Last Updated: August 16, 2026

1. Introduction

Motel Software Solutions Ltd. (MiniHotel) (“MiniHotel”, “we”, “us”, or “our”) provides property-management, booking, distribution, communication, and related software and services for accommodation providers (the “Service”).

This Privacy Policy explains how we collect, use, disclose, store, and protect personal data when you visit our website, communicate with us, create or use a MiniHotel account, or otherwise interact with our Service.

2. Who This Policy Applies To

This Privacy Policy applies to:

• Visitors to our websites;
• Customers and prospective customers;
• Users of MiniHotel accounts and services;
• Partners, suppliers, and business contacts;
• Individuals who contact our sales or support teams; and
• Other individuals whose personal data we process directly for our own business purposes.

3. Our Role as Controller and Processor

MiniHotel may process personal data in different capacities depending on the context.

3.1 When MiniHotel Acts as a Controller

MiniHotel generally acts as a data controller for personal data relating to our own customers, account users, website visitors, business contacts, marketing recipients, and support interactions where we determine the purposes and means of processing.

3.2 When MiniHotel Acts as a Processor

Our customers may use the Service to process information relating to their guests, reservations, contacts, employees, or other individuals. In these circumstances, the customer generally determines why and how the information is processed, and MiniHotel processes the information on the customer’s behalf as a service provider or data processor.

If your personal data was provided to MiniHotel by an accommodation provider or another MiniHotel customer, you should normally contact that customer directly regarding your privacy rights. We will assist our customers with applicable privacy obligations where required.

4. Personal Data We Collect

Depending on how you interact with MiniHotel, we may collect or process the following categories of personal data:

4.1 Account and Contact Information

• Name;
• Business email address;
• Telephone number;
• Job title;
• Company or property name;
• Account username and related profile information; and
• Other contact details you provide to us.

4.2 Customer and Service Information

Information provided when subscribing to, configuring, or using the Service, including business, property, account, reservation, operational, and related information.

Where our customers use MiniHotel to manage guest or reservation information, such information is generally processed by MiniHotel on behalf of the relevant customer.

4.3 Support and Communications

Information contained in support requests, emails, chats, calls, onboarding communications, API or integration inquiries, and other communications with MiniHotel.

4.4 Technical and Usage Information

We may automatically collect technical and usage information such as:

• IP address;
• Browser and operating-system information;
• Device type and identifiers;
• Login and authentication activity;
• Application and system activity;
• Pages, features, and services accessed;
• Diagnostic and error information; and
• Security and audit logs.

4.5 Billing and Subscription Information

We may process billing contact information, subscription details, invoices, transaction records, and payment status information.

Payment-card details may be processed by approved payment providers. MiniHotel does not generally store full payment-card details as part of its normal subscription-payment processing.

4.6 Marketing Information

Where applicable, we may process contact information, communication preferences, campaign engagement, and related information for marketing and business-development purposes.

4.7 Cookies and Similar Technologies

Our websites and services may use cookies and similar technologies for essential functionality, preferences, security, analytics, and other purposes. Where required by applicable law, non-essential cookies will be used based on the appropriate consent or preference mechanism.

5. Sources of Personal Data

We may receive personal data:

• Directly from you;
• From the organization, property, or customer you work for or interact with;
• Through your use of the Service;
• From MiniHotel customers using the Service;
• Through integrations, partners, or service providers;
• From authentication or sign-in providers where used;
• From publicly available professional or business sources; and
• Through cookies and similar technologies.

6. How We Use Personal Data

We may use personal data to:

• Provide, operate, maintain, and support the Service;
• Create and manage customer and user accounts;
• Process subscriptions, invoices, and related business transactions;
• Provide technical support, onboarding, and customer service;
• Communicate about service changes, maintenance, security, and operational matters;
• Manage integrations, APIs, partners, and service providers;
• Monitor service usage, availability, performance, and security;
• Detect, investigate, prevent, and respond to fraud, abuse, security incidents, or technical issues;
• Improve and develop our products, services, and user experience;
• Maintain business, accounting, compliance, and audit records;
• Protect the rights, property, systems, and legitimate interests of MiniHotel, our customers, and others;
• Comply with applicable legal, regulatory, contractual, and law-enforcement requirements; and
• Send marketing or business communications where permitted by applicable law.

7. Legal Bases for Processing

Where applicable data-protection law requires a legal basis, MiniHotel may rely on one or more of the following:

• Contract: Processing necessary to provide the Service or take steps requested before entering into a contract;
• Legitimate Interests: Processing necessary for legitimate business purposes such as operating, securing, supporting, improving, and administering our Service, provided those interests are not overridden by applicable individual rights;
• Legal Obligation: Processing required to comply with applicable laws, regulations, court orders, or other legal requirements; and
• Consent: Processing based on your consent where consent is required, including certain marketing or cookie activities.

Where processing is based on consent, you may withdraw that consent at any time, without affecting processing carried out before withdrawal.

