Privacy Policy

1. Data Controller

HotelDesk is developed and published by, and (for users in the EU/EEA, UK, and Switzerland) the data controller under the General Data Protection Regulation (GDPR) is:

Heinrich Beutler
Email: heinrich.beutler@googlemail.com

2. Information We Collect

HotelDesk is a hotel management app for iPhone, iPad and Mac. The following data is entered by you, stored on your device and – only when iCloud Sync is turned on – synced:

• Hotel master data (name, address, number of rooms)
• Room configurations and occupancy status
• Reservation data (guest name, check-in date, check-out date, room assignment)
• Guest profiles: name, address, email, phone, stay history and – where required for the guest registration form and billing – identity document type and number, date and place of birth, nationality, notes on allergies and intolerances, internal notes, as well as cardholder, card brand and expiry date of a stored payment card. The full card number is not stored.
• Check-in and check-out records including digital signature, purpose of travel, place of arrival and onward destination, and key card number
• Invoice data and payment notes
• Offer templates and staff profiles (name, role and password). Passwords and the optional recovery code for administrator access are stored only as a salted hash, never in plain text.

This data is stored on your device (SwiftData). If you turn on syncing under Settings → iCloud Sync, it is additionally synchronised with your own devices via Apple CloudKit; sync is off by default. No transfer to the provider's servers takes place. For the legally required signing of receipts in Germany and Austria, invoice data is transmitted to a service provider; see section 4.

3. Local Data Storage

HotelDesk uses Apple's SwiftData framework for on-device data persistence. All data resides within the app's secure sandbox on your device, protected by Apple's security architecture. We have no access to your device or its data at any time.

If you delete the app, the locally stored data is removed from your device. If iCloud Sync was turned on, the data remains in your iCloud account and is available again after a reinstall with sync turned on; it can be managed and permanently deleted under iCloud in the iOS settings. In addition, the app creates an automatic weekly backup in its Documents folder or in a folder you choose. We also recommend regular backups via Finder or iCloud device backup.

4. iCloud Sync and Transfers to Third Parties

You turn on iCloud Sync per device under Settings → iCloud Sync; it is off by default. HotelDesk then syncs your app data with your personal iCloud account via Apple CloudKit so that it is available on your own devices. The data resides in your own iCloud storage; the provider of HotelDesk has no access to it. Processing by Apple is governed by Apple's Privacy Policy.

For the legally required signing of receipts, invoice data is transmitted to fiskaly GmbH when the TSE (Germany, § 146a AO) or RKSV (Austria) function is enabled: receipt type, amounts per VAT rate, payment type, gross amount, and timestamp. No guest names or other guest details are transmitted. Without enabling these functions, no transfer takes place.

Calendar feeds: if you enter the iCal address of a booking portal for a room (e.g. Booking.com or Airbnb), the app fetches that calendar directly from the portal. As with any web request, the portal receives your device's IP address. Only the booked periods and their short description are imported as blocks. Without an address entered, nothing is fetched.

4a. Backup, Invoice Export (GoBD/DATEV), and Sending Email

HotelDesk also offers several features that let you export data from the app yourself or send it by email. These features are only ever triggered by you. The only automatic transfers are the ones you have set up: iCloud Sync, invoice signing via fiskaly and fetching calendar feeds you entered — every other transmission is started by you.

• Backup & Restore (Settings → Backup): Creates a complete backup file of all app data, optionally encrypted with AES-256 using a password you choose. The file is stored only wherever you export it to (e.g. the Files app, iCloud Drive, an email attachment, AirDrop).
• GoBD invoice export: On request, generates an invoice package (PDF, a DATEV-compatible CSV file, a SHA-256 checksum, and process documentation) for you to share with your accountant or tax office.
• Sending email (e.g. invoices or payment reminders): Opens your device's built-in Mail app with a pre-filled draft. HotelDesk has no mail server of its own; sending happens through your own email account configured in iOS.

In all three cases, only you decide whether and where a file is exported or an email is sent.

5. No Analytics, No Tracking, No Ads

HotelDesk does not collect usage data, crash reports, analytics, or telemetry. No third-party SDKs for advertising or analytics are included in the app.

• No analytics SDKs (no Firebase, no Amplitude, no Mixpanel)
• No crash reporting to external servers (Apple's crash diagnostics stay on the device and are shared only if you choose to)
• No advertising or ad tracking of any kind
• No access to microphone, camera, or contacts beyond explicit user-initiated features

6. App Store and Apple

HotelDesk is distributed via the Apple App Store. Apple may collect technical metadata (e.g. download time, device type, region) in connection with App Store operations. This data is collected by Apple and governed by Apple's Privacy Policy. We have no influence over Apple's data practices.

7. Subscription (In-App Purchase)

Using HotelDesk requires a subscription (€9.99/month or €99/year). All payment processing is handled exclusively by Apple's In-App Purchase system. We do not receive or store any payment information, including credit card numbers, billing addresses, or Apple IDs. Apple processes all transaction data according to its own Privacy Policy.

8. Children's Privacy

HotelDesk is designed for use by adult hotel and property managers. We do not knowingly collect personal information from children under 13 years of age. If you believe a child has provided personal information through this app, please contact us immediately at heinrich.beutler@googlemail.com and we will take appropriate steps.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). Because HotelDesk does not collect, sell, or share personal information on our servers, the following applies:

• We do not sell your personal information to third parties
• We do not share your personal information for cross-context behavioral advertising
• All personal data you enter is stored on your device and synced via iCloud only if you turn on iCloud Sync
• You have complete control over your data — you can delete any record within the app, or remove all data by uninstalling the app

To exercise any California privacy rights or for inquiries, contact: heinrich.beutler@googlemail.com

10. Your Rights and Data Control

Because all data is stored on your device, you have full control at all times:

• Access: All data is visible and accessible within the app
• Deletion: Individual records can be deleted within the app; uninstalling the app removes all data permanently
• Correction: All entries can be edited directly within the app
• Portability: Use the built-in backup feature (see section 4a) to export all data in a structured, reusable format

If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, you also have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your data (to the limited extent described in this policy) violates the GDPR.

11. Contact

For any questions about this Privacy Policy or HotelDesk's data practices, please contact:

Heinrich Beutler
Email: heinrich.beutler@googlemail.com

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the app or applicable law. Any updates will be posted on this page with a revised "Last updated" date. Continued use of HotelDesk after changes are posted constitutes your acceptance of the updated policy.