Introduction
Notify My Guest ("we", "our", or "us"), operated by Spawnr LLC, helps hospitality professionals communicate with their guests, including automated WhatsApp messaging, booking and calendar synchronisation, cleaning coordination, and related tools. This Privacy Policy explains what personal data we process, why, and the rights you have under the EU General Data Protection Regulation (GDPR) and applicable local law.
It covers our website, the