Privacy Policy

This Privacy Policy explains how Condo Host Buddy ("Condo Host Buddy", "the app", "we", "us") handles information when a host uses the app to manage rental units, bookings, schedules, staff and finances. It applies to account holders (hosts and the staff they invite) and to the guest records a host chooses to store in the app.

By creating an account or using the app you agree to the practices described here. If you do not agree, please stop using the app and request deletion of your account.

1. Roles: who is responsible for what

For your own account information, we act as the controller of that data. For the workspace records you enter — including guest details — you are the controller and we act as a processor handling that data on your instructions. You decide what to collect, how long to keep it and who inside your business may see it.

2. Information we process

• Account information — the email address you sign up with, an encrypted password credential or Google sign-in identifier, and the display name or profile photo shared by Google if you use Google sign-in.
• Business profile — company or business name, manager name, logo, address, contact number, email and tax identifier used on invoices and confirmations.
• Workspace data you enter — units and room details, bookings, guest names, ages of accompanying children, contact numbers and emails, notes, staff records, tasks, maintenance logs, bills, invoices, discounts, taxes, penalties and financial records.
• Preferences — theme, currency, calendar display options and similar settings, some of which are also cached in your browser.
• Technical data — request, device and error information (such as timestamps, IP address and browser type) needed to operate, secure and debug the service.

We do not intentionally collect payment card numbers, government identity documents, health data or other special category data. Please do not store such information in free-text notes.

3. Guest information you enter

Guest names, contact details, ages of children and stay notes are entered by you. You remain responsible for collecting that information lawfully, informing your guests how it is used, giving them a way to reach you, and recording only what you genuinely need for the stay, invoicing and legal record keeping. Where local law requires a lawful basis, consent notice or guest register, it is your obligation to meet it.

4. How and why we use information

• To provide the service — authenticate you, keep your workspace separate from other accounts, and sync your records to the devices you sign in from.
• To produce outputs you request — calendars, schedules, invoices, booking confirmations, concierge slips and financial reports.
• To communicate with you — service, security and account emails such as verification, password reset and important changes.
• To keep the service safe — prevent abuse, detect fraud, enforce our Terms and diagnose faults.
• To improve the app — using aggregated, non-identifying usage signals.

We do not sell your data, we do not share guest details with advertisers, and we do not use your workspace records to build marketing profiles.

5. Legal bases

Where data-protection law such as the GDPR applies, we rely on: performance of a contract (providing the app to you), legitimate interests (security, abuse prevention, service improvement), consent (optional communications, Google sign-in) and legal obligation (records we must keep).

6. Storage, security and access control

Workspace data is stored in a managed cloud database protected by row-level access rules: records are readable and writable only by the signed-in account that owns them. Traffic between your browser and the service is encrypted in transit, and data is encrypted at rest by our infrastructure provider. Access to production systems is limited to personnel who need it.

No system can be guaranteed perfectly secure. Use a strong, unique password, keep your device locked, and only invite staff who need access.

7. Service providers and international transfers

We rely on infrastructure providers for hosting, database, authentication, transactional email delivery and error monitoring. They process data only to provide those services to us, under contractual confidentiality and security obligations. Google is involved only if you choose Google sign-in. These providers may process data in countries other than your own; where required we rely on recognised transfer safeguards such as standard contractual clauses.

8. Cookies and local storage

We use strictly necessary cookies and browser storage to keep you signed in and to remember preferences such as your theme choice. We do not use third-party advertising or cross-site tracking cookies. Clearing browser storage signs you out and removes cached preferences.

9. Retention

Your records are retained while your account is active so your history, invoices and reports remain available. Using the reset options in Settings permanently deletes the selected workspace records. If you request account deletion, we remove your workspace data within 30 days, except where we must retain limited records for legal, tax, accounting or dispute-resolution purposes. Backups age out on a rolling schedule.

10. Your rights and choices

• Access, review and correct your data at any time inside the app.
• Export invoices, confirmations and financial reports as PDF or image files.
• Delete records with the reset options, or request full account deletion.
• Object to or restrict certain processing, and withdraw consent where consent applies.
• Lodge a complaint with your local data-protection authority.

Requests about guest data should be sent to the host who holds that record. If a guest contacts us directly, we will refer them to the relevant host.

11. Data breach

If we become aware of a security incident affecting your data, we will investigate promptly, take remedial action and notify affected account holders without undue delay, together with the information you need to meet your own notification duties.

12. Children

The app is intended for business use by adults and is not directed at children. Child guest details (name and age) exist only because occupancy and pricing rules require them, and should be limited to what the booking needs.

13. Changes

We may update this policy as the app evolves. The "last updated" date above always reflects the current version, and material changes will be highlighted in the app or by email before they take effect.

14. Contact

For privacy questions, access requests or deletion requests, contact the app owner using the support details listed under Settings → Legal & support.