Privacy Policy

Privacy Policy for Elina PMS

Last updated: November 10, 2025

Introduction

Elina PMS (“we”, “our”, “us”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website (https://www.elinapms.com/) and property management software, whether as a guest, client, staff, or contractor.

What Data We Collect

We may collect and process the following types of personal information:

  • Name, email address, company, contact details

  • Booking and reservation details

  • Payment information (securely processed via integrated payment gateways)

  • Usage and access records for users of our software and services

  • Communication records (e.g. emails, support tickets, chat, phone interactions)

  • Device, browser, and access log information for security and performance monitoring

  • Guest profile information as required for property management and hospitality operations

How We Collect Information

We gather data when you:

  • Register for or use our PMS software and services

  • Book accommodations using our booking engine

  • Communicate with support or the ElinaCares concierge team

  • Interact with our website, participate in demos, or use integrated apps

  • Complete forms for onboarding, upgrades, or support

Purpose of Data Use

Your data is used for:

  • Providing and improving our property management software and services

  • Managing reservations, guest and client relationships, and support

  • Processing payments and invoicing

  • Personalizing your experience and upselling relevant services

  • Meeting legal, accounting, and compliance obligations

  • Security and system performance monitoring

Lawful Basis

We process personal data:

  • To fulfill our contractual obligations with clients and guests

  • To comply with legal and regulatory requirements

  • Based on legitimate interests in improving our services, marketing, and security

  • With explicit consent where required

Data Retention

Personal data is stored only for as long as necessary for business and legal purposes, or as mandated by law. Typical retention aligns with industry standards and legal requirements. You are informed at the point of data collection how long your data will be retained.​

Disclosure and Transfers

Data may be shared with:

  • Channel partners, payment processors, and integrated app providers

  • Support and onboarding teams (for service delivery only)

  • Legal authorities if required by law

We do not sell your personal data. Any transfers outside the UK/EU comply with applicable data protection regulation.

Data Security

  • Access is restricted to authorized users only, with system-wide tracking and robust password protection

  • API and software uptime is maintained at industry standards (100% in 2025)

  • Integrated security measures prevent unauthorized access or breaches

Your Rights

As a data subject, you have:

  • Right of access to your data

  • Right to rectification and erasure (right to be forgotten)

  • Right to restrict or object to processing

  • Right to data portability

  • Right to withdraw consent for specific uses

  • Right to lodge complaints with the Information Commissioner’s Office (ICO)

How to Exercise Your Rights

For any requests regarding your personal data, please contact our ElinaCares concierge support at [email protected] or via our website contact form. If you have concerns, you may contact the ICO directly.

Changes to This Policy

We may amend this Privacy Policy from time to time. The latest version will be published on our website with the “last updated” date.

This policy is designed specifically for a UK-based hospitality software provider, referencing latest GDPR guidance and industry standards for reservation and property management technology.