A working draft, not final legal terms
These documents are being prepared for LobbyMind. They are not yet effective. Operator contact details, applicable legal requirements and the commercial terms identified below still need confirmation before publication.
Who this notice covers
LobbyMind is the operator name used in this draft. This notice covers our marketing website and demo enquiries. It also explains how our role differs when a hotel, guesthouse, resort or hotel group uses the service for its own guests and staff.
The full legal operator identity, postal address and privacy contact must be confirmed before this notice becomes effective. A property’s own privacy notice remains relevant to its relationship with you.
Our role and your property’s role
For website enquiries, LobbyMind determines how the enquiry is handled. For guest and staff information entered by a customer property, that property generally decides why the information is used, and LobbyMind processes it on the property’s instructions.
The exact controller and processor responsibilities must be recorded in the applicable service and data-processing agreements. If your question concerns a stay, reservation or guest request, contact the property first.
Information in a demo request
The demo form asks for your name, email address and property name. Country, room count and a message are optional. We also record the request language, source page, IP address and browser user-agent information with the submission.
Please provide business contact information and only the details needed to discuss your property. Do not include guest records, payment-card details, identity documents or other sensitive information in the message.
Purposes and legal grounds
We store your demo request, notify our sales team by email and send an acknowledgement to the email address you provided. The information helps us respond to the enquiry and understand the property’s requirements.
The demo service checks submissions and records limited request-creation and abuse-prevention events. Legal grounds remain subject to review: responding to requested pre-contract steps, legitimate interests in handling business enquiries and protecting the service, or consent where required may be relevant. The final notice must identify the basis for each purpose and any legitimate interests relied on. A demo enquiry is not treated here as agreement to unrelated marketing.
Language and appearance preferences
When you choose a website language, the hotelpms.locale cookie remembers that choice for one year. The hotelpms-theme entry in your browser’s local storage remembers your light, dark or system appearance preference.
You can change these preferences through the website controls or remove them using your browser settings. Local storage remains until it is changed or cleared. The final notice must describe any additional storage or tracking introduced in the deployed service; this draft does not make a blanket claim about all product environments.
Demo enquiries are made available to the team handling the request. Where providers are used to host the service, deliver email or support operations, the final notice and applicable agreements must identify the relevant recipients or categories and their responsibilities.
If a property uses optional copilot features, its prompts and authorised record context may be sent to a configured AI provider. This is separate from submitting a website demo request. The final notice and agreements must confirm the providers, processing terms and any required authorisation; this draft does not promise that all such information is anonymous.
International processing
The places where information is stored or accessed depend on the confirmed hosting and service-provider arrangements. This draft does not promise that all information stays in any particular country.
Before the final notice is published, LobbyMind must document the relevant locations and, where required, the safeguards for international transfers and how people can obtain information about them.
Retention and security
Retention periods must be set by reference to the purpose of the information, the status of the customer relationship, applicable record-keeping requirements and the need to resolve disputes. Specific enquiry, account, backup and operational-record schedules remain to be confirmed.
Security responsibilities and access arrangements must be documented for the deployed service and the customer agreement. This draft does not promise a certification, a fixed deletion period or that any internet service is free from risk.
Your rights and choices
Depending on the law that applies, you may have rights to access or correct your information, request deletion, restrict or object to processing, obtain a portable copy, or withdraw consent where processing relies on it. These rights can be subject to conditions and exceptions.
For information controlled by a property, direct your request to that property. For website and demo information handled by LobbyMind, the final notice must provide a verified privacy contact and explain how requests are handled. You may also have a right to complain to the relevant data-protection authority.
Contact and future updates
The privacy contact and operator address have not yet been approved for publication. Do not use the demo form to send identity documents or sensitive information in support of a privacy request.
This page will need a confirmed contact route, completed processing details and an effective date before it becomes a published policy. Material changes to the final policy will be communicated through an appropriate channel.