Privacy Policy

Vestibel is a hospitality operating system, built and operated from Colombo, Sri Lanka. This policy explains what we do with personal data on this website, in the accounts we hold for the businesses that buy the product, and in the workspaces we host for them.

Two very different kinds of data pass through the platform, and we hold a different role for each:

• Account data — the operators, managers and staff who use Vestibel, plus anyone who contacts us or browses this site. For this data we are the controller: we decide why it is held.
• Guest data — the reservations, folios, orders and guest records inside a property's workspace. For this data the property is the controller and we are its processor: we hold it on their instructions and for no purpose of our own.

If you are a hotel guest and want to know what a property holds about you, ask the property directly. They control that record, and the platform gives them the tools to answer you.

When you use this website: pages requested, approximate location derived from your IP address, browser and device type, and the referring site. This is used to keep the site working and to understand which pages are useful.

When you create an account or subscribe: name, business name, email address, telephone number, property details, chosen plan, and the billing information needed to take payment. We do not store full card numbers — payments are handled by our payment provider.

When you use the product: login and session records, the actions your account performs (the activity log that makes your own audit trail possible), and diagnostic logs when something fails.

When you contact us: the content of your message and whatever you choose to include in it.

• To provide the service — provisioning your workspace, authenticating your staff, delivering the modules on your plan. Our lawful basis is performance of the contract with you.
• To bill you — subscriptions, renewals, invoices and dunning. Contract, and our legal obligations.
• To keep the platform secure and reliable — detecting abuse, investigating incidents, rate limiting, and keeping the audit trail. Our legitimate interest in a service that stays up and is not abused.
• To support you — answering questions and diagnosing faults, which sometimes means looking at your workspace with your knowledge.
• To tell you about the product — service notices are part of the contract; marketing email is sent only where you have opted in, and every message carries an unsubscribe link.

We do not sell personal data, we do not share it with data brokers, and we do not use guest data from one property to build features, models or benchmarks for another.

Every property gets its own database. Guest records, reservations, folios, stock and staff data are not co-mingled in shared tables, and a request arriving on one property's subdomain is bound to that property's database before any query runs.

Inside a workspace, access is governed by the roles you grant. Sensitive actions — writing off a debt, erasing a guest record, exporting a data-subject file — sit behind their own permissions and are recorded in the activity log with the account that performed them.

Our staff do not browse tenant data. Access for support is limited to what is needed to resolve the issue you have raised.

We use a small number of providers to run the service, and each receives only what it needs:

• Hosting and infrastructure — where the application and databases run.
• Payment processing — to take subscription payments. They handle card details; we do not.
• Email and messaging delivery — to send transactional mail and, where a property has configured it, guest messaging.
• Error monitoring — to alert us when something breaks.

We also disclose data where the law requires it, or to establish or defend legal claims. Some providers operate outside Sri Lanka; where data is transferred abroad we rely on appropriate safeguards with that provider.

Account data is kept for as long as your subscription is active. After termination we keep it for a limited wind-down period so you can retrieve your records, then delete it — except for billing and tax records, which we must retain for the statutory period.

Guest data is kept for as long as the property instructs. Retention windows for identity documents and consent records are configured by each property in its own workspace, so we do not state a single figure here — ask the property whose guest you are.

Diagnostic logs are kept for a short period and then rotated out.

Depending on where you are, you may have the right to access the personal data we hold about you, to have it corrected, to have it erased, to object to or restrict processing, to withdraw consent, and to receive a copy in a portable format.

Ask the right party, or your request will not reach anyone who can act on it:

• If you hold a Vestibel account, write to us and we will handle it.
• If you are a guest of a property, ask that property. They control the record. If they need our help to answer you, we assist them.

Some records survive an erasure request because the law requires them to — issued invoices, payment records and accounting entries. Where that applies, we say so rather than implying a deletion that did not happen.

This site sets a small number of cookies. What each one does, and how to change your choice, is on the Cookie settings page.

Vestibel is a business product and is not directed at children. We do not knowingly collect personal data from children through this website or through account sign-up. Guest records held by a property may include minors travelling with their family; those records are the property's to control and are covered by its own privacy notice.

We update this policy as the product and the law change. The effective date at the top of the page always reflects the current version, and we notify account owners by email before a material change takes effect. This policy sits alongside our Terms of Service.