Privacy Policy

Last updated: January 16, 2025

1. Introduction

RoostSync ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform and related services (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, and password when you create an account
• Property Information: Property details, addresses, photos, amenities, and pricing you add to the platform
• Booking Data: Guest information, reservation details, and booking history
• Payment Information: Billing details and payment method information (processed securely through Stripe)
• Communications: Messages, support requests, and feedback you send us

2.2 Information Collected Automatically

• Usage Data: How you interact with the Service, features used, and actions taken
• Device Information: Browser type, operating system, device identifiers, and IP address
• Cookies: We use cookies and similar technologies to maintain sessions and improve user experience
• Log Data: Server logs including access times, pages viewed, and referring URLs

2.3 Information from Third Parties

• OTA Integrations: When you connect booking platforms (Airbnb, Booking.com, etc.), we receive booking and calendar data
• Authentication Providers: If you sign in via Google or other providers, we receive basic profile information

3. How We Use Your Information

We use the collected information to:

• Provide, maintain, and improve the Service
• Process bookings and manage your properties
• Sync data with connected booking platforms
• Process payments and send invoices
• Send service-related notifications and updates
• Respond to your inquiries and provide customer support
• Analyze usage patterns to improve our platform
• Detect and prevent fraud and abuse
• Comply with legal obligations

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

4.1 Service Providers

We share data with trusted third parties who assist in operating our Service:

• Firebase/Google Cloud: Hosting and database services
• Stripe: Payment processing
• SMTP2GO: Email delivery
• OTA Platforms: Booking synchronization (only data necessary for integration)

4.2 Legal Requirements

We may disclose information if required by law, court order, or government request, or to protect rights, property, or safety.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.

4.4 With Your Consent

We may share information for other purposes with your explicit consent.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security assessments and monitoring
• Limited employee access to personal data
• Secure data centers with physical security measures

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. After account deletion:

• Personal data is deleted within 30 days
• Backup copies are purged within 90 days
• Anonymized analytics data may be retained indefinitely
• Data required for legal compliance is retained as required by law

7. Your Rights and Choices

You have the following rights regarding your data:

7.1 Access and Portability

You can request a copy of your personal data in a structured, machine-readable format.

7.2 Correction

You can update or correct your information through your account settings or by contacting us.

7.3 Deletion

You can request deletion of your account and personal data. Some data may be retained for legal compliance.

7.4 Opt-Out

You can opt out of marketing communications while still receiving essential service notifications.

7.5 Data Processing Objection

You can object to certain data processing activities where we rely on legitimate interests.

To exercise these rights, contact us at privacy@roostsync.com.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by relevant authorities
• Data processing agreements with service providers
• Compliance with applicable data protection frameworks

9. Children's Privacy

The Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

10. Cookies and Tracking

We use cookies and similar technologies for:

• Essential Cookies: Required for the Service to function (authentication, security)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how the Service is used

You can control cookies through your browser settings, but some features may not function properly without them.

11. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the new policy on this page
• Updating the "Last updated" date
• Sending an email notification for material changes

Your continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: privacy@roostsync.com
• General Inquiries: hello@roostsync.com

14. Jurisdiction-Specific Rights

For EU/EEA Residents (GDPR)

You have additional rights under the General Data Protection Regulation, including the right to lodge a complaint with a supervisory authority.

For California Residents (CCPA)

California residents have the right to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

For Philippine Residents (Data Privacy Act)

Philippine residents have rights under the Data Privacy Act of 2012, including the right to be informed, object, access, correct, and data portability.