Privacy policy

Who we are

BedKeys makes hotel management software, at bedkeys.com. In this policy “we” and “us” means BedKeys. You can reach us through the details on our Contact page.

What we collect on this website

When you book a demo we collect your name, WhatsApp number, email if you give it, your hotel’s name, city and number of rooms, and what you use today.

We also record which page you arrived on and any campaign tags in the link you followed, so we know how you found us.

This website sets no advertising or tracking cookies. Like any website, our hosting keeps short-lived server logs (such as IP addresses) to keep the site running and secure.

What we collect when your hotel uses BedKeys

The owner’s and staff members’ names, sign-in details and roles, and a record of what each person does with money (charges, payments, discounts and corrections).

Billing details for your subscription, and what you tell our support team.

Guest data inside BedKeys

Hotels use BedKeys to record their guests’ details, bookings and bills. The hotel decides what it records and why; BedKeys stores and processes that data on the hotel’s behalf, under our Data processing terms.

Guests who want to see, correct or delete their details should contact the hotel they stayed with. If a guest writes to us, we pass the request to the hotel.

How we use your information

To arrange and run your demo, to open and support your hotel’s account, to move your data across from your old system, to bill you, and to tell you about changes to the service.

We do not sell your information or use it for advertising.

BedKeys AI

If the owner switches on BedKeys AI, the Watchdog briefing and typed questions in Ask BedKeys are answered by an AI model provider. It is given only the figures needed, with stand-ins for guest and staff names in Ask BedKeys, and never guests’ CNIC or passport numbers, phone numbers, emails or addresses. It is off until the owner turns it on.

Where your data is stored

BedKeys runs in the cloud, in professional data centres run by our hosting provider, not on computers at your hotel. Connections to BedKeys are encrypted.

Your data may be stored or processed in a country other than your own. Wherever it is, we hold our providers to the protections in this policy.

Who we share it with

Only the providers that help us run BedKeys: our cloud hosting provider, the AI model provider (only when BedKeys AI is on), and an email delivery provider for emails BedKeys sends. Each may use the data only to provide their service to us.

Messages your hotel sends by WhatsApp go through your hotel’s own WhatsApp Business account.

We share information with authorities only when the law requires it.

How long we keep it

Demo requests: up to 12 months after we last spoke, unless your hotel becomes a customer.

Your hotel’s data: for as long as your subscription runs. After it ends we keep it for 30 days so you can ask for a copy, then delete it. Backup copies are gone within a further 30 days.

Ask BedKeys chats: 90 days after the last question in each chat.

Invoices and payment records: as long as tax law requires.

Your choices

You can ask us for a copy of your information, to correct it, or to delete it, through the details on our Contact page. We reply within 30 days.

Changes to this policy

If we change this policy in a way that matters, we tell customers at least 30 days before the change takes effect.