Effective date: May 3, 2025 · Last updated: May 3, 2025
MotelEasy ("we," "us," or "our") is a property management software platform built for independent motel owners. Our service is accessible at moteleasy.com.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and application. Please read it carefully. If you disagree with its terms, please discontinue use of the service.
Contact: For privacy-related questions, reach us at hello@basicoffice.co.uk.
Account information — When you register, we collect your name, email address, and the details of your property (name, address, room count, phone number).
Staff information — When you add team members to your property, we store their name, role, and a 6-digit PIN used to sign in to the system.
Guest reservation data — You may enter guest names, contact information, stay dates, room assignments, and billing details as part of normal PMS operations. This data is stored on your behalf to provide the service.
Usage data — We automatically collect log data including IP addresses, browser type, pages visited, and actions taken within the app. This is used solely for security, debugging, and improving the service.
Directory reviews — If you post a review on a directory listing, we store the rating, the comment, and the name you enter, along with a one-way hash of your IP address (never the address itself) to limit abuse. Reviews are shown publicly after moderation.
Payment information — We do not store credit card numbers. Payments for paid plans are processed by a PCI-compliant third-party provider (Stripe). We receive only a token confirming the transaction.
Cookies & local storage — We use session cookies to keep you signed in and localStorage for small user preferences (such as your selected property). We do not use third-party advertising cookies.
We use the information we collect to:
We do not use your data for advertising, profiling, or sell it to any third party — ever.
We do not sell, trade, or rent your personal information. We may share data in these limited circumstances:
Service providers — We work with trusted vendors (hosting, email delivery, payment processing) who access data only as needed to deliver services on our behalf, under strict confidentiality agreements.
OTA integrations — When you connect Booking.com, Expedia, Airbnb, or other channels, availability and reservation data is transmitted to and from those platforms as you configure. You control which channels are connected.
Legal requirements — We may disclose information if required to do so by law or in response to a valid subpoena, court order, or government request.
Business transfer — If MotelEasy is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.
We retain your account data for as long as your account is active or as needed to provide the service. You may request deletion of your account and all associated data at any time.
Guest reservation records you enter are retained as part of your account. When your account is deleted, all associated guest data is permanently purged within 30 days.
Anonymized, aggregated usage statistics (e.g. total number of check-ins processed) may be retained indefinitely as they cannot be tied back to any individual.
We implement industry-standard technical and organizational measures to protect your data:
No system is completely secure. If you believe your account has been compromised, contact us immediately at hello@basicoffice.co.uk.
Depending on your location, you may have the following rights regarding your personal data:
To exercise any of these rights, email us at hello@basicoffice.co.uk. We will respond within 30 days.
California residents (CCPA): You have the right to know what personal information is collected, to delete it, and to opt out of its sale. We do not sell personal information.
EEA/UK residents (GDPR): Our legal basis for processing is the performance of a contract (to provide the service you signed up for). You may lodge a complaint with your local data protection authority if you believe we have violated your rights.
Our service may connect to or display links to third-party OTA platforms (Booking.com, Expedia, Airbnb, etc.). These services have their own privacy policies, and we are not responsible for their practices.
Authentication is handled via Clerk (clerk.com). Their privacy policy governs how they process sign-in data. We receive only the user ID and basic profile after a successful authentication.
Payments are handled by Stripe (stripe.com). We never see or store full card numbers.
MotelEasy is a business software platform not directed to children under 13 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, contact us and we will promptly delete it.
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes, we will also send a notice to the email address associated with your account at least 14 days before the change takes effect.
Your continued use of the service after the effective date of the updated policy constitutes your acceptance of the changes.
If you have any questions, concerns, or requests about this Privacy Policy or our data practices, please contact us:
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