Privacy Notice

1. Scope

This notice applies to the eHMS Hotel Finance Workspace website, registered workspaces, the public demonstration workspace, public demo/pilot enquiries, feedback submitted through the application, and related technical support. The product is designed for hotel financial planning, forecasting and management reporting. It is not designed to collect guest-level personal information.

2. Information we process

Account information

We process information needed to create and operate an account, such as email address, display name, authentication records and account status.

Hotel planning information

When you use a private workspace, the service may process hotel name, fiscal settings, budgets, prior-year figures, monthly actuals, forecasts, staffing and payroll planning values, departmental operating information, assumptions, mappings, reports and other information you enter or upload.

Organisation, team and access records

Owners and Admins can invite people by email. Invitations store the invitee's email address, the role offered and who sent it, and an audit log records access changes, plan assignments and payment events for the organisation.

Payment information

Paid plans are processed by PayPal (US dollars) and Razorpay (Indian rupees), where offered. Card, UPI and bank details are entered on the payment provider's pages and are not received or stored by eHMS. For each order we keep the organisation, plan, term, number of hotels, amount, currency, the provider's order and payment identifiers, the receipt number and the payment date.

Public enquiry information

If you request a demo, pilot discussion, assisted planning conversation or meetup without creating an account, we may process your name, work email, hotel/company, role, location, number of hotels, selected area of interest and the message you provide. These details are used to respond to the enquiry and are stored separately from application user accounts.

Technical and support information

We may process technical records necessary to operate and secure the service, diagnose failures, prevent abuse and respond to feedback. Feedback you submit may include the text of your comments and context required to investigate the issue.

3. Why we use the information

We process this information to provide and calculate the planning service; authenticate users and protect accounts; save, retrieve and export hotel planning records; troubleshoot errors and support participants; monitor reliability and abuse; improve product usability and calculation workflows; and meet applicable operational or legal obligations.

Hotel planning data is not sold for advertising. We do not use the public demo as a route into private hotel workspaces.

4. Hosting, service providers and administrative access

The Service is hosted using third-party cloud infrastructure. The current production database for the eHMS Hotel Finance Workspace is hosted with Supabase/PostgreSQL in an EU region, while the application is deployed through Vercel. These providers process information as needed to deliver their infrastructure services. When transactional email is configured, Resend is used to send enquiry notifications and acknowledgement emails; the submitted contact details needed for those messages are sent to Resend for delivery.

Where the optional AI variance-commentary feature is enabled and a user asks the application to draft commentary, the application uses Anthropic as an AI service provider. The data sent for that drafting request can include the hotel name, month and fiscal-year context, currency, comparison label, materiality threshold, and material variance information such as account codes/labels, Actual and Budget values, prior-year or forecast values where available, and arithmetic Rooms/F&B driver decompositions where available. The response is returned as draft commentary for human review.

Authorized platform administrators may access account, support-request and service metadata when reasonably necessary to provide support, investigate security or reliability incidents, debug the application, perform backup/recovery activities, administer the Service or comply with legal obligations. Platform-administrator status does not by itself grant access to a hotel’s financial workspace or financial approval authority. Where troubleshooting requires access to a hotel’s financial data, access must be explicitly authorized for the relevant property through the application’s property-access controls or another approved support process, limited to the support purpose, and removed when it is no longer needed. Never share your password with support staff.

No internet service can guarantee absolute security or uninterrupted availability. We use authentication, account ownership controls and database access restrictions appropriate to the Service, and we continue to test and harden the service as development progresses.

5. Cookies and sessions

The private workspace uses an essential session cookie so the service can keep you signed in securely. The Service does not need advertising cookies. If optional analytics or additional cookie-based features are introduced, this notice should be updated before those features are relied upon.

6. AI and automated processing

The product includes an optional path for AI-drafted commentary on material month-end variances when that feature is configured and invoked. The financial attribution is calculated deterministically by the application; the AI service is asked to narrate only the supplied variance facts. An AI draft does not write or change financial tables and does not satisfy the management-package explanation gate until a person reviews and accepts it.

The Service does not give an AI system authority to alter a hotel budget. Broader AI analysis, conversational assistance and controlled change proposals remain future product work. If future AI processing materially changes how hotel information is handled, this notice should be updated before that use expands.

7. Retention and deletion

We retain account, workspace and public enquiry information for as long as reasonably needed to operate the Service, respond to enquiries, provide the service, investigate incidents, maintain required records and support recovery. If an account or workspace is deleted, residual copies may remain for a limited period in backups, logs or recovery systems before normal expiry.

Users should retain their own exported copies of approved budgets and important reports. eHMS Hotel Finance Workspace is not the hotel’s statutory books-and-records repository.

8. Your choices and responsibilities

• You can use the public demo or submit a demo/pilot enquiry without creating a private workspace.
• You control the hotel planning information you choose to enter, subject to the Terms of Service and prohibited-data boundary above.
• Where optional AI drafting is exposed, do not invoke it for material you are not permitted to send to the named AI provider.
• You may request help with account or workspace deletion through the in-application feedback/support channel.
• You should export and retain important approved management records outside the Service. Payment and receipt records are kept for as long as tax and accounting law requires, even if the organisation's other data is deleted.
• If you are entering information on behalf of a hotel, you are responsible for having appropriate authority to do so.

9. Changes to this notice

The Service will continue to evolve. We may update this notice when product functionality, data handling or service providers materially change. The date at the top identifies the current version.

10. Contact

For privacy, support or deletion questions, email camanish.gupta@outlook.com. You may also use the feedback/support channel inside the eHMS Hotel Finance Workspace application, or contact eHotel Management School through its main website and book/guide platform.

The email route does not require an account, so a request can be made by someone who cannot sign in or who no longer has access to a workspace.