Privacy Policy

This policy explains how Innkeeper ("we", "us") collects and uses personal data when you visit our website, use the Innkeeper software, or stay at or order from a property that uses Innkeeper. We process personal data in line with Ghana's Data Protection Act, 2012 (Act 843). [Registration number with the Data Protection Commission: to be added.]

Who is responsible for your data

• Property customers and website visitors. For the accounts of hotels, guesthouses and restaurants that subscribe to Innkeeper, and for messages sent through our website, Innkeeper is the data controller.
• Guests of a property. When you stay at or order from a property that uses Innkeeper, that property is the data controller for your information and Innkeeper processes it on the property's behalf. Questions about a stay should go to the property first.

What we collect

From properties and their staff

• Account details: name, email address, phone number, role and password (stored hashed).
• Property details: name, address, contact details, tax and payment settings.
• Activity records: an audit log of sensitive actions taken in the system, such as changing rates or voiding charges.
• Subscription and billing records.

From guests, entered by the property or by the guest

• Name, phone number, email address, nationality and address.
• Identity document type and number, and an ID photo and signature if the guest uses online pre-check-in.
• Stay, order and booking history, preferences and notes the property records.
• Payment records: amounts, methods and transaction references. We do not store full card numbers; card payments are handled by the payment gateway.
• Ratings, tips and service requests made through the guest portal.

From website visitors

• What you send through the contact or free-trial forms, plus the IP address and browser details of the submission, used to block spam.

How we use it

• To provide the Innkeeper service to properties: reservations, billing, payments, messaging and reports.
• To send booking confirmations, reminders, receipts and portal links on a property's behalf by email, SMS or WhatsApp.
• To process payments and refunds through payment gateways.
• To keep the service secure, prevent fraud and spam, and keep audit records.
• To answer enquiries and support requests, and to bill subscriptions.

[Lawful bases under Act 843 for each purpose: to be confirmed by counsel, e.g. performance of a contract, legal obligation, legitimate interests and consent for marketing messages.]

Who we share it with

We use the following service providers to run Innkeeper. They process data only on our instructions:

• Resend: sending email.
• Meta (WhatsApp Business Platform): sending WhatsApp messages, where a property has connected WhatsApp.
• Arkesel: sending SMS.
• Hubtel and PawaPay: processing mobile money and card payments.
• Bunny Fonts: serving the fonts on our website.
• [Hosting and file storage providers: to be named.]

We do not sell personal data. We may disclose data where the law requires it.

Transfers outside Ghana

Some of the providers above process data outside Ghana. [Safeguards for cross-border transfers: to be confirmed by counsel.]

How long we keep it

• Guest records are anonymised automatically after a retention period each property sets, which is 730 days unless the property chooses otherwise.
• Audit logs are deleted after 365 days.
• Account and billing records are kept while the subscription is active and for as long as tax and accounting law requires afterwards. [Period to be confirmed.]

Your rights

Under Act 843 you can ask for access to your personal data, ask for it to be corrected or deleted, and object to certain processing. Guests can download a copy of their data or request deletion from the guest portal, or ask the property directly. Property customers can contact us using the details below. You may also complain to the Data Protection Commission of Ghana.

Security

Data is encrypted in transit, passwords are hashed, staff access is limited by role, and sensitive actions are logged. If a breach affects your personal data, we will notify the affected property customers and, where required, the Data Protection Commission. [Breach notification timelines: to be confirmed.]

Cookies

Our website and the Innkeeper app use cookies needed to keep you signed in and to protect forms. We do not use advertising cookies. [Analytics: update this section if analytics are added.]

Contact

Questions about this policy: hello@innkeepergh.com, or through our contact page. [Postal address and data protection supervisor: to be added.]