Privacy Policy for HEM Housekeeping

1. Operator and responsibility for data

The technical operator of the HEM Housekeeping app is:

The hotel as controller of work-related data

The app is provided to hotels as a work tool. The hotel that created a user’s account and assigns their work generally determines the purpose and scope of processing data about employees, tasks, rooms, work records, photos and videos. For this data, the relevant hotel is the personal data controller, and JAMAsoft processes it on the hotel’s instructions as a processor.

JAMAsoft as controller

JAMAsoft is an independent controller of data it needs to secure and operate the service, manage access, resolve incidents, communicate with support users and protect its rights. If you are unsure who controls a particular item of data, contact us; we will forward the request to the responsible hotel or handle it according to our role.

2. What data we process

Depending on how the app is used, the following categories of data may be processed:

• Account and identification: username, display name, user identifier, assigned hotel and user role.
• Work and operational data: assigned rooms and tasks, type of work, cleaning status, start, pause and completion times, collaboration with other staff, additional work, inspections, minibar, laundry, reception requests and quality records.
• User content: work notes, photos and videos captured or selected by the user to document completed work. Videos recorded by the app contain no audio.
• Technical and security data: session identifiers, request time, IP address, technical server communication logs, media checksums, information needed to retry an interrupted operation, and error or security event records.
• Support data: contact details and correspondence provided by the user or hotel when resolving a request.
• Apple diagnostics: if a user enables sharing diagnostics with developers on their device, Apple may provide us with limited app crash or performance information according to the user’s settings and Apple’s rules.

We use the password only to verify sign-in. We do not store it in readable form in the app. The sign-in session is protected by iOS system mechanisms.

Data the app does not use

HEM Housekeeping does not use advertising identifiers, track users across apps and websites, or contain third-party advertising or analytics SDKs. The app does not require location, contacts or microphone access, and does not record audio. We do not use personal data for targeted advertising, profiling or automated decision-making with legal or similarly significant effects.

3. Why we process data

We process data only to the extent necessary for the following purposes:

• user authentication and secure access to the correct hotel,
• assigning, performing and recording hotel tasks,
• synchronizing work between housekeepers, reception and other authorized hotel roles,
• documenting completed work through notes, photos and videos,
• resolving errors, support requests, security incidents and service misuse,
• protecting system integrity, availability and reliability,
• meeting legal obligations and protecting legal claims.

JAMAsoft processes work-related data according to the relevant hotel’s instructions and agreement. We process operational and security data as necessary to perform the contract, meet legal obligations and pursue our legitimate interest in providing a secure service. Where consent is required for particular processing, it may be refused or withdrawn without affecting the lawfulness of processing before withdrawal.

4. Device permissions

• Camera: used only after a user action to take a photo or video documenting a work task.
• Photo and video selection: Apple’s system picker gives the app access only to items selected by the user.

Permissions can be changed in iOS Settings. Refusing camera access limits only tasks for which capturing media is necessary.

5. Who may access data

We do not sell data. To the extent necessary, it may be accessed by:

• authorized staff and administrators of the hotel to which the account is assigned,
• authorized JAMAsoft staff operating, securing and supporting the service,
• server infrastructure, hosting, backup or technical support providers that process data under contractual instructions and confidentiality obligations,
• Apple when distributing the app and providing system services or user-enabled diagnostics,
• public authorities where disclosure is required by law or an enforceable decision.

The service is primarily intended for customers in the Czech Republic and the European Economic Area. If a supplier processes data outside the European Economic Area, we use appropriate legal safeguards required by European Union law, such as an adequacy decision or standard contractual clauses.

6. How long we retain data

We do not retain data longer than necessary for the purposes described:

• Accounts and work records are retained for the period determined by the relevant hotel according to its employment, operational and legal requirements, and for the duration of the service. After the service ends, we delete or hand them over according to the hotel agreement, except for data we must retain for legal obligations or legal claims.
• Photos and videos are retained on the device only until secure upload and attachment to the relevant task are complete, or as long as needed to retry an interrupted transfer. Server retention follows the relevant hotel’s instructions and retention settings.
• Local cache, operation queue and sign-in session are continuously replaced with current data and deleted on sign-out, session invalidation or according to the app lifecycle, unless retention is needed to complete synchronization that has already started.
• Security and operational records are retained only as long as necessary to detect incidents, maintain operations, handle complaints and protect legal claims; they are then deleted or anonymized.
• Support correspondence is retained while resolving the request and afterwards as necessary to document its resolution and protect legal claims.
• Backup copies are gradually overwritten according to the secure backup cycle; relevant deletion requests are carried over to a restored environment.

The user’s hotel can provide the specific retention period for work-related data. We regularly review retention criteria and delete or anonymize data once the purposes and legal grounds for retaining it no longer apply.

7. How we protect data

We use appropriate technical and organizational measures suited to the service. These include encrypted HTTPS communication, separation of hotel data, access permission management, protection of sign-in sessions through iOS system mechanisms, integrity checks for operations and media, limited support access and operational auditing.

No system can guarantee absolute security. If you suspect account misuse, lose a device or experience a security incident, promptly inform your hotel and JAMAsoft support. Never email your password or disclose it to support.

8. Your rights

To the extent provided by law, you may request:

• information on whether and how your personal data is processed, and access to it,
• rectification of inaccurate or completion of incomplete data,
• erasure of data where there is no longer a legal ground for processing it,
• restriction of processing,
• data portability where statutory conditions are met,
• to object to processing based on legitimate interest,
• to withdraw consent where processing is based on consent.

The hotel creates and manages HEM Housekeeping accounts. Requests to close an account or delete work-related data should therefore primarily go to your hotel administrator. You may also contact JAMAsoft; we will handle the request according to our role or securely forward it to the relevant hotel. Some data cannot be deleted immediately where retention is necessary to meet a legal obligation, protect others’ rights or protect legal claims.

If you believe your data is being processed in breach of applicable law, you have the right to lodge a complaint with the Czech Office for Personal Data Protection, Pplk. Sochora 27, 170 00 Prague 7.

9. Children

HEM Housekeeping is a B2B work app intended for authorized hotel staff. It is not intended for children or their registration.

10. Changes to this policy

We may update this policy when the service, legal requirements or processing practices change. The current wording will always be published on this page with an effective date. If a change is material, we will inform users or customer hotels appropriately.

11. Contact

Send questions, personal data requests and security incident reports to:

Include the hotel assigned to your account and a description of your request. Do not send your password or photos of identity documents until we have agreed a secure identity verification method with you.