How guest data is protected
A passport is one of the most sensitive things a hotel handles. Here is exactly what we do with one.
Storing passports
- Images and PDFs are kept in private storage. They open only through links that expire after 5 minutes.
- Passport numbers and raw scan data are encrypted in the database.
- Passport numbers, machine-readable lines, images and access tokens are kept out of our logs and error reports.
- Database backups are encrypted and kept for 14 days.
Who can open them
- Each property's data is separate, and nobody outside a property can open it through the service.
- Owners, managers and front desk staff have different permissions.
- Shared tablets lock when idle and unlock with a personal PIN.
- Owners and managers can turn on two-factor sign-in.
- Our own admin tools show account, credit and payment details only. They have no way to open guests, passports, scans or check-ins, and require two-factor sign-in.
Knowing what happened
- Every scan, view, edit, export and download is recorded with the person, time and IP address.
- Owners can read and filter that log inside the app.
Deleting data
- You choose how long images are kept: 30, 90, 180 or 365 days, or until you delete them. The default is 90 days, and old files are deleted automatically.
- You can set guest records to be deleted after a number of years.
- A guest's record can be exported or permanently deleted on request.
- Deleting a property removes its guests, scans and files straight away, and from backups within 14 days.
Who else handles data
- Google Cloud Vision reads the text on passport photos. It is called only from our servers.
- Cloudbeds, or another system you connect, receives guest details when your staff send them.
- Bank of Maldives handles card payments. We never see or store card numbers.
- Cloudflare Turnstile protects the sign-in and sign-up forms.
The Privacy Policy and Data Processing Agreement have the details. For guest data, your property is the controller and we are the processor.