8. How We Share Personal Data

We may disclose personal data to the following categories of recipients where necessary:

8.1 Service Providers

Cloud hosting, infrastructure, security, communications, support, analytics, payment, accounting, development, and other service providers that support our business and Service.

8.2 Customers and Authorized Users

Where information is processed within a customer account, it may be available to the relevant customer and its authorized users according to their permissions.

8.3 Integration and Business Partners

Where a customer enables an integration or requests data exchange with an authorized third-party service, information may be transferred as required to provide that integration.

8.4 Professional Advisors

Lawyers, accountants, auditors, insurers, consultants, and other professional advisors where reasonably necessary.

8.5 Authorities and Legal Requirements

Government authorities, regulators, courts, law enforcement, or other parties where disclosure is required by law or reasonably necessary to protect rights, safety, security, or legal interests.

8.6 Business Transactions

Personal data may be disclosed in connection with an actual or proposed merger, acquisition, financing, restructuring, sale of assets, investment, or similar corporate transaction, subject to appropriate confidentiality and legal safeguards.

We do not sell personal data to advertisers.

9. International Data Transfers

MiniHotel operates internationally and uses service providers and infrastructure that may process personal data in countries other than the country in which the data was originally collected.

Where applicable data-protection law restricts international transfers, we use appropriate safeguards as required, which may include adequacy decisions, contractual safeguards, approved standard contractual clauses, or other lawful transfer mechanisms.

10. Data Security

We use technical and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include, where appropriate:

• Access controls and least-privilege permissions;
• Multi-factor authentication;
• Encryption in transit and at rest where technically applicable;
• Endpoint and infrastructure security controls;
• Security logging and monitoring;
• Vulnerability scanning and management;
• Backup and recovery measures;
• Security awareness requirements; and
• Periodic security assessments and penetration testing.

No system or method of transmission can be guaranteed to be completely secure. We therefore continually assess and improve our security controls based on risk and available technology.

If a personal data breach occurs, MiniHotel will assess the incident and make required notifications to customers, individuals, regulators, or other parties where required by applicable law or contract.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected or processed, including to:

• Provide and support the Service;
• Maintain customer and business records;
• Meet contractual commitments;
• Comply with accounting, tax, legal, regulatory, and audit requirements;
• Resolve disputes;
• Prevent fraud and security abuse; and
• Establish, exercise, or defend legal claims.

Retention periods vary according to the type of information, the nature of the relationship, applicable customer instructions, legal requirements, and operational or security needs.

Where MiniHotel processes personal data on behalf of a customer, retention and deletion may also be governed by the customer’s instructions and applicable agreement.

When personal data is no longer required, it is deleted, anonymized, or otherwise securely disposed of where appropriate.

12. Cookies

We use cookies and similar technologies to operate, secure, remember preferences for, and analyze use of our websites and services.

You may manage cookie preferences through available website controls or browser settings. Disabling certain cookies may affect functionality.

13. Your Privacy Rights

Depending on your location and applicable law, you may have rights including:

• Access to personal data we hold about you;
• Correction of inaccurate or incomplete personal data;
• Deletion of personal data in certain circumstances;
• Restriction of certain processing;
• Objection to certain processing, including some processing based on legitimate interests;
• Data portability where applicable;
• Withdrawal of consent where processing is based on consent; and
• The right to lodge a complaint with an applicable data-protection or supervisory authority.

These rights may be subject to legal limitations and may depend on the legal basis for processing.

If MiniHotel processes your information solely on behalf of one of our customers, we may refer your request to that customer or ask you to contact them directly.

To submit a privacy request, contact us using the details below. We may request information reasonably necessary to verify your identity before completing the request.

14. Marketing Communications

Where permitted by applicable law, MiniHotel may send product, service, partner, event, or other business-related marketing communications.

You may unsubscribe from marketing emails using the unsubscribe mechanism included in the communication or by contacting us. You may still receive service, security, billing, or other non-marketing communications necessary for your relationship with MiniHotel.

15. Children’s Data

MiniHotel’s website and Service are intended for business use and are not directed to children.

However, accommodation providers using the Service may process reservation or guest information relating to minors. In such cases, MiniHotel processes the information on behalf of the relevant customer, and the customer is responsible for ensuring that the information is collected and processed lawfully.

16. Links and Third-Party Services

Our websites and Service may contain links to or integrations with third-party websites and services. Their privacy practices are governed by their own privacy notices, and MiniHotel is not responsible for the privacy practices of third parties that independently determine how they process personal data.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, security practices, or business operations.

The current version will be published with an updated “Last Updated” date. Where required or appropriate, material changes may also be communicated through the Service, email, or other suitable channels.

18. Contact Us

For privacy questions, requests, or concerns, contact:

Motel Software Solutions Ltd. (MiniHotel)
Email: [email protected]
Security-related matters: [email protected]

You may also contact the relevant data-protection or supervisory authority in your country where applicable.