Privacy Policy

LodgeStock is operated by Wild Spaces Ventures Ltd, a company incorporated in England and Wales with company number 17422068, whose registered office is at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. We are registered with the UK Information Commissioner’s Office (ICO) under registration number ZC233967.

This policy explains how we handle personal data when you visit lodgestock.ai, contact us, or do business with us, and how personal data is handled within the LodgeStock platform. For questions or requests about personal data, contact us at privacy@lodgestock.ai, and we will respond within one month.

The LodgeStock platform is used by our customers (lodges and their operating companies) to record their daily operations. Staff accounts, activity records and related personal data inside the platform belong to the customer: the customer is the data controller of that data, and we process it on the customer’s behalf as their processor, under a data processing agreement available at lodgestock.ai/dpa.

If you are a member of staff at a lodge that uses LodgeStock and you have questions about how your data is used, or wish to exercise your rights over it, please contact your employer in the first instance. If you contact us directly, we will forward your request to your employer and assist them in responding.

We are the data controller of the following personal data:

• –Business contacts and prospective customers: names, roles, email addresses, phone numbers and correspondence, collected when you enquire about LodgeStock, attend a demonstration, or do business with us.
• –Billing contacts: names, email addresses and payment references of the people our customers designate for invoicing and notices.
• –Website visitors: server logs generated by our hosting provider when you visit lodgestock.ai, including IP address, browser type and pages requested, retained for a short period for security and troubleshooting.
• –Correspondence: emails you send us, including support requests.

We use this data to respond to enquiries, provide and administer the Service, invoice and collect payment, maintain the security of our website and systems, and comply with our legal obligations. Our lawful bases are: performance of a contract (or steps taken at your request before entering one); our legitimate interests in operating, promoting and securing our business; and compliance with legal obligations, including tax and accounting law.

We do not sell personal data, and we do not use it for automated decision-making that produces legal or similarly significant effects.

The lodgestock.ai marketing website does not use advertising or analytics cookies. The LodgeStock application uses strictly necessary cookies only, to keep users signed in and to secure sessions. Because these cookies are essential to providing the service, they do not require consent, and we do not display a cookie banner.

We share personal data only with the service providers who run our systems and business: Supabase, Vercel, Resend, Google Workspace and Sentry, which host the LodgeStock platform and our website, deliver email and monitor errors (their roles, locations and the data each receives are set out in Annex B of our data processing agreement at lodgestock.ai/dpa); and HubSpot, our customer relationship system, which holds the contact details of prospective and current customers and handles demo bookings (United States / EU). We may also share data with our professional advisers (accountants, lawyers) and with authorities where required by law. We do not share personal data with advertisers or data brokers.

Our systems are hosted in the United Kingdom and European Economic Area. Where a service provider processes personal data outside the UK or EEA (including in the United States), we ensure the transfer is protected by a lawful transfer mechanism such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.

We keep business and billing records for as long as we work together and thereafter as required by tax and accounting law (generally 6 years). Enquiry correspondence that does not lead to a business relationship is deleted within 24 months. Website server logs are retained by our hosting provider for a short rolling period.

Personal data held within the LodgeStock platform on behalf of our customers is retained according to the periods set out in the data processing agreement at lodgestock.ai/dpa. In summary: sign-in session records are deleted 30 days after an account’s last activity; copies of digest and alert emails are deleted 12 months after sending; and activity records are retained for the life of the customer’s subscription and deleted afterwards.

Under UK data protection law, and where applicable under the data protection law of your own country, you have rights to access your personal data, to have it corrected or deleted, to restrict or object to its processing, and to data portability. To exercise any of these rights, contact us at privacy@lodgestock.ai. You also have the right to complain to the ICO (ico.org.uk) or to your local data protection authority.

We may update this policy from time to time. The current version will always be available at lodgestock.ai/privacy, with its effective date shown at the top. If we make a material change to how we use personal data, we will notify affected customers by email.