Privacy policy

Who is responsible

HotelWorkload is operated by Aaron Whitfield, a sole trader trading as HotelWorkload. Aaron Whitfield is the data controller for the personal data described here and decides why and how it is processed.

The short version

The calculators on this site run entirely in your browser and work without an account. We only store data when you create an account and choose to save something.

What we store, why, and on what legal basis

• Account details — your email, and your name if you provide it. Used to create and secure your account and to send service email. Legal basis: performance of our contract with you.
• Saved properties — property name and the planner settings you entered. Used to give you the saved-property feature. Legal basis: performance of our contract.
• Saved daily boards — the inputs, the calculated result and any notes you add. Used to show your board history. Legal basis: performance of our contract.
• Subscription status — plan, status, billing period and the payment provider’s customer and subscription identifiers. Used to unlock paid features and support billing questions. Legal basis: performance of our contract and our legal obligation to keep sales records. We never see or store your card details.
• Product events — such as signing up, saving a board, hitting a free-plan limit or starting checkout, tied to your account id. Used to understand whether the product works and to detect abuse. Legal basis: our legitimate interest in maintaining and improving the service.
• Technical logs — IP address and request metadata generated by our hosting provider. Used for security and fraud prevention. Legal basis: legitimate interest.

What we do not do

We do not sell your data, we do not send marketing email you did not ask for, and we do not share your saved properties or boards with anyone. Access rules in our database restrict every row to the account that created it.

Who we share it with

Hosting and database: Lovable Cloud. Payments, subscription management, invoicing and tax compliance: Paddle, which acts as the merchant of record for every sale. Transactional email is sent through our hosting provider’s email service. We may also share data with professional advisers, or with authorities where the law requires it. Each recipient processes data only to run this service. Some of these providers operate outside your country; where data leaves the UK or EEA it is transferred under standard contractual clauses or an adequacy decision.

How long we keep it

• Account, saved properties and saved boards: kept while your account is open, and deleted within 30 days of you deleting the account.
• Product events: kept for 24 months, then deleted or anonymised.
• Technical and security logs: kept for up to 90 days.
• Billing and tax records held by Paddle as merchant of record: retained by Paddle for as long as tax law requires, typically 7 years, independently of your account with us.

How we protect it

Data is encrypted in transit with TLS and encrypted at rest by our hosting provider. Row-level access rules in the database mean a signed-in account can only read its own rows; subscription records are read-only to users and can only be written by our verified, signature-checked payment webhook. Passwords are stored as salted hashes by our authentication provider and are never visible to us. Administrative access is limited to the operator and protected by multi-factor authentication.

Your rights

Depending on where you live, you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or port it elsewhere, and you can withdraw consent where we rely on it. We respond within one month. If you are in the UK or EEA you can also complain to your local data protection authority.

Cookies

We use only essential storage: a session cookie or local storage entry that keeps you signed in, and a local copy of your last planner inputs so the calculator remembers them on your own device. We do not run advertising or third-party analytics cookies. Clearing your browser storage removes them.

Deleting your data

You can delete your account from the account page. Deleting the account removes your profile, saved properties, saved boards and event history. Billing records held by our payment provider are retained by them as their records require.

Contact

Questions about this policy or a data request: contact Aaron Whitfield through the address listed on your billing receipt from Paddle, or reply to any email we send you.