Privacy

What we hold about you

Your email address and a hashed password. Passwords are hashed with argon2id: we do not keep the plain text, and we cannot read it or recover it — only reset it.

If you sign in with Google, we receive your email address and nothing else. We ask for the openid and email scopes only. We do not see your contacts, your calendar, your files or your profile picture.

Your hotel or lodge data: name, web address, units, rates, team, and whatever settings you enter in the app yourself.

A session while you are signed in. Only a cryptographic fingerprint of the session is stored — never the key your browser carries.

While you set up your hotel or lodge, we note which setup steps you reach — for example that your bookings came in, that a channel connected, which «?» explanation you opened, or the code of an error you hit. Only the step and a short code, never what you typed. We use it to see where setting up is hard and make it easier; it stays with us and is deleted with your account.

If you cancel your subscription, the panel asks why you are leaving. We store your answer with your account and your hotel or lodge: the reason you pick, what you write in the optional fields, whether you opened “Talk to us first”, your plan, whether you were in the trial and when access ends. If you switch to Essential from that sheet instead, we store that, with any reason you gave. The answers reach us as one email and on our own admin page, and we use them only to improve Staywarden. They are kept like the other records of your subscription and its payments: deleting your hotel or lodge or your account does not delete them, and they are not part of your data export. You can ask us for a copy, or to delete them, like any of your data (see “Your rights”).

The first time you open this site, your browser keeps a small note in its own storage (localStorage, not a cookie) of where you came from: the campaign tags in the link (utm), Google’s or Meta’s click ID (gclid, fbclid), the site that sent you, the page you landed on and the date. It stays in your browser. If you create an account, it is saved once with your account, so we can tell which campaign brought you. It says nothing about who you are.

On this site, the Warden answers questions about Staywarden. What you type is sent to Anthropic so it can write the answer from this site’s own text. We do not store the conversation: to stop abuse we only count questions per network address, and the count is deleted within a day. If you use “Talk to a person”, what you write there — name, email, message and, if you add them, the name of your hotel or lodge and its number of rooms or cabins — reaches us as one email so we can answer you. It is kept in our inbox like any other email to hola@staywarden.com, and you can ask us to delete it.

If you saved a spot for the launch before October 5, 2026, we keep what you wrote in that form — your name, email, WhatsApp or phone number and the name of your hotel or lodge and, if you added them, where it is, how many cabins it has, what you use today and your note — together with the note of where you came from. We use it only to contact you about Staywarden and to set up your hotel or lodge. It is kept until you ask us to delete it: write to hola@staywarden.com.

What we hold about your guests

Per booking: first name, surname, arrival and departure dates, unit, booking channel, amount, and whether it is paid; the guest’s phone and email if the channel provides them or the hotel or lodge enters them. Plus a four-digit code that lets the guest look up their own stay.

If the hotel or lodge switches on its guest app, the guest can register their ID document (name and passport or cédula number) before arriving. It stays in your hotel or lodge’s database, is seen only by the roles you allow — never the accountant — and is included in your export.

If the hotel or lodge sells tours that need a park permit, the guest gives each traveler’s name, nationality and passport number. In the panel only the owner sees them, and the hotel or lodge sends them to the tour’s guide on WhatsApp, from the hotel or lodge’s own number.

If the hotel or lodge works with agencies, we store each agency’s contact details and what the agency enters on its link: the guest’s name, the dates, how many people, its reference and its note. On its link the agency sees availability, its rate and, if the hotel or lodge entered them, its bank details.

If the hotel or lodge connects its WhatsApp number or its channels, we store the messages with guests so they can be shown in the panel.

We do not ask for or store card numbers or bank details. Card payments, where they exist, are handled by the payment gateway directly; card numbers never pass through Staywarden.

This data is your hotel or lodge’s, not ours. You decide what goes in, and you can correct or delete it from the app at any time.

Staywarden news by email

Controller: Staywarden ApS (CVR 44455854), Dalføret 2, 4. tv., 2300 København S, Denmark. For this list, Staywarden is the controller of your data — not a hotel or lodge.

What for: to email you what is new in Staywarden and, now and then, an offer: at most twice a month, plus three welcome emails in the first week after you subscribe.

Legal basis: your consent (GDPR art. 6(1)(a) and the Danish Marketing Practices Act, section 10). You give it at the bottom of staywarden.com — and confirm it with the link we send you — by ticking the box when you create your account (it counts once your email is confirmed), or by switching it on in the panel. The box is never ticked in advance.

