Privacy Policy
1. Overview
TheHotelBuddy (“we,” “us,” “our,” or “Company”) functions as a B2B marketplace focused on premium hotel supplies and hospitality essentials. Situated at G-111, RIICO Industrial Area, Hans Vihar, Mansarovar, we prioritize the protection of personal information gathered through our website thehotelbuddy.com and associated services.
This Privacy Policy outlines the methods by which we gather, utilize, disclose, and safeguard your personal information during your interactions with our platform, regardless of whether you are a hotel business customer, supplier, or website visitor.
2. Data We Gather
2.1 Company Details
In our capacity as a B2B marketplace, we gather the following information pertinent to businesses:
Hotel/Business Information: Company Name, Business Registration Number, Tax Identification Number
Contact Details: Business location, telephone numbers, email addresses
Details: Job titles, department information, business roles
Account Details: Username, password, account settings
Payment Information: Banking details, credit card information, billing addresses.
Order Details: Transaction history, item preferences, shipping addresses
2.2 Information Collected Automatically
Upon your visit to our website, we systematically gather specific information.
Device Details: IP address, browser type, operating system, device identifiers
Data Utilization: Pages accessed, duration on site, clicking behaviors, search inquiries
Geographic Information: General location derived from IP address
Cookies and Tracking: Please refer to the Cookie Policy section outlined below.
2.3 Information from External Sources
We may obtain information regarding you from:
Partners and suppliers within our network
Payment processors and financial institutions
Shipping and delivery logistics partners
Marketing platforms and analytics services
3. Utilization of Your Information
Your personal information is utilized for the following business purposes:
3.1 Delivery of Services
Manage and execute orders for hotel supplies and textiles
Oversee customer accounts and deliver customer assistance
Enable large-scale ordering and tailored procurement solutions
Oversee international shipping and logistics operations
Offer specialized account management services
3.2 Operational Framework
Enhance and optimize our B2B marketplace platform
Examine usage patterns to improve user experience
Create innovative products and services tailored for the hospitality sector.
Oversee inventory and cultivate supplier partnerships
Guarantee adherence to ISO 9001:2015 quality standards
3.3 Communication Strategies
Please provide order confirmations, shipping notifications, and delivery updates.
Deliver customer support and address inquiries
Distribute product catalogs, pricing updates, and industry insights.
Inform customers about changes to policies or updates to services.
3.4 Marketing (with Approval)
Please distribute promotional materials regarding our latest products and services.
Kindly share details regarding bulk pricing and any available special offers.
Provide insights into industry developments and trends in hospitality supply.
Encourage involvement in trade shows and industry events
4. Legal Foundation for Processing
We handle personal information in accordance with the following legal bases:
Contract Performance: To execute orders and deliver the services you have requested
Valid Business Objectives: To manage and enhance our B2B marketplace
Adhering to legal obligations: Ensuring alignment with regulatory requirements and industry standards
Consent: For marketing communications and additional services (if necessary)
5. Sharing and Disclosure of Information
5.1 Strategic Alliances
Information may be shared with:
Suppliers and manufacturers play a crucial role in fulfilling orders and ensuring product quality.
Logistics Partners: Specializing in shipping, delivery, and customs clearance solutions
Transaction Processing: To facilitate transactions and mitigate fraud risks
Certification Bodies: To ensure adherence to ISO 9001:2015 standards
5.2 Service Providers
We collaborate with reliable third-party service providers who support us in:
Website hosting and technical support
Customer relationship management systems
Platforms for email marketing and communication
Analytics and business intelligence solutions
Services for cybersecurity and data protection
5.3 Regulatory Obligations
Information may be disclosed when mandated by legal obligations or to:
Adhere to legal obligations and regulatory requirements
Comply with legitimate inquiries from governmental entities.
