Last Updated: 28th August 2026
This Privacy Policy explains how Hotel Saathi (“we,” “us,” “our,” or the “Platform”) collects, uses, stores, shares, and protects information when hotels, their staff, and their guests use our hotel property management system (“Service”).
By creating a Hotel Saathi account, registering your hotel, or having your information entered into the Platform by a hotel using our Service, you acknowledge the practices described in this Privacy Policy.
If you are a guest whose information was entered by a hotel using Hotel Saathi, please also refer to Section 10 (“Guest Information”) for details specific to you.
1. Who We Are
Hotel Saathi is a software-as-a-service platform that helps hotels, guesthouses, and small properties manage bookings, guest check-in/check-out, room inventory, billing, and related operations.
Data Controller: Hotel Saathi Contact Email: hello@gameonicstudio.co.in Contact Phone: +91 8840896863 Grievance Officer: Yuvraj Vishwakarma — yuvraj@gameonicstudio.co.in
2. Scope of This Policy
This Policy applies to:
- Hotel Accounts — the property owner and their staff who sign up for and operate Hotel Saathi
- Guest Data — personal information hotels enter into the Platform about their guests during check-in
- Website Visitors — anyone browsing our marketing site before signing up
Each hotel account (“Hotel”) is the operator of the guest data it enters into the Platform. Hotel Saathi acts as a data processor on behalf of the Hotel for guest information, and as a data controller for hotel account and billing information.
3. Information We Collect
3.1 Hotel Account Information
When a hotel signs up, we collect:
- Owner’s name, email address, and phone number (via our authentication provider)
- Hotel name, address, contact number, and GST number (if provided)
- Hotel logo (URL)
- Staff member names, email addresses, phone numbers, and assigned roles (Owner, Manager, Receptionist, Housekeeping)
3.2 Guest Information
When a hotel checks in a guest, the following may be collected and stored on the Hotel’s behalf:
- Full name, phone number, and email address
- The type of government-issued identity document presented (Aadhaar, Passport, Voter ID, or Driving License) and only the last 4 digits of that document number, as required under applicable guest-registration and local police verification regulations
- Booking details: room assigned, check-in/check-out timestamps, expected checkout date, number of occupants
- Billing details: room charges, additional charges (e.g., food, damages, fines), invoices, and payment status
Sensitive nature of ID data: We intentionally store only the last 4 digits of a guest’s identity document number — never the full document number — as a privacy-protective measure to reduce risk in the event of unauthorized access, while still allowing the Hotel to reference and verify the document presented at check-in. Hotels remain responsible for retaining any full physical or scanned copy of identity documents separately, in accordance with their own compliance obligations, outside of the Hotel Saathi platform. We do not use this partial ID information for any purpose other than guest registration, compliance record-keeping, and enabling the Hotel to identify returning guests.
3.3 Payment Information
Hotel subscription payments are processed via Razorpay. We store payment identifiers (e.g., payment ID, order ID) and subscription status, but we do not store full card numbers, UPI PINs, or bank credentials — these are handled directly by Razorpay under its own security and compliance standards.
3.4 Automatically Collected Information
- Login timestamps and session activity
- Device and browser information, IP address
- Usage data (features accessed, actions taken) for the purpose of maintaining and improving the Service
3.5 Information We Do Not Collect
We do not knowingly collect information from children under 18 in connection with account creation. Guest registration records exist as required by law but are not used to build profiles of minors for marketing or any other purpose.
4. How We Use Information
We use collected information to:
- Create and manage Hotel accounts and staff access
- Enable check-in, check-out, room management, and billing functionality
- Generate invoices and maintain financial records for the Hotel
- Process subscription payments and manage plan upgrades, downgrades, and renewals
- Detect and prevent fraud, abuse, or unauthorized access
- Provide customer support
- Comply with legal obligations, including hospitality and guest-registration regulations
- Improve and maintain the reliability and security of the Platform
We do not sell guest or hotel data to third parties, and we do not use guest identity documents for advertising or profiling purposes.
5. Legal Basis for Processing (India — DPDP Act, 2023)
Where the Digital Personal Data Protection Act, 2023 applies, we process personal data based on:
- Consent — provided by the hotel owner/staff at signup, and by guests at the time of check-in (obtained by the Hotel as the data fiduciary for guest interactions)
- Legitimate use — including compliance with legal obligations such as guest identity verification required under applicable state and central regulations
- Contractual necessity — to provide the Service the Hotel has subscribed to
Hotels using Hotel Saathi are responsible for obtaining appropriate consent from their guests at the time of check-in, including informing guests that their ID and contact information will be recorded electronically.
