Legal

Privacy Policy

This covers the personal data collected through this website — what we collect, who receives it, how long we keep it, and what you can ask us to do with it — together with how guest and customer data is handled in our hosted cloud and on-premise software.

Last updated 30 October 2026.

Who we are

This website (resort-manager.com) is operated by Resort Manager Solutions Ltd ("we", "us", "our"), a company registered in England and Wales under company number 17395946, whose registered office is at 128 City Road, London EC1V 2NX, United Kingdom. We supply Resort Manager Classic, Resort Manager Flex, RM-WiFi, RM-Tables, RM-CRM, and RM-Desk.

For any question about this policy or about the data we hold on you, use the contact form. It is the only route in, and it is the same one an enquiry takes.

What we collect on this website

We collect only what you choose to give us. Nothing on this site asks you for anything in the background.

The contact form collects your first and last name, your email address, your property's name and where it is, which product you are enquiring about, how many rooms and outlets the property has, and whatever you write in the message field.

The personalised quotation form collects the same, and in addition which deployment model or edition the quotation is for and which add-ons you are interested in.

Both forms carry a consent tick-box. Ticking it is what permits us to store your enquiry and answer it, and your answer travels with the enquiry rather than being enforced by the page and recorded nowhere.

How we use it

Only to answer your enquiry, prepare a quotation, and keep a record so we can support you if you become a customer. We do not send marketing you did not ask for, and we never sell or trade your information.

Cookies and analytics

We use Google Analytics to understand which pages people read, where they arrive from and roughly which country they are in. We do not run advertising, we do not use Google Signals, and we do not share this data with Google for advertising: advertising storage, ad user data and ad personalisation are switched off permanently. They are not offered in the banner either, because consent for something we do not do would be meaningless.

Analytics is off until you allow it, wherever in the world you are — not only in the EEA. On your first visit a banner asks. If you accept, Google Analytics sets cookies in your browser (_ga and similar) which let it recognise a returning visit and count it as one person rather than two. If you decline, no analytics cookies are set and nothing identifying you is stored on your device; the page view is still counted, without a cookie and without an identifier, which is what makes declining a real choice rather than a button that turns the site off.

Your answer is remembered in your browser's own local storage, not in a cookie, so you are not asked again on every page. To change it, clear this site's stored data in your browser and the banner will ask again.

Alongside that we use Cloudflare Web Analytics, which counts page views and measures how quickly pages load. It is added at the edge rather than by this page, and the banner does not ask about it because there is nothing to ask: it sets no cookies, stores nothing on your device, does not link your visits together and does not build a profile of you. It runs whether or not you allow Google Analytics.

Beyond that we set no cookies. We do not load HubSpot's tracking script, so nothing here follows you around the web. Cloudflare, which sits in front of the site, may set a short-lived cookie to tell a person from automated traffic; that is security, not measurement.

Third parties involved in running this site

Google Fonts: typefaces load from Google's servers, which receive your IP address as part of that request.
Google Analytics: measures how the site is used, if you allow it. Google receives your IP address and details of the pages you view as part of that.
HubSpot: our customer-relationship system. Enquiries from either form are recorded there, with the consent you gave, so that we can respond and follow up.
Cloudflare: serves the site, protects the forms and counts page views. A Cloudflare Turnstile check and a small Cloudflare Worker confirm that a submission comes from a person before it reaches HubSpot, and Cloudflare Web Analytics measures traffic and page speed without cookies.

Security

Your enquiry is transmitted over an encrypted connection and is protected by reasonable technical and organisational measures. No method of transmission or storage over the internet is completely secure, and we do not claim otherwise.

How long we keep it

For as long as is reasonably needed to answer you and, if you become a customer, to support that relationship. If your enquiry does not proceed, ask us and we will delete it.

Your rights

Wherever you are based, you can ask us to access, correct or delete the personal data we hold about you, or to withdraw consent, at any time. Use the contact form and we will respond within a reasonable time.

If you are in the United Kingdom or the European Economic Area you may also complain to a supervisory authority. As a UK-registered company, ours is the Information Commissioner's Office.

Data held in our software and hosted services

How guest and customer data is held depends on whether a property runs our hosted cloud and hybrid services (Resort Manager Flex, RM-WiFi, RM-Tables, RM-CRM, RM-Desk) or an on-premises installation (Resort Manager Classic and Flex Estate Pro).

In both cases, the hotel, resort, restaurant, or business using our software is the data controller for the personal data of its guests and customers, and we act as a data processor (or software supplier) on that business's instructions:

Hosted cloud and hybrid services (Resort Manager Flex, RM-WiFi, RM-Tables, RM-CRM, RM-Desk): We host and back up the databases on encrypted private cloud infrastructure on the customer's behalf, and use specialist sub-processors where a feature requires them (such as Amazon SES for transactional and campaign email delivery, Meta's WhatsApp Business Platform when a customer connects their WhatsApp Business Account, and Paddle for subscription billing). We process guest and customer records solely to provide and secure the service for the property that collected them, and never sell, pool, or use a property's guest list for our own marketing.
On-premises installations (Resort Manager Classic and Flex Estate Pro): The software and database run on a server in the property's own building, under the property's control. We do not host that database or hold a copy of it, and our engineers access it only when the property asks us to assist with support or maintenance.
If you are a guest or customer of a venue that uses our software: If you stayed at a hotel, booked a table, connected to guest Wi-Fi, or messaged a business that uses Resort Manager and you want to access, correct, or erase your data, ask that hotel or venue directly — they are the data controller and decide what is kept and why. If you cannot reach them regarding WhatsApp data, see our data deletion instructions.
Third-party integrations chosen by the property: Where a property connects an external system — such as a channel manager (SiteMinder, Channex), a payment processor (Stripe, 2C2P, Xendit), an accounting package (Xero), or an external CRM (HubSpot, Mailchimp, Klaviyo, Omnisend) — data moves under the property's own agreement with that provider.

Changes to this policy

If we change how we handle personal data, we will update this page and the date above.

Contact

Questions about this policy, or about the data we hold on you: use the contact form.