Safeguard our rights, property, and safety
Mitigate fraudulent activities or conduct inquiries into security breaches
6. Data Security and Safeguarding
6.1 Security Protocols
We employ thorough security protocols to safeguard your information:
Utilization of SSL/TLS encryption for secure data transmission
Access Controls: Implementation of role-based access and authentication systems
Routine evaluations: Security assessments and vulnerability testing
Employee Training: Programs on data privacy and security awareness
Physical security measures at our Mansarovar location
6.2 Data Retention Policy
We maintain personal information for the duration required to:
Achieve the objectives specified in this Privacy Policy
Adhere to legal and regulatory obligations
Address conflicts and uphold our contracts
Preserve business documentation for operational needs
7. Global Data Transfers
We provide services to over 500 hotels in more than 25 countries, which may involve the international transfer of your information. We implement necessary measures to ensure adequate protections are established, including:
Adequacy Decisions: Transfers to nations with sufficient data protection measures
Standard Contractual Clauses: Regarding transfers to other jurisdictions
Binding Corporate Rules: Frameworks for Internal Data Transfers
Consent: As mandated by relevant legislation
8. Cookies and Tracking Technologies
8.1 Categories of Cookies Utilized
Essential Cookies: Necessary for the functionality and security of the website
Analytics Cookies: To gain insights into website usage and enhance performance
Functional Cookies: Designed to retain your preferences and settings
Marketing Cookies: Utilized for targeted advertising, with consent obtained where necessary.
8.2 Administration of Cookies
Cookies can be managed via your browser settings. Disabling specific cookies may impact the functionality of the website.
9. Your Rights and Options
Your rights may vary based on your location.
9.1 Access and Portability
Please grant access to your personal information.
Request a copy of your data in a portable format.
9.2 Amendments and Revisions
Rectify any inaccuracies or omissions in the information provided.
Please ensure that your account details and preferences are updated accordingly.
9.3 Deletion and Restriction
Please initiate the process to remove your personal information.
Limit the processing of your data under specific conditions
9.4 Objection and Withdrawal Procedures
Oppose processing based on legitimate interests
Revoke consent for marketing communications
9.5 Exercising Your Rights
For the exercise of these rights, please reach out to us at:
Contact: privacy@thehotelbuddy.com
Contact Number: +91-72320 55559
Mail: G-111, RIICO Industrial Area, Hans Vihar, Mansarovar
10. Privacy of Minors
Our services cater specifically to business clients, and we do not intentionally gather information from individuals under the age of 18. Upon becoming aware of the collection of such information, we will take immediate action to ensure its prompt deletion.
11. Modifications to This Privacy Policy
This Privacy Policy may be updated periodically to reflect changes in our practices or relevant laws. We will inform you of significant changes via:
Notifications via email to registered business clients
Website notices are prominently featured on our homepage.
Account notifications available in your customer dashboard
12. Contact Details
12.1 Privacy Inquiries
For inquiries or issues related to privacy:
For inquiries related to privacy, please contact the Privacy Team at privacy@thehotelbuddy.com.
For general inquiries, please reach out to: contact@thehotelbuddy.com
Contact Number: +91-72320 55559
12.2 Corporate Address
The Hotel Buddy G-111, RIICO Industrial Area Hans Vihar, Mansarovar Rajasthan, India
12.3 Data Protection Officer
For important privacy concerns, please reach out to our Data Protection Officer at: dpo@thehotelbuddy.com
13. Applicable Law
This Privacy Policy is subject to the laws of India and any relevant international data protection regulations. All disputes shall be resolved in the appropriate courts located in Rajasthan, India.
14. Considerations Specific to the Industry
As a hotel supply marketplace, we recognize the distinct privacy considerations within the hospitality sector and ensure adherence to:
ISO 9001:2015 quality management standards
Best practices and guidelines for the hospitality industry
Regulations governing international trade for cross-border transactions
Standards for security in the payment card industry
Most Recent Review Date: January 1, 2025
Upcoming Review Date: January 1, 2026
