Privacy Policy – HotelBuddy POS Android App

Effective Date: January 21, 2025
Last Updated: January 21, 2025

1. Applicability

This privacy policy applies exclusively to the HotelBuddy POS Android App, available on Google Play. This policy does not apply to:

• EduBuddy or TeacherBuddy platforms
• Student-facing or educational applications
• HotelBuddy web applications (see separate web privacy policy if applicable)

2. App Purpose & Audience

The HotelBuddy POS Android App is designed for hotel staff only. It is not intended for use by hotel guests, minors, or the general public. The app enables authorized hotel employees to:

• Place and manage point-of-sale orders
• View kitchen display system (KDS) status
• Track room service requests and delivery status

3. Data Collected

The HotelBuddy POS Android App collects only the data necessary for operational purposes:

Data We Collect:

• Authentication Data: User ID, username, role, and authentication tokens
• Organization Context: HotelGroupId and HotelPropertyId (to scope operations to your hotel)
• Operational POS Data: Order details, order status, menu items selected, timestamps
• Basic Diagnostics: App version, crash logs, error reports for stability and troubleshooting

Data We Do NOT Collect:

• Contacts or address book
• SMS messages or call logs
• Location data (GPS or network-based)
• Camera, photos, videos, or audio recordings
• Personal files or documents stored on the device
• Advertising identifiers or tracking cookies

4. How Data Is Used

We use the collected data exclusively for the following purposes:

• Authentication: Verify user identity and enforce role-based access controls
• POS Operations: Process orders, track order status, and manage menu items
• Kitchen Display: Display active orders to kitchen staff in real time
• Room Service Status: Track room service requests from order to delivery
• Operational Audit & Stability: Monitor app performance, diagnose issues, and ensure system reliability

We Do NOT Use Data For:

• Advertising or marketing campaigns
• User profiling or behavioral tracking
• Third-party analytics beyond operational diagnostics

5. Data Sharing

Your data is not sold or rented to third parties. Data is shared only with:

• Your Hotel Organization: All operational data is scoped to your hotel group and property
• Cloud Hosting Infrastructure: Data is stored on secure cloud servers (Microsoft Azure) that power the HotelBuddy backend
• Service Providers: Only when necessary for app functionality (e.g., authentication services, error monitoring)

We may disclose data if required by law or to protect the rights, safety, and security of our users and services.

6. Security

We implement industry-standard security measures to protect your data:

• Encrypted in Transit: All data is transmitted over HTTPS to prevent interception
• Role-Based Access: Users can only access data relevant to their assigned roles and properties
• Property-Scoped Operations: All queries and commands are scoped to the user's assigned hotel property

While we strive to protect your data, no method of transmission or storage is 100% secure. Use the app responsibly and report any security concerns to support@hotelbuddy.online.

7. Children's Privacy

The HotelBuddy POS Android App is not intended for use by minors. We do not knowingly collect personal data from children. If we become aware that a minor has provided us with data, we will delete it promptly.

8. Data Retention

We retain operational data for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Comply with legal, regulatory, and operational requirements
• Maintain audit trails and transaction records as required by your hotel's policies

Diagnostic and error logs are retained for a limited period necessary to troubleshoot and improve app performance.

9. Policy Updates

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Updates will be published on this page with a revised "Last Updated" date. Continued use of the app after updates indicates acceptance of the revised policy.

10. Contact Information

If you have questions, concerns, or requests regarding this privacy policy or the HotelBuddy POS Android App, please contact us:

Email: support@hotelbuddy.online

Provider: HotelBuddy by PolarBear Inc.