What we keep: your email address, your language, where you subscribed, the country you visited from, your account if you have one and, if you subscribed at the bottom of the site, the note of how you arrived; the proof of consent — the date, the version and a fingerprint (hash) of the text you saw, and a fingerprint of your network address; and which emails we sent you and whether you clicked a link.

How long: until you unsubscribe or ask us to delete it. A subscription that is never confirmed is deleted after 30 days. The proof of consent is kept only as a fingerprint (hash), without your address, so we can show when you said yes and when you said no.

Who processes it: Resend sends the emails on our behalf and tells us when an email bounces or someone marks it as spam; we then stop writing to that address.

How to unsubscribe: one click on the link at the bottom of every email, in the panel (your account › Staywarden news and offers), or by writing to hola@staywarden.com. It is free and works at once. Emails about your account and your hotel or lodge keep coming as before.

Who can see what

The wall between hotels and lodges is not a filter on screen: the server does not send one hotel or lodge’s data to another’s session. What is not yours never leaves the database.

Inside a hotel or lodge, each staff member signs in with their own email and password and sees only what their role needs. Housekeeping sees tasks, not money. The accountant sees money, not the gardener’s board.

We access your hotel or lodge data only if you ask us to, to solve a problem, or where the law requires it.

Who we share it with

We do not sell data. We advertise Staywarden on Meta (Facebook, Instagram) and Google, and measure which ads bring customers. In the EU, the EEA, the UK and Switzerland — and whenever we cannot tell where you are — this only happens after you press “Accept” in the cookie bar. Everywhere else, the Meta Pixel runs unless you press “Necessary only”; Google Analytics 4 always waits for “Accept”. When the Meta Pixel runs it may set cookies, and Meta receives which pages of staywarden.com you opened and whether you messaged us on WhatsApp or by email from a button on the site, signed up, created an account, started a subscription or paid for one. At sign-up, Meta also receives your email address, which the pixel scrambles (SHA-256) before it leaves your browser, so Meta can match it to its own users. Meta may also receive the same events from its own servers (Conversions API with Meta).

Press “Necessary only” and Meta receives nothing, while Google receives only which page was opened and from which country, with no cookies and no identifier for a person. The pixel never runs on your hotel or lodge’s own website, booking page or guest pages, nor in the iPhone and Android apps.

We use providers to run the service: Railway (servers and database, Amsterdam), Google (only if you choose to sign in with Google), Revolut (Revolut Bank UAB, Lithuania: it processes your subscription payment and your payment details, which we never see), Resend (the emails we send you and the ones your hotel or lodge sends its guests) and Anthropic (the Warden and the AI features: what you ask, the hotel or lodge data it needs, files you give it to read — receipts, exports — the guest messages it drafts a reply to, and website text to translate). If you switch them on: Channex (booking channels: names, dates and amounts of bookings), Meta (WhatsApp: the messages, including the ones the hotel or lodge sends its guides), Tilopay (payment gateway in Costa Rica) and Stripe (outside Costa Rica, if you connect your own Stripe account for guest card payments). Each receives only what its job requires.

If we ever change providers, or someone acquires us, we update this page before your data moves.

How long

For as long as your account exists. Close it and we delete your hotel or lodge and its bookings from the live database within 30 days. The exception is documents already filed with Hacienda and invoices issued in Staywarden: those are kept for as long as the law requires.

The records of your Staywarden subscription — its payments, and the answers you gave if you cancelled — are kept after your hotel or lodge or your account is deleted.

Encrypted backups are replaced within 35 days; a deleted record may survive in them until then, but never returns to the app.

Your rights

You can ask for a copy of your data, have it corrected, or have it deleted. Write to hola@staywarden.com and we answer within 30 days.

If something looks wrong to you, you may complain to your national data protection authority. In Denmark that is Datatilsynet.

Cookies

Necessary, and always on: one to keep you signed in, one to remember the language you picked, one for the country the site is shown for, one to remember your cookie choice, and one very short-lived cookie during the Google sign-in handshake.

For measuring our ads: Google Analytics (_ga), only after you press “Accept”; and the Meta Pixel (_fbp, and _fbc when you arrived from a Meta ad), after “Accept” in the EU, the EEA, the UK and Switzerland, and elsewhere unless you press “Necessary only”. Your choice is kept for a year. You can change it at any time under Cookies at the bottom of every page — saying no is as easy as saying yes.