SalesHospitality - Front Desk Plus

Customer Role and Responsibility

The hotel, management company, ownership group, or other organization that subscribes to or uses Front Desk Plus ("Customer") determines what personal data its authorized users enter into the service and the business purposes for which that information is collected and used.

For personal data submitted by a Customer through Front Desk Plus, the Customer is responsible for determining whether the information may lawfully be collected, entered, used, disclosed, retained, and otherwise processed.

Where applicable under data protection law, the Customer generally acts as the data controller or business, and SalesHospitality generally acts as a data processor or service provider when processing personal data on the Customer's behalf to provide Front Desk Plus.

The Customer is responsible for:

• Providing any privacy notices required to guests, contacts, employees, or other individuals
• Obtaining any consent or other lawful basis required for collection and processing
• Determining which information is appropriate to enter into Front Desk Plus
• Limiting information entered to what is reasonably necessary for legitimate hotel sales and revenue purposes
• Ensuring authorized users comply with the Customer's privacy and information-security policies
• Managing user access when employees join, change roles, or leave the organization
• Responding to requests from individuals regarding their personal information where the Customer is legally responsible for doing so
• Establishing appropriate retention practices for Customer data
• Avoiding the entry of unnecessary sensitive personal information

Front Desk Plus is intended primarily for business and hotel revenue opportunity information. Customers should use business-level information whenever reasonably possible.

Personal Data That May Be Submitted

Depending on how the Customer uses Front Desk Plus, information entered into the service may include:

• Names of business contacts
• Business email addresses
• Business telephone numbers
• Company or organization names
• Job titles or business affiliations
• Hotel stay or travel-related business information
• Lead and opportunity information
• Follow-up activity
• Sales notes
• Revenue estimates
• Property and account information

The Customer should avoid entering personal information that is not necessary to identify or manage a legitimate hotel revenue opportunity.

Sensitive Information

Unless SalesHospitality expressly provides a feature designed for such information, Customers and users must not enter:

• Payment card numbers
• Bank account information
• Social Security numbers
• Passport or government identification numbers
• Medical or health information
• Passwords or authentication credentials
• Biometric information
• Highly sensitive personal information
• Sensitive personal information unrelated to a legitimate hotel revenue workflow

Free-text fields should not be used as a general repository for private guest information.

SalesHospitality's Role

SalesHospitality processes Customer-submitted information as necessary to provide and support Front Desk Plus and related authorized SalesHospitality services.

This may include processing necessary to:

• Authenticate authorized users
• Store and retrieve submitted opportunities
• Route leads and opportunities
• Support follow-up workflows
• Generate Customer-requested reports
• Maintain account and property functionality
• Maintain security and audit records
• Provide technical support
• Diagnose service problems
• Maintain application reliability
• Provide authorized integrations with other SalesHospitality services

SalesHospitality does not independently determine the Customer's underlying sales purpose for Customer-submitted lead and contact information.

SalesHospitality will not sell Customer-submitted personal data.

Customer Instructions

SalesHospitality processes Customer data according to the Customer's use of Front Desk Plus, the applicable service agreement, these Terms, documented product functionality, and any applicable data processing agreement.

Customer actions within Front Desk Plus, such as creating a lead, routing an opportunity, changing a status, creating a report, exporting information, or deleting or archiving records, may constitute instructions to SalesHospitality regarding processing of Customer data.

Individual Rights Requests

If SalesHospitality receives a request from an individual concerning personal data controlled by a Customer, SalesHospitality may direct the individual to the applicable Customer where appropriate.

Where required by applicable law or contract, SalesHospitality may reasonably assist Customers in responding to valid requests concerning:

• Access
• Correction
• Deletion
• Restriction
• Portability
• Objection
• Other applicable privacy rights

The Customer remains responsible for determining whether a request is valid and what action is legally required unless applicable law provides otherwise.

Customer Data Accuracy

The Customer is responsible for the accuracy and appropriateness of information its users submit.

Front Desk Plus may organize, calculate, summarize, route, or otherwise process submitted information, but SalesHospitality is not responsible for verifying that Customer-entered information is accurate or current.

Users should update or correct information when they learn that it is inaccurate.

Data Retention and Deletion

Customers are responsible for establishing appropriate retention periods for their operational data, subject to available product controls, applicable agreements, and legal requirements.

Where Front Desk Plus provides archive, delete, export, or retention functionality, authorized Customer users may use those controls according to their organization's policies.

SalesHospitality may retain limited information beyond Customer-directed deletion when reasonably necessary for:

• Security
• Fraud prevention
• Audit history
• Legal compliance
• Dispute resolution
• Enforcement of agreements
• Backup integrity
• Other legitimate operational requirements

Any retained information will remain subject to applicable safeguards.

Data Processing Agreements

Where applicable privacy law requires a data processing agreement between the Customer and SalesHospitality, the parties may enter into an appropriate Data Processing Addendum or other required agreement.

Such agreement may address matters including:

• Processing instructions
• Confidentiality
• Security safeguards
• Subprocessors
• Data subject assistance
• Data breach obligations
• Data return or deletion
• International data transfers where applicable

If a Data Processing Addendum conflicts with these general provisions regarding processing of personal data, the Data Processing Addendum will control to the extent of that conflict.

Personal Data Rule for Front Desk Plus Users

Capture what sales needs to understand and follow up on a legitimate business opportunity, but no more.

Use business contact information whenever possible. Do not enter payment information, identification numbers, passwords, medical information, or unnecessary private guest details.

Your hotel is responsible for deciding what customer information should be entered into Front Desk Plus and for following its privacy policies and applicable laws.