Privacy Policy — GuestQR
Last updated: September 25, 2026
This explains what personal data GuestQR collects when you use getguestqr.com and the dashboard, why, and what rights you have over it. We handle data under the EU General Data Protection Regulation (GDPR) and equivalent local law.
1. Who's responsible for your data
VIVO Aromi s.r.o., registered in the Czech Republic, is the data controller for host account and billing data. For content you publish in your guides, we act as a processor on your behalf — you decide what goes in, we just host and serve it.
Questions about this policy: support@getguestqr.com.
2. What we collect
From you, as a host:
- Your email address, and your name if you sign in with Google (Google shares it with us). If you sign up with email and a password, we keep only a securely hashed form of the password — never the password itself.
- Your interface language preference.
- Subscription plan and payment status — the payment details themselves stay with Link, the reseller of our plans, not with us (see Section 4).
- Everything you put into your properties and guides: property name, address and coordinates, house rules, Wi‑Fi info, recommendations, photos, and any local-service contact details (phone/WhatsApp/email) you choose to display to guests.
From listing import, if you use it: whatever your existing listing publicly shows — photos, description, amenities — pulled in to save you re-typing it.
From people who scan your guide (your guests): we deliberately keep this thin. Reading a guide doesn't require an account or any personal details. We log a hashed, non-reversible version of the visitor's IP address together with the type of event (a page load, for instance) — enough to spot abuse and understand rough usage, not enough to identify anyone. We don't collect guest names, emails, or precise location.
When you sign in and manage your account: a short security record of key actions — signing in, changing plan, publishing, unpublishing or deleting a guide, issuing a new guide link — holding only account and property identifiers, never guide content. After a failed sign-in or a password-reset request we also keep a keyed, non-reversible hash of the email address that was entered and of the IP address, so repeated guessing can be slowed down.
When you write to us through the form on our website: your email address, your message and its topic — a question, a problem report or a partnership enquiry. It arrives in our support inbox as an email — we don't keep it in our database.
3. Why we process it
- Running the Service — creating your account, storing your guides, generating QR codes, serving guides to your guests. Necessary to deliver what you signed up for.
- Billing — linking your subscription with Link, the reseller of our plans, so it can be charged and kept in step with your account. Necessary to fulfil the contract.
- Translation — sending guide text you haven't translated yourself to a language-model provider so it can come back in another language. Necessary to provide a feature you've turned on.
- Support — reading and replying when you email us or write through the form on our website. Our legitimate interest in helping you (and yours, in getting help).
- Keeping things secure and working — abuse detection, security records of sign-ins and key account actions, debugging, error tracking. Legitimate interest in running a reliable, non-abused service.
- Legal and tax records — keeping invoices as long as the law requires it.
- Anything else that needs your OK — like product-update emails beyond the essentials — only with your explicit consent, which you can take back whenever.
4. Who we share data with
We don't sell personal data. It goes to a small number of processors that make the Service work, each bound by contract to only use it for that purpose and nothing else:
| Category of processor | What for | Roughly where |
|---|---|---|
| Cloud database & authentication provider | Storing accounts, guides and photos | EU |
| Language-model provider | Generating translations of guide text | US |
| Transactional email provider | Trial reminders, receipts, account emails, and delivering messages from our website's contact form to our support inbox | EU |
| Listing-data provider | Fetching public listing info when you use import | EU |
| Error monitoring provider | Catching and diagnosing bugs | US/EU |
| Abuse-prevention provider | Rate limits and an automatic bot check on the sign-in forms and the contact form, to stop automated abuse | US/EU |
The full list with each processor's name is available on request — email support@getguestqr.com.
Payments are the one exception, and we name them. Our plans are sold through Link: Sold through Link, LLC is the reseller and merchant of record for your purchase. It collects your payment and billing details itself, as a separate controller under its own privacy notice, and shares with us only what we need to run your subscription — the plan, its status and the email address it belongs to.
We'll also hand over data if the law genuinely requires it, or to protect our rights or someone's safety.
5. Sending data outside the EEA
Where a provider above sits outside the European Economic Area, we rely on the European Commission's Standard Contractual Clauses (or an equivalent approved mechanism) to keep the transfer covered.
6. How long we keep things
- Account data: kept while your account is active; typically removed within 30 days of closing it, except where we're legally required to keep something longer (see below).
- Invoices and billing records: kept as long as tax law requires wherever the entity is registered — commonly several years.
- Guest-visit and sign-in-attempt logs (hashed IP + event type; for sign-in attempts also a hashed email address): kept only as a keyed, non-reversible hash and deleted after 30 days.
- Security records of key account actions: deleted after 30 days.
- Messages to our support inbox (emails and the website form): kept as long as we need them to deal with your request and any follow-up, then deleted.
7. Your rights
Wherever GDPR applies to you, you can ask us to:
- Show you what we hold about you, or give you a copy;
- Fix anything inaccurate;
- Delete your data ("right to be forgotten");
- Limit or object to how we're using it;
- Hand it over in a portable format;
- Withdraw any consent you'd given;
- Take a complaint to your local data protection authority.
To use any of these, email support@getguestqr.com. We respond within 30 days — that's also the legal ceiling GDPR sets for a standard request (Art. 12(3)), so it's not a number we can stretch further even if we wanted to; only genuinely complex requests can get a short, notified extension.
8. Cookies
We use a small number of cookies to keep you signed in and to make signing in safe — nothing for tracking or advertising. Full detail, including what to do if you'd rather not have them, is in our Cookie Policy.
9. Children
GuestQR is a tool for people running rental properties, not aimed at children. We don't knowingly collect data from anyone below the age needed to legally hold an account (see the Terms of Service). If you believe a child has given us data, let us know and we'll remove it.
10. Keeping it secure
We encrypt data in transit and keep the database access-controlled. If you sign in with Google, we never see a password; if you use email and a password, only a securely hashed form of it is stored. No system is perfectly secure, but we treat this seriously and review it regularly.
11. Changes to this policy
If we change something material here, we'll say so by email or in the dashboard with reasonable notice before it takes effect.
12. Contact
VIVO Aromi s.r.o. (full registered details on our Company Details page) Email: support@getguestqr.com