Privacy Policy

1. Who We Are

This Privacy Policy explains how I Left You A Note Ltd ("we", "us", "our") collects, uses, and protects personal data through our guest engagement, messaging, and feedback management platform for hotels (the "Service"), and through our marketing website at www.ileftyouanote.com.

The Service enables hotels to communicate with guests via a guest portal, AI-powered digital concierge, WhatsApp messaging, feedback tools, surveys, and a hotel staff dashboard.

Data Controller: I Left You A Note Ltd, 10 Àrd Coillte, Ballina, Co. Tipperary, V94 EAX2, Ireland

Email: info@ileftyouanote.com

In many cases, hotels act as the primary data controller for guest data collected through the Service, and we act as a data processor on their behalf. This Policy covers both our role as a data controller (e.g. for hotel subscriber data and marketing website visitors) and our role as a data processor (e.g. for guest data processed on behalf of hotels).

2. What Data We Collect

a. Data Collected from Guests (via the App Platform)

When guests interact with the Service (via QR code, digital concierge, WhatsApp, or surveys), we may process:

• Chatbot and messaging content
• Feedback and survey responses
• Contact details (such as email or phone number), if provided by the hotel
• Device and session information (non-identifying)
• Message timestamps and interaction metadata

We do not intentionally collect sensitive personal data unless a guest voluntarily includes it in free-text messages.

b. Data Provided by Hotels

Hotels may provide or sync guest data through integrations or manual input, including:

• Guest name
• Stay details (dates, room number)
• Contact information (email, phone number)
• Marketing consent status
• Communication history

Hotels are responsible for ensuring they have a lawful basis (including consent where required) to share this data with us.

c. Data Collected from Marketing Website Visitors

When you visit our marketing website, we may collect:

• Enquiry or contact form submissions (name, email, message)
• Demo request details
• Analytics data collected via Google Tag Manager (subject to your cookie consent)
• LinkedIn Insight Tag data for marketing purposes (subject to your cookie consent)

Full details of cookies used on our marketing website are set out in our separate Cookie Policy, available at www.ileftyouanote.com/cookie-policy.

3. How We Use Personal Data

We process personal data to:

• Operate and deliver the Service
• Enable real-time digital concierge and WhatsApp conversations
• Route messages to the correct department or messaging channel
• Allow hotel staff to respond to guests
• Collect and analyse feedback and survey responses
• Provide analytics and insights to hotels
• Support hotel CRM and guest engagement features
• Respond to enquiries and demo requests submitted via our marketing website
• Improve our platform and marketing activity (where consent has been given for analytics)

4. Marketing & Advertising Communications

a. Hotel Marketing Campaigns

Where a guest has opted in to marketing communications with a hotel (e.g. during reservation or check-in), their data may be used by the hotel via our platform to:

• Send marketing or promotional emails
• Target repeat guests
• Personalise offers and campaigns

We provide the technical tools for these campaigns, but hotels control the content, audience, and legal basis for marketing communications.

b. WhatsApp Messaging & Upselling

Our Service supports chatbot and messaging interactions via WhatsApp. If a guest initiates a WhatsApp conversation:

• Messages may be exchanged within WhatsApp's permitted 24-hour customer service window
• During this window, hotels may send relevant operational or upsell messages (e.g. room upgrades, services)
• Messaging is limited to the scope allowed by WhatsApp policies and applicable law

c. Our Own Marketing Communications

We may use contact details submitted via our marketing website to respond to enquiries or send relevant information about our Service to hotel decision-makers. We will not send unsolicited marketing emails without a lawful basis to do so.

5. Cookies & Tracking Technologies

We use cookies and similar technologies across two distinct surfaces. Full details are set out in our Cookie Policy at www.ileftyouanote.com/cookie-policy. In summary:

App platform (ileftyouanote.com): One essential functional cookie only, used to maintain the digital concierge session on the correct device. No analytics or tracking cookies are used.

Marketing website (www.ileftyouanote.com): Analytics and marketing cookies (including Google Tag Manager and LinkedIn Insight Tag) are used subject to your consent, which is requested via a cookie consent banner on first visit.

6. Legal Basis for Processing (GDPR)

Depending on context, processing is based on:

• Legitimate interests — operating a real-time guest communication platform and conducting B2B marketing outreach
• Contractual necessity — providing the Service to hotels
• Consent — where guests have opted in to marketing communications, or where website visitors have consented to analytics and marketing cookies
• Legal obligations — where required by law

Hotels are responsible for obtaining and managing guest consent for marketing.

7. Data Sharing & Subprocessors

We may share data with trusted subprocessors solely to operate the Service, including:

• Hosting and infrastructure providers
• Messaging and email delivery providers (including WhatsApp-related services)
• Analytics and tag management providers (Google Tag Manager, LinkedIn — marketing website only)
• Platform services supporting integrations and analytics

All subprocessors are bound by appropriate data protection agreements.

8. Data Retention

We retain personal data only for as long as necessary:

• Guest conversation and feedback data: retained for the duration of the hotel's subscription plus up to 12 months thereafter, unless earlier deletion is requested
• Hotel account and CRM data: retained for the duration of the contract and up to 24 months after termination for legal and dispute purposes
• Marketing website enquiry data: retained for up to 24 months from the date of enquiry
• Cookie and analytics data: subject to the retention periods set by the relevant third-party tools, as described in our Cookie Policy

Hotels may request deletion of guest data at any time, subject to applicable law.

9. International Data Transfers

Personal data may be processed outside the guest's country, including in the EU, UK, or other regions where our infrastructure or subprocessors operate. Where data is transferred outside the EEA, appropriate safeguards are applied in accordance with GDPR requirements (such as Standard Contractual Clauses).

10. Data Subject Rights

Depending on your location and the nature of processing, you may have rights to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Data portability
• Withdraw consent at any time (where processing is based on consent)

Guests wishing to exercise rights in relation to data held by a hotel should contact that hotel directly. All other requests should be submitted to:

Email: info@ileftyouanote.com

11. Security

We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, and secure cloud infrastructure. We review our security practices regularly as the platform scales.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The latest version will always be available through our website at www.ileftyouanote.com. Where changes are material, we will notify hotel customers directly.

13. Contact

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