CleverRoomsWhat this website keeps, and why.
This notice covers cleverrooms.io: the waitlist, “Book a demo” and the product guide. The CleverRooms product, and our wider business, will be covered by our main privacy notice, which is coming before the product opens. Any hotel’s data in the product is covered by a separate agreement with that hotel.
Who is responsible
CleverRooms Tech Ltd is responsible for the information this website keeps (the “controller” in UK data protection law). We are registered in England and Wales with company number 17508054, and our registered office is 120 Warstone Lane, Birmingham B18 6NZ, United Kingdom. For anything about your information, email hello@cleverrooms.io or write to us at that address.
What we keep
If you join the waitlist: your work email, your hotel or group name, any optional details you add (your name, the systems you use, your number of rooms, what you’d like to improve), the consent wording you were shown, and the time you joined.
If you book a demo or ask a question: your name, your work email, your hotel, your message, whether it’s a demo request or a question, and the time you sent it.
You don’t have to give us these details, but we can’t add you to the waitlist or reply without your email address. Please don’t send passwords, payment details or anything about your guests.
Until the forms open, this website keeps nothing: the forms show our email address instead.
Why we keep it, and our lawful basis
The waitlist is kept with your consent, to email you about pilot places, pricing and the launch. The wording you agree to is: “Email me about CleverRooms pilot places, pricing and the launch. I can ask to leave at any time.” You can withdraw consent at any time.
A demo request or a question is kept so we can reply and arrange the demo. This is a step you’ve asked for before any agreement, and in our legitimate interest in answering you.
We don’t use either for anything else, we never sell them, and we never share them for anyone else’s marketing.
Where it’s kept and who handles it
In CleverRooms’ own system on Google Cloud, in London, in its own store, kept apart from any hotel’s data. The website is hosted by Vercel Inc., a US company: when you send a form, it passes through Vercel’s servers on its way to our system. The website doesn’t record what you type in its logs. To stop abuse, your network (IP) address is used briefly to limit how many times a form can be sent; it isn’t kept with your entry.
Because Vercel is in the United States, your information may be handled there. We protect it with the UK’s International Data Transfer Addendum in Vercel’s data processing terms. You can ask us for a copy.
How long we keep it
The waitlist: until CleverRooms launches, then 12 months more, and then deleted. If you become a customer or a pilot hotel, your details move into that agreement instead.
Demo requests and questions: 12 months after our last message with you, and then deleted.
You can ask us to delete your details sooner at any time.
Emails
The website sends no automatic emails: no confirmation and no newsletter. If we write to you, it’s a person at CleverRooms, from hello@cleverrooms.io, and every marketing email tells you how to stop them.
Cookies and tracking
This website sets no cookies. It has no analytics, no advertising trackers, and no fonts or scripts from other companies. Clever Ask on this website is a product guide that runs in your browser: what you type in it never leaves the page and isn’t kept. If we ever add analytics, we will update this notice first and give you a simple way to object.
Your rights
Under UK data protection law you can ask to see the information we hold about you, to correct it, to delete it, to limit how we use it, to object to how we use it, and to receive a copy to take elsewhere. You can withdraw your waitlist consent at any time, and we’ll remove you from the list. Email hello@cleverrooms.io from the address you used. We will reply within one month.
Complaints
If you’re unhappy with how we’ve handled your information, please tell us first at hello@cleverrooms.io. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome.
You can also complain to the UK regulator, the Information Commission (known as the ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113.
Visitors from the United States
We do not sell or share personal information, or use it for targeted advertising.
Hotel information
Before any hotel’s systems are connected to CleverRooms, a separate agreement sets out what is read, where it is kept, for how long and who can see it. This notice doesn’t cover that.
Changes
We’ll update this notice when anything changes, with the date at the top.