Privacy Notice

1. Who we are

Rezlynx Group Limited ("Rezlynx", "we", "us", "our") is the data controller responsible for the personal data we collect and process in connection with our hotel property management software and associated services. Rezlynx Group is a leading provider of hospitality technology solutions, serving hotels, resorts, and accommodation providers across the UK, Europe, USA, and APAC.

We are registered with the Information Commissioner's Office (ICO) as a data controller. Our registered office is in the United Kingdom.

2. Data we collect

We collect personal data in a variety of ways, including directly from you, automatically when you use our services, and from third parties. The types of personal data we may collect include:

Identity and contact data

• Full name, job title, and employer organisation
• Email address, telephone number, and postal address
• Username and password for platform access

Technical and usage data

• IP address, browser type, and operating system
• Pages visited, features used, and session duration on our platform
• Device identifiers and log data

Transactional data

• Billing information and payment records (we do not store full card numbers)
• Subscription and licence details
• Support request history and communications

Marketing data

• Your preferences for receiving marketing from us
• Survey responses and feedback provided voluntarily

3. How we use your data

We use the personal data we collect for the following purposes:

• To provide, operate, and improve our Rezlynx PMS platform and associated services
• To manage your account and respond to support requests
• To process payments and manage billing
• To send you product updates, security notifications, and service announcements
• To send marketing communications where you have consented or where we have a legitimate interest
• To comply with our legal obligations, including tax and regulatory requirements
• To detect, investigate, and prevent fraud and other unlawful activity
• To conduct analytics to understand how our software is used and improve user experience

4. Legal basis for processing

We process your personal data on the following legal bases under the UK GDPR and Data Protection Act 2018:

Purpose	Legal Basis
Providing our software and services	Contract — necessary to perform our contract with you
Billing and payment processing	Contract and Legal Obligation
Marketing to existing customers	Legitimate Interests (with opt-out)
Marketing to new prospects	Consent
Security monitoring and fraud prevention	Legitimate Interests
Regulatory compliance	Legal Obligation
Product analytics and improvement	Legitimate Interests

5. Sharing your data

We do not sell your personal data. We may share your data with:

• Service providers: Third-party vendors who support our operations (e.g. cloud hosting, payment processors, customer support tools) under strict data processing agreements.
• Group companies: Other members of the Rezlynx Group of companies for operational, administrative, or IT support purposes.
• Legal authorities: Where required by law, court order, or regulatory authority.
• Business transfers: In connection with a merger, acquisition, or sale of all or part of our business, subject to confidentiality obligations.
• Professional advisers: Lawyers, auditors, and insurers who need access to data to provide services to us.

All third parties we share data with are required to maintain appropriate security measures and to use your data only as instructed by us.

6. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Our standard retention periods are:

• Customer account data: Duration of contract plus 7 years (for audit and legal purposes)
• Marketing data: Until you withdraw consent or opt out, plus 12 months
• Support and communication records: 5 years from last contact
• Technical and log data: 12 months rolling
• Financial records: 7 years (statutory requirement)

When data is no longer required, we delete or anonymise it securely.

7. International data transfers

Rezlynx Group operates globally and may transfer personal data outside the UK and European Economic Area (EEA). Where we do so, we ensure appropriate safeguards are in place, such as:

• UK International Data Transfer Agreements (IDTAs) or EU Standard Contractual Clauses (SCCs)
• Adequacy decisions recognised by the UK ICO
• Binding Corporate Rules where applicable

You can request a copy of the relevant safeguards by contacting our Data Protection Officer.

8. Your rights

Under UK data protection law, you have the following rights in relation to your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your data in certain circumstances
• Right to restrict processing: Request that we limit how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Rights in relation to automated decisions: Not be subject to solely automated decisions that produce significant effects

To exercise any of these rights, please contact us at privacy@rezlynxreg.org. We will respond within one calendar month. You also have the right to lodge a complaint with the ICO at ico.org.uk.

9. Cookies

We use cookies and similar tracking technologies on our website and platform. For full details of the cookies we use, the purposes they serve, and how to manage your preferences, please read our Cookie Policy.