Privacy Policy

Last updated 19 September 2026.

This policy explains what InstaConnect Online collects, why, and what happens to it. It covers two groups: the hotels that register an account, and the guests who scan a QR code in a room.

Who is responsible for what

For everything a guest does on a room page, the hotel decides what is collected and why, and InstaConnect Online processes it on the hotel's instructions as its service provider. For the hotel's own account details, InstaConnect Online is responsible. If you are a guest with a question about your messages or orders, ask the hotel first: it is their data and they can delete it.

What we collect from a hotel

Hotel name, city and address, and the reception details the hotel chooses to publish.
The contact person's name, mobile number and email address, used to send the welcome message with the User ID and setup steps, and to reach the hotel about its account.
A User ID, and the password and recovery code as scrambled values that cannot be read back. We never store either in plain text and we cannot tell you what yours is.
Everything the hotel publishes: menus, prices, housekeeping items, services, wifi details.

What we collect from a guest

The room the QR code belongs to. That is what the code carries, and it is how the hotel knows where to bring the towels.
Messages typed to reception, orders and requests placed, any note added to them, and the time each was sent.
Ordinary technical data that any website sees, such as the request and its time, kept briefly to keep the service running and to stop abuse.

A guest is not asked to create an account, give a name, an email address, a phone number or any payment details, and the room page never asks for them. Please do not type card numbers, identity document numbers or health information into the chat.

Cookies

The room page a guest uses sets no cookies at all. The hotel dashboard sets one cookie, a random sign in token, so the front desk stays signed in. There is no advertising, no analytics service and no third party tracking anywhere on this site.

Why we use it

To run the service: show a room page, carry a message to the front desk, put an order on the dashboard, print a QR card, sign a hotel in, and send a hotel its own setup details. We do not sell data, we do not share it with advertisers, and we do not use guest messages to build a profile of anybody.

Who else sees it

Hotel staff who have the dashboard password see the messages, orders and requests from their own hotel, and nothing from any other hotel. Our hosting provider stores the data on our behalf. If we are required by law to disclose something, we will.

If a hotel has asked us to send its welcome message automatically, that message passes through the hotel's own email or WhatsApp provider. Otherwise it is sent by the hotel to itself, from its own device.

How long it is kept

Messages and requests stay with the room so the hotel keeps a service history. When a guest checks out the hotel presses New guest, which hides the previous stay from the room page immediately. A hotel that wants a stay deleted outright can ask us.
Account details are kept while the account is open, and removed when it is closed.
The demo hotel is wiped regularly and everything written there should be treated as public.

Security

Traffic to the site is encrypted in transit. Passwords and recovery codes are stored as salted PBKDF2 hashes, so they cannot be recovered even by us. Each hotel's data is separated by account. A room page is deliberately open to whoever scans the code, which is why it is built to hold service requests and nothing sensitive.

Your rights

Under the Digital Personal Data Protection Act, 2023 and comparable laws elsewhere, you can ask for a copy of the personal data held about you, ask for it to be corrected, or ask for it to be erased. Guests should ask the hotel, which controls that data. Hotels can write to InstaConnect Online support about their account data.

Children

The service is meant for hotel staff and adult guests. It is not aimed at children and we do not knowingly collect data from them.

Changes

If this policy changes, the date at the top changes with it.

Contact

Questions about this policy, or a request about your data, go to InstaConnect Online support at info@instaconnect.online.