Privacy Policy – HostSync
1. Who we are
HostSync is a booking management and synchronization service provided by Paradigma das Ondas Unipessoal Lda, based in Portugal.
We provide channel manager and PMS (Property Management System) services under our own brand, reselling the technology of Beds24 GmbH, based in Germany.
For the purposes of the General Data Protection Regulation (GDPR):
- HostSync acts as the data controller of its clients’ and users’ personal data.
- Beds24 GmbH acts as a sub-processor, providing the technical infrastructure and storing the data on its servers in Germany (European Union).
2. What data we collect
We may collect and process the following categories of personal data:
- Identification and contact data: name, email, phone.
- Booking data: stay dates, booked property, number of guests.
- Billing data: address, VAT number, payment methods (when applicable).
- Technical data: IP address, browser type, access logs.
- Communication data: language preferences, newsletter subscriptions.
3. How we use the data
The collected data is used for:
- Provision of contracted services (booking and property management).
- Creation and management of the HostSync user account.
- Communication with clients and technical support.
- Payment processing and billing.
- Compliance with legal, tax, and regulatory obligations (e.g., mandatory reports to local authorities).
- Sending newsletters and commercial communications, when authorized by the user.
4. Where the data is stored
The data is processed by HostSync and stored on servers managed by Beds24 GmbH, located in Germany.
This means all data remains within the European Union, in compliance with the GDPR.
5. Legal basis for processing
The processing of personal data by HostSync is based on the following legal grounds:
- Contract execution: to provide booking management services.
- Consent: for marketing communications or newsletters.
- Legal obligation: to comply with tax, accounting, or regulatory requirements.
- Legitimate interest: for security purposes, abuse prevention, and service improvement.
6. Data sharing
Personal data may be shared with:
- Beds24 GmbH, as the technical operator of the infrastructure.
- Payment providers (e.g., Stripe, Binance Pay) to process transactions.
- Public authorities, when legally required (e.g., Tax Authority, SEF).
- External services integrated at the client’s initiative, through API connections configured in the HostSync account (e.g., billing software, CRM, communication platforms, channel partners, etc.).
In these cases, HostSync only transmits data upon the client’s express instruction, with the client being the data controller and responsible for third-party GDPR compliance.
HostSync does not share personal data with third parties for marketing purposes without user consent.
7. Retention period
- Client data: retained as long as the account is active.
- Billing data: retained for 10 years, as required by tax law in Portugal.
- Subscription data (newsletter): retained until the user revokes consent.
- After account termination, data is deleted or anonymized, except when further retention is required by law.
8. Data subject rights
Under the GDPR, the user has the right to:
- Access their personal data.
- Request the rectification of incorrect or outdated data.
- Request the erasure of their data (“right to be forgotten”), when applicable.
- Restrict the processing of their data in certain circumstances.
- Request the portability of their data to another service provider.
- Object to the processing of their data for direct marketing purposes.
To exercise these rights, simply contact us via email: [email protected].
The user also has the right to lodge a complaint with the CNPD – National Data Protection Commission.
9. Cookies
We use technical and functional cookies to:
- Ensure proper login and session management.
- Save user preferences (e.g., language, display settings).
- Improve the website user experience.
We may also use analytical cookies (Google Analytics or equivalent) for statistical purposes, based on explicit consent.
10. Contacts
For any questions related to privacy or data protection:
Paradigma das Ondas Unipessoal Lda
HostSync Responsible
📧 [email protected]