6. How We Share Information
We share information only in the following circumstances:
| Recipient | Purpose | Data Shared |
|---|---|---|
| Clerk (authentication provider) | User login and session management | Name, email, phone |
| Database hosting provider (Hostinger VPS) | Storing all Platform data | All account, staff, and guest data |
| Razorpay | Processing Hotel subscription payments | Payment ID, order ID, billing amount |
| Law enforcement / government authorities | Compliance with legal obligations (e.g., guest registration requirements, lawful requests) | As required by law |
We do not share guest identity information (ID type and last-4-digit reference) with any third party except where legally required (e.g., mandatory police verification records) or where the Hotel itself chooses to export its own records. Because we only ever store the last 4 digits of a guest’s ID number, we never hold — and therefore can never disclose — a guest’s complete ID number.
7. Data Storage and Security
- All data is stored on secured servers with access restricted to authorized personnel.
- Guest identity documents and sensitive fields are stored separately from publicly accessible content and are never exposed via public URLs.
- We use industry-standard measures including encrypted connections (HTTPS/TLS), role-based access control, and restricted database access.
- Each Hotel’s data is logically isolated — one Hotel cannot access another Hotel’s guest or account data.
- While we take reasonable steps to protect information, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.
8. Data Retention
- Hotel account data is retained for as long as the account remains active, and for a reasonable period afterward to comply with legal, tax, and accounting obligations.
- Guest records are retained for the period required under applicable guest-registration and hospitality regulations, after which Hotels may choose to archive or delete historical guest records who have completed checkout and have no active booking.
- Payment records are retained as required under applicable financial and tax regulations.
- Upon account closure, we will delete or anonymize personal data within a reasonable period, except where retention is required by law.
8.1 Trial Accounts
Accounts created under a free trial that do not activate a paid subscription before or upon expiry of the trial period may be suspended and are subject to deletion, along with their associated hotel, staff, and guest data, after a reasonable grace period following trial expiry. We recommend activating a paid plan promptly to avoid loss of data. Where feasible, we will attempt to notify the account owner via email before permanent deletion, but are not obligated to do so.
9. Account Suspension and Termination
In addition to the trial-related deletion described in Section 8.1, we reserve the right to suspend, restrict, or permanently delete any Hotel account — including accounts with an active, paid subscription — where we receive a valid order, notice, or directive from a government authority, law enforcement agency, court, or other competent legal body requiring us to do so. This may occur without prior notice to the account holder where required by law or where notice is prohibited.
We may also suspend or terminate accounts that we reasonably believe are being used in violation of applicable law, this Privacy Policy, or our Terms of Service. Where an account is terminated for reasons other than a legal directive, we will make reasonable efforts to notify the account owner and, where feasible, provide an opportunity to export their data prior to deletion.
10. Guest Information
If you stayed at a hotel that uses Hotel Saathi, your information was entered by hotel staff as part of standard guest registration. Note that we only ever store the last 4 digits of your government ID number on the Platform — we do not hold your full identity document number. You have the right to:
- Request details of what information a specific Hotel has recorded about you
- Request correction of inaccurate information
- Request deletion of your information, subject to the Hotel’s legal obligation to retain guest registration records for a mandated period
To exercise these rights, please contact the Hotel directly, as they are the primary custodian of your guest record. If you are unable to reach the Hotel, you may contact us at hello@gameonicstudio.co.in and we will assist in facilitating your request with the Hotel.
11. Your Rights (Hotel Owners, Staff, and Guests)
Subject to applicable law, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your data, subject to legal retention requirements
- Withdraw consent where processing is based on consent
- Lodge a complaint with the relevant data protection authority
To exercise these rights, contact us at hello@gameonicstudio.co.in.
12. Cookies and Tracking
Our website and dashboard may use cookies or similar technologies to maintain login sessions and improve functionality. We do not use guest or hotel data for third-party advertising or cross-site tracking.
13. Children’s Privacy
Hotel Saathi is not directed at children. Hotel account holders and staff must be 18 years or older. Guest registration records may include minors traveling with a parent/guardian solely for legally mandated hospitality registration purposes, and such information is not used for any other purpose.
14. International Data Transfers
Our infrastructure providers may process data on servers located outside your country. Where this occurs, we take steps to ensure such transfers are conducted in accordance with applicable data protection laws.
15. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify Hotel account owners of material changes via email or an in-app notice. Continued use of the Service after changes take effect constitutes acceptance of the revised Policy.
16. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:
Hotel Saathi Email: hello@gameonicstudio.co.in Phone: +91 8840896863 Grievance Officer: Yuvraj Vishwakarma — yuvraj@gameonicstudio.co.in