Privacy Policy for 4Rooms Business App for Hotel Employees

Last Updated: 1 November 2025

1. Introduction

This Privacy Policy explains how 4Rooms Worldwide S.L. (“4Rooms”, “we”, “our”, or “us”) processes personal data through the 4Rooms App (the “App”). The App is provided exclusively to hotels and hospitality businesses (“Customers”) who have an active 4Rooms software subscription.

The App is intended for authorised hotel employees, who access the system as part of their professional duties. The Customer (your employer) is the Data Controller. 4Rooms acts as the Data Processor, processing data on the Customer’s behalf in accordance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR).

2. Who We Are

4Rooms Worldwide S.L.
Calle La Paz 34, Door 1, 46003 Valencia, Spain
Email: support@4rooms.tech

3. What Data We Process

The App may process the following categories of personal data on behalf of your employer (the hotel):

• Identification data (name, username, email address, internal employee ID)
• Employment-related information (role, department, shift schedule)
• System usage data (login times, task completion, messages, notifications)
• Device and technical information (device type, operating system, IP address)

The extent of data collected depends on your employer’s configuration of the 4Rooms platform.

4. Purpose of Processing

The data is processed solely for the purposes of:

• Enabling hotel staff to perform daily operational tasks
• Managing internal communication and scheduling
• Tracking service and maintenance activities
• Ensuring security and performance of the App

We do not use personal data for advertising or profiling.

5. Legal Basis

Your employer’s legal basis for processing is the employment relationship and their legitimate interest in managing operations efficiently. 4Rooms processes this data under a Data Processing Agreement (DPA) with your employer.

6. Data Sharing & Sub-Processors

4Rooms engages carefully selected sub-processors to support the delivery and maintenance of its software services (for example, secure cloud hosting).

All sub-processors act solely under the instructions of 4Rooms and are bound by written data processing agreements that ensure compliance with the EU General Data Protection Regulation (GDPR) and equivalent international standards.

7. Data Retention

Personal data is retained only as long as required by your employer’s configuration or until the end of the service contract between 4Rooms and your employer. After termination, data is securely deleted or returned to the Customer.

8. International Data Transfers

If data is transferred outside the EEA, this occurs only under safeguards such as the EU Standard Contractual Clauses (SCCs) or adequacy decisions.

9. Data Subject Rights

Hotel employees may exercise their GDPR rights (access, rectification, deletion, restriction, portability, objection) through their employer, who acts as the Data Controller. 4Rooms will assist the employer in fulfilling such requests.

10. Security

We implement technical and organisational measures to protect personal data, including encryption, secure access controls, and regular security audits.

11. Contact

For privacy inquiries, please contact:

support@4rooms.tech
4Rooms Worldwide S.L., Calle La Paz 34, Door 1, Valencia, 46003, Spain