Privacy policy

1. Who we are

This website and the GuestSync service are operated by GuestSync LLC, a limited liability company registered in the State of Wyoming, United States, with its principal office at 407 Lincoln Rd STE 708, Miami Beach, FL 33139.

For anything in this policy, write to hello@joinguestsync.com.

2. What this policy covers

It covers the personal data we handle as a business: visitors to this website and people who send us an enquiry, and the owners who become our clients.

It does not cover guest data. When we run a property's guest operation we act on the owner's instructions, as their processor — see section 8.

3. What we collect, and why

When you send the contact form, we receive what you type into it: your name, email address, phone number if you give one, where your properties are, how many you have, your approximate monthly booking revenue, the channels you list on, the property management system you use, whether your properties have a smart lock, whether you have a local cleaning and maintenance crew, your message, and a record that you ticked the consent box.

We ask for the operational details because they determine whether we can work with you at all. We use all of it for one purpose: to reply to your enquiry and, if it goes further, to prepare a proposal.

When you become a client, we hold what running the service requires: contact and billing details, the properties under management, and the access you grant us to your property management system and smart lock software. We use it to provide the service and to invoice you.

When you simply browse, our hosting and DNS providers record technical data — including your IP address — in their server logs, for security and to keep the site running. This website sets no cookies and runs no advertising or tracking scripts. We do not build profiles of visitors.

4. Legal basis (for people in the EEA and the UK)

• Your enquiry — your consent, and our shared interest in taking steps before a contract.
• Client relationship — performance of our contract with you.
• Server logs and security — our legitimate interest in keeping the service available and secure.
• Invoices and accounting records — our legal obligations.

Where we rely on consent, you can withdraw it at any time. That does not affect anything done before you withdrew it.

5. Who else sees your data

We do not sell personal data, and we do not share it for anyone else's marketing. We do use service providers who process it on our behalf:

• Our website host (United States) — serves this website.
• Our DNS and email routing provider (United States) — resolves our domain and forwards mail sent to it.
• Our contact form provider — delivers form submissions to our inbox.
• Our email provider — the mailbox where we receive and read enquiries.
• Kross Booking — the property management system we operate in, for clients only.

We name the categories rather than the companies here. Clients and prospective clients can ask us for the current list of providers by name at any time, and we will send it.

We may also disclose data where the law requires it, or to establish or defend a legal claim.

6. Where your data goes

We are a United States company, so your data is transferred to and stored in the United States. If you are in the EEA or the UK, that is a transfer outside your jurisdiction. We rely on the data processing agreements of the providers described above, which incorporate the European Commission's Standard Contractual Clauses, and on your consent for the enquiry itself.

7. How long we keep it

• Enquiries that do not become clients — 24 months from our last exchange, then deleted.
• Client records — for as long as the contract lasts, plus the period United States tax and accounting law requires us to retain records.
• Access credentials you grant us — revoked within 24 hours of the contract ending, as stated on our security page.
• Server logs — the retention period of the provider that generated them.

8. Guest data

Running a property means handling data about the people staying there — names, contact details, arrival times, and whatever a guest writes to us. That data belongs to the owner's relationship with their guest. The owner is the controller; we act only as their processor, on their instructions, and only to run their stays.

We never sell guest data, never use it for marketing, and never share it between owners. Guests wanting access to or deletion of their data should contact the owner of the property they stayed at; we assist the owner in answering. Our data processing agreement sets this out in full, and applies automatically to every client.

9. Your rights

If you are in the EEA or the UK, you have the right to access your data, correct it, delete it, restrict or object to how we use it, receive a copy in a portable format, and withdraw consent. You can also complain to your national data protection authority.

If you are anywhere else, we will honour the same requests. We do not think the protection you get should depend on where you happen to live.

Write to hello@joinguestsync.com and we will respond within 30 days.

10. Security

Traffic to this website is encrypted. Access to your accounts is limited to named members of our team, granted through your own systems so that you can revoke it yourself at any time, and never shared outside that list. We ask only for the permissions the work requires.

No system is perfect. If a breach affects your data, we will tell you and the relevant authority as the law requires.

11. Automated decisions and children

We do not make automated decisions with legal effects about you, and we do not profile you.

This is a service for property owners. It is not directed at children, and we do not knowingly collect data from anyone under 16.

12. Changes

If we change this policy we will update the date at the top. If a change materially affects how we use data you have already given us, we will tell you by email before it takes effect.