Who this covers
This policy applies to visitors using the InnDesk website, people who create trial or paid accounts, authorised users invited into a customer workspace, and support or billing contacts.
Accommodation businesses that use InnDesk may enter information about guests, companies, suppliers, bookings, payments, invoices, expenses, and related operations. Those businesses remain responsible for telling their own guests and staff how they use that information.
Our role
For customer workspace data, InnDesk normally acts as a service provider or processor/operator. We process that data so the subscribed business can run its front desk, accounting, reporting, and records.
For our own website, account administration, billing, support, security, product analytics, and legal records, InnDesk acts as the responsible party or controller.
Data we process
- Account and user details such as name, email address, username, business name, property tag, role, and password credentials.
- Property and team information such as lodges, rooms, rates, permissions, settings, and operational preferences.
- Guest and customer information entered by subscribed businesses, including booking details, contact details, identification or passport details where required, invoices, statements, and notes.
- Business records such as suppliers, expenses, sales, payments, refunds, VAT settings, subscription status, and audit information.
- Support, security, and technical information such as IP address, browser details, device information, logs, support messages, and error information.
- Optional website analytics events after consent, including page visits, article and visitor journeys, referral source, campaign fields, CTA clicks, signup intent, device/browser information, approximate location, and pseudonymous identifiers processed through InnDesk analytics and Google Analytics 4.
- Signed-in product activity needed for account administration and support, including pages opened, forms submitted, setup progress, user account, IP address, device type, and city/country location derived from IP address.
Why we process it
We process data to provide the InnDesk service, create and secure accounts, support subscribed businesses, maintain audit records, process subscriptions and invoices, prevent misuse, improve product reliability, and meet legal or tax obligations.
Where consent is required for non-essential website analytics or marketing, we ask for it before using those tools. Essential security, login, and service cookies are used because they are needed to provide the platform.
Your rights
Depending on your location and the data involved, you may have rights to access, correct, delete, restrict, object to processing, request portability, withdraw consent, or complain to a regulator.
If you are a guest of an accommodation business that uses InnDesk, please contact that business first because it controls the front desk records. We will assist the business where required.
Contact
For privacy requests, contact privacy@inndesk.co.za. For product support, contact hello@inndesk.co.za.
This policy is a practical operating policy for InnDesk and should be reviewed with your legal adviser before relying on it as legal advice.