Privacy Policy

2. Who we are and how to contact us

The controller responsible for your personal data is:

Hotel Tech Market
(operated from Portugal)

If you have any questions or requests regarding this Policy or your personal data, you can contact us using the details provided on our Contact page, including email and telephone. Hoteltechmarket

When we mention “Hotel Tech Market”, we refer to the entity that operates the hoteltechmarket.com website and provides collective purchasing, advisory and consulting services.

3. What this Privacy Policy covers

This Policy applies to personal data we collect when you:

• visit or use our website www.hoteltechmarket.com and its sub-pages (including Group Purchase, Tech Advisory, Business Consulting, Blog and Press / Media pages) Hoteltechmarket+1

• submit any group purchase, advisory, consulting or contact forms

• sign up for our mailing list / newsletter via our Blog or other forms Hoteltechmarket

• interact with us by email, phone, social media or other communication channels

• participate in surveys, feedback forms or testimonials we organise

This Policy does not cover:

• hotel technology providers and other third-party companies whose tools, services or websites we describe, recommend or link to

• external platforms (such as LinkedIn, YouTube or other social networks) where our content or brand may appear

Those third parties have their own privacy policies and practices, for which they are responsible.

4. Personal data we collect

4.1 Data you provide to us

When you use our website and services, you may provide the following categories of personal data:

Identification and contact details

• First name and last name

• Business email address

• Business phone number

Professional and hotel-related information

• Hotel name or company name

• Role or job title (if provided)

• Number of rooms and other hotel characteristics

• PMS, channel manager or other systems used

• Hotel location (country and, if provided, city)

• Revenue and occupancy metrics that you choose to share through forms (e.g. total room revenue, average occupancy rate) Hoteltechmarket

Request and communication details

• The content of your messages and questions

• Your preferences and specific interests (for example, which product or collective purchase group you want to join, deadlines to purchase, special requests) Hoteltechmarket+1

• Feedback, testimonials, comments on blog posts or reviews you choose to submit

Newsletter and marketing preferences

• Email address for our mailing list

• Your explicit consent to receive our newsletter and marketing communications (for example, when you tick a box “I want to subscribe to your mailing list.”) Hoteltechmarket

We do not require you to provide any special categories of data (such as data about health, religion, political opinions, etc.) to use our website. Please do not include such information in forms or messages unless strictly necessary and requested.

4.2 Data we collect automatically

When you visit our website, we may automatically collect:

• Device and browser information

  • IP address (which may indicate approximate location)

  • Browser type and version

  • Operating system and device type

• Usage and interaction data

  • Pages visited, time and date of visit

  • Time spent on pages and scroll depth

  • Clicks on buttons, links and forms

  • Referring URL (the site you came from)

This data is typically collected through cookies and similar technologies (see Section 7).

Where required by law, we will seek your consent before using non-essential cookies or analytics tools.

4.3 Data from third parties

We may receive personal data from:

• hotel technology providers and partners, where they introduce you to us or where we coordinate a group purchase or advisory project together

• event organisers or industry platforms, when you have given them permission to share your details with partners like us

• publicly available professional profiles (for example, LinkedIn) or hotel websites, when we verify business contact details or hotel information you have provided

We use this data only for the purposes described in this Policy.

4.4 Aggregated and anonymised data

We may create aggregated or anonymised information derived from personal data (for example, statistics about the number of hotels joining a collective purchase in a given country or technology segment, without identifying individual hotels or persons).

Once data is anonymised so that individuals are no longer identifiable, it is no longer considered personal data and may be used for analysis, reporting, marketing or industry insights.

5. Why we use personal data (purposes and legal bases)

Under GDPR, we must have a legal basis for each use of personal data. We rely primarily on the following bases: performance of a contract, legitimate interests, consent, and legal obligation.

5.1 Providing our services and responding to requests

Legal bases: performance of a contract; legitimate interests

We use your data to:

• process and manage your group purchase participation or interest

• respond to contact enquiries and support requests

• provide hotel tech advisory and business consulting services

• schedule and manage calls, demos or follow-up meetings

• send you necessary service messages (for example, confirmation emails about a group purchase or advisory engagement) Hoteltechmarket+1

5.2 Operating and improving our website and services

Legal basis: legitimate interests; consent (for non-essential cookies where required)

We use personal data and usage information to:

• operate, maintain and secure our website

• measure performance and understand how visitors use our pages and forms

• improve navigation, content and user experience

• test new features and optimise our services

Where required by law, we will only place non-essential cookies or use analytics after obtaining your consent (see Section 7).

5.3 Marketing, newsletter and thought leadership

Legal basis: consent; legitimate interests

We may use your contact details to:

• send you newsletter content about hotel technology, AI, group purchasing opportunities and related topics, where you have subscribed to our mailing list or otherwise given consent Hoteltechmarket+1

• send you updates about new collective purchase groups, case studies, webinars, events or relevant content, in line with your professional role and interests

You can opt out of marketing emails at any time by using the unsubscribe link in each email or by contacting us directly.

5.4 Business development and partner relationships

Legal basis: legitimate interests

We may process business contact details and hotel information to:

• identify hotels that may benefit from collective purchasing or advisory services

• manage relationships with hotel tech providers and other partners

• analyse trends in demand for certain technologies (e.g. PMS, channel manager, booking engine, AI tools)

We do this carefully and in a way that respects your reasonable expectations as a hospitality professional.

5.5 Legal, regulatory and security purposes

Legal basis: legal obligation; legitimate interests

We may process personal data as necessary to:

• comply with legal and regulatory requirements

• handle and resolve complaints or disputes

• protect our rights, property, users and the security of our systems (for example, to prevent fraud or abuse of forms)

6. Cookies and similar technologies

Our website uses cookies and similar technologies to:

• ensure the site functions correctly (for example, navigation, forms, session management)

• remember certain preferences (for example, language or consent choices, where implemented)

• measure website performance and usage (analytics)

• support embedded content and third-party tools (for example, video players, social media widgets or contact forms provided by our website platform)

6.1 Types of cookies

We may use:

• Strictly necessary cookies – required for the website to work (cannot be switched off).

• Analytics and performance cookies – help us understand how visitors use the website (pages visited, time spent, etc.).

• Functional cookies – enhance experience (for example, remembering preferences).

• Marketing or tracking cookies – in limited cases, to measure the performance of campaigns or embedded content.

6.2 Managing cookies

Depending on your country, you may see a cookie banner or settings tool when you first visit our website. Where required by law, we will ask for your consent before using non-essential cookies (such as analytics or marketing cookies).

You can also manage cookies through your browser settings by blocking, deleting or limiting cookies. If you disable certain cookies, some parts of our website may not work properly.

7. How we share personal data

We do not sell your personal data. We only share it in limited, controlled circumstances:

7.1 Service providers (processors)

We use trusted third parties to help us operate our website and services, such as:

• website hosting and infrastructure providers

• form and CRM tools used to store and manage enquiries and group purchase participants

• email and newsletter platforms

• analytics and website performance tools

• IT, security and maintenance providers

These providers process personal data on our behalf and under written contracts that require them to protect data and act only on our instructions.

7.2 Hotel technology providers and partners

When we help you evaluate or join a collective purchase or when you request independent advice on specific tools, we may share your contact and hotel details with selected hotel technology providers only as necessary to:

• arrange demos or meetings

• prepare quotes and proposals

• negotiate contracts or commercial conditions

• complete a group purchase or individual deal you have requested

Where possible, we keep your identity and details confidential during early stages and only share them with a provider when it is needed to move forward with your request.

We do not share your personal data with providers so they can market to you independently without your knowledge. Any such marketing should be based on your direct relationship with that provider and their own privacy policy.

7.3 Professional and legal disclosures

We may share personal data where necessary with:

• professional advisers (such as lawyers or accountants)

• public authorities, regulators or courts, when legally required or to defend our rights

We will only disclose what is strictly necessary in the specific context.

7.4 Business transfers

If we undergo a reorganisation, merger, acquisition or other corporate transaction, your personal data may be transferred to the new entity, subject to the same or substantially similar privacy commitments.

8. International transfers of personal data

Our service providers and some hotel technology partners may be located outside the European Economic Area (EEA) or may host data in other jurisdictions.

When we transfer personal data outside the EEA, we will ensure that an appropriate level of protection is in place, for example by:

• relying on an adequacy decision by the European Commission (countries recognised as providing an adequate level of protection), or

• using Standard Contractual Clauses (SCCs) and, where necessary, additional safeguards

You can contact us if you would like more details about the specific transfer mechanisms we use.

9. Data retention – how long we keep your data

We keep personal data only for as long as necessary for the purposes described in this Policy, including to:

• provide our services and manage ongoing group purchases or advisory projects

• maintain business records, contracts and communications

• comply with legal, tax and accounting obligations

• resolve disputes or enforce agreements

As a general rule:

• Contact and enquiry data is kept for the duration of our interaction and for a reasonable period afterwards (for example, up to 3–5 years) to handle follow-up questions and maintain business history.

• Group purchase and advisory data is kept for as long as necessary to manage the project and for the duration of any related contracts and legal obligations.

• Newsletter subscription data is kept until you unsubscribe or we stop sending the newsletter, plus a short period to record your opt-out.

• Analytics data may be retained in aggregated or anonymised form once it no longer identifies individuals.

We may keep some information in backups or archives for longer periods where required by law or for legitimate business continuity and security reasons.

10. How we protect personal data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These may include:

• using secure hosting and infrastructure managed by reputable providers

• restricting access to personal data to authorised personnel and providers on a need-to-know basis

• applying security controls such as authentication, access management and encryption in transit where appropriate

• maintaining internal practices for secure handling of form submissions and project data

No system can be 100% secure, but we continuously aim to strengthen our security posture in line with industry standards and our risk profile.

11. Your rights under GDPR

If you are in the European Economic Area or another jurisdiction with similar rights, you have the following rights regarding your personal data, subject to certain conditions and exceptions:

• Right of access – to obtain confirmation whether we process your personal data and receive a copy.

• Right to rectification – to have inaccurate or incomplete personal data corrected.

• Right to erasure – to request deletion of your personal data in certain situations (for example, where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent).

• Right to restriction of processing – to request we limit how we use your data in certain circumstances.

• Right to data portability – to receive certain personal data in a structured, commonly used and machine-readable format and to request we transmit it to another controller where technically feasible.

• Right to object –

  • to processing based on our legitimate interests, on grounds relating to your particular situation; and

  • at any time, to processing for direct marketing (including profiling for marketing).

• Right to withdraw consent – where processing is based on your consent, you can withdraw it at any time (without affecting processing carried out before withdrawal).

To exercise these rights, please contact us using the contact details provided on our website and clearly state that your request concerns data protection / privacy.

We may need to verify your identity before fulfilling your request, particularly where the data is sensitive or where we need to ensure we do not disclose information to the wrong person.

12. Right to lodge a complaint

If you are not satisfied with how we handle your personal data or respond to your requests, you have the right to lodge a complaint with your local data protection authority.

In Portugal, the supervisory authority is:

Comissão Nacional de Proteção de Dados (CNPD)
(Portuguese Data Protection Authority)

We encourage you to contact us first so we can try to resolve your concerns directly.

13. Children’s privacy

Our website, services and content are aimed at adult professionals in the hospitality industry, not at children.

We do not knowingly collect personal data from children under the age of 16. If you believe that a child has provided us with personal data, please contact us and we will take steps to delete such data where required by law.

14. Third-party websites and services

Our website may contain links to third-party websites, content, products or services, including:

• hotel technology providers

• media websites

• social media platforms (for example, LinkedIn or YouTube)

We are not responsible for the privacy practices of those third parties. We recommend that you review their respective privacy policies before providing any personal data to them.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example to:

• reflect changes in our services or business model

• comply with new legal or regulatory requirements

• incorporate feedback from users or supervisory authorities

When we make material changes, we will update the “Last updated” date at the top of this page. In some cases, we may also provide an additional notice (for example, a banner or email, where appropriate).

We encourage you to review this Policy periodically to stay informed about how we handle personal data.

16. How to contact us about privacy

If you have any questions, concerns or requests about this Privacy Policy or how we process your personal data, please contact us by using the details available on our Contact page (email and phone) and clearly mention “Privacy” or “Data Protection” in your message. Hoteltechmarket

We will do our best to respond within a reasonable time and in accordance with applicable data protection laws.

​

​