Data privacy & trust
Privacy Notice
This notice explains the information processed when you use the Hotel Budget Planner controlled beta, why it is needed, and the boundaries we expect beta participants to follow.
1. Scope
This notice applies to the Hotel Budget Planner website, registered beta workspaces, the public demonstration workspace, 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.
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.
The budgeting workflow does not require guest names, payment-card information, passport/identity documents, health information or unnecessary employee personal details. Do not place this information in uploads, assumptions, comments or free-text fields.
3. Why we use the information
We process beta 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 beta is hosted using third-party cloud infrastructure. The current production database for the Hotel Budget Planner 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.
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 administrators may access account or workspace information when reasonably necessary to provide support, investigate security or reliability incidents, debug the application, perform backup/recovery activities, administer the beta or comply with legal obligations. Administrative access should be limited to the purpose requiring it.
No internet service can guarantee absolute security or uninterrupted availability. We use authentication, account ownership controls and database access restrictions appropriate to the current beta, 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 current beta 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 current beta 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 and workspace information for as long as reasonably needed to operate the beta, 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.
Beta participants should retain their own exported copies of approved budgets and important reports. Hotel Budget Planner is not the hotel’s statutory books-and-records repository.
8. Your choices and responsibilities
- You can use the public demo before deciding whether to create a private workspace.
- You control the hotel planning information you choose to enter, subject to the beta rules 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 beta.
- 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 beta 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.
This is an operational privacy notice for a controlled pilot. It should be reviewed and, where necessary, adapted for applicable jurisdictions before broad commercial launch.
10. Contact
For privacy, support or deletion questions, email camanish.gupta@outlook.com. You may also use the feedback/support channel inside the Hotel Budget Planner 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.