We place paramount importance on the protection of your personal data. This Privacy Policy is designed to explain transparently how we collect, use, store, and protect information about you as a Hospitality Establishment Manager, as well as about your overnight guests.

1. Who is responsible for data processing?

The processing of personal data is managed by Le15 (Marseille, France), editor of the OTÊLI software. The full identity of the publishing entity is available in our Legal Notice.
For any questions regarding the management of your data, you can contact us at: privacy@system.oteli.app.

2. What data do we collect and why?

We collect only the data strictly necessary for the proper functioning of the PMS (Property Management System) service:

A. Data relating to Managers (Software Users)

Registration & Login Information: Email address, secure password (one-way encrypted in the database), first name, last name, phone number, role.
Establishment Information: Hotel/accommodation name, physical address, phone number, management currency (XOF, GHS, EUR, USD, etc.), public page handle, billing slug.
Usage Data (Anonymized analytics tracking): Pages visited, clicks on features, technical performance (Web Vitals), error logs.

B. Data relating to Overnight Guests (Travelers)

As a PMS, OTÊLI acts as a Data Processor on behalf of the Hotel Establishments (who are the Data Controllers for their own guests).

Booking Information: First name, last name, email address, phone number, assigned room number, check-in/check-out dates, room rate, payment method.
Legal Documents: Invoices issued and registration information required by local regulations.

C. Data submitted through the site’s public forms (prospects, referrers, partners)

When you fill in a form on oteli.app (access request, referral program).

Data submitted: name, email address, country or city, and depending on the form: establishment type and size, declared profile (consultant, integrator, someone who knows a hotelier), preferred payout channel, along with the message you write.
Purpose: to respond to your request and get back to you; for the referral program, to manage your participation, the payment of rewards and the associated accounting and tax obligations.
This data is not used for advertising purposes and is not shared with third parties other than our technical service providers (see §6).

3. Legal basis for processing

We process your data based on the following legal foundations:

Performance of a contract: To provide you with access to the OTÊLI platform and manage your subscription.
Pre-contractual steps and legitimate interest: To handle requests sent through our public forms and manage the relationship with prospects, referrers and partners.
Legitimate interest: To improve ergonomics, optimize technical performance, and ensure application security.
Legal obligation: For invoice retention and compliance with national accounting and tax regulations (e.g., UEMOA tax regimes).

4. Cookies and tracking services

To optimize your management experience without compromising your privacy, we limit our analysis tools to highly secure solutions:

PostHog (Hosted in Europe - Germany):
- Usage: Analysis of feature adoption, session recording for technical support.
- Privacy respect: All keyboard entries in forms are strictly masked to prevent any capture of sensitive or personal information. Data is hosted on PostHog’s European server (eu.i.posthog.com).
Google Analytics 4 (GA4):
- Usage: Global audience and onboarding journey analysis. IP addresses are automatically anonymized.

On this site, audience measurement (Google Analytics, PostHog) is only enabled after your explicit consent via the cookie banner and stays inactive if declined. You can review your choice at any time via the “Cookie settings” link in the footer. In the management console, you can opt out of tracking via the dedicated cookie manager.

5. Data retention period

Manager account data: Retained for the active life of your account, then deleted or anonymized within 12 months after subscription cancellation.
Overnight guest data: Retained under the responsibility of the hotel. Generated invoices are kept for a period of 10 years in accordance with applicable accounting obligations.
Analytical data (PostHog & GA4): Automatically deleted or anonymized after a period of 14 months.

6. Recipients and transfer of data

Your personal data is never sold, rented, or marketed. It is transmitted only to our trusted technical processors essential for providing the service:

Cloud Host: MongoDB Atlas, Google Cloud Platform (Europe).
Analysis Tools: PostHog (Germany), Google Analytics (USA/Europe).
Bot protection: Cloudflare Turnstile (form verification; your IP address is processed by Cloudflare for this sole purpose).
Consent management: Silktide cookie manager, self-hosted on our servers — no data is sent to Silktide.

For West African countries (Senegal, Côte d’Ivoire, Ghana, etc.), data processing complies with national regulations on the protection of personal data (e.g., Law No. 2008-12 in Senegal).

7. Your rights

In accordance with the GDPR and local laws, you have the following rights:

Right of access and rectification to your data.
Right to erasure (“right to be forgotten”) of your non-accounting data.
Right to object or restrict the processing of your data.
Right to portability of your hotel data.

To exercise these rights, please contact us at: privacy@oteli.app.