and this policy.
Where the information is
The Service is offered to hotels and venues in the United States. We store your information in the United States; some providers may process it elsewhere under their own data-protection terms.
Children
The Service is for businesses and their staff. It is not meant for children, and we do not knowingly collect information from children under 13.
Changes to this policy
If we change this policy in a way that matters, we tell account managers by email and in the app before the change takes effect. The version date at the top shows when it last changed.
Contact
Privacy questions: support@hotelwright.com. By post: Marcellus S. Ahari, PO Box 33, East Boston, MA 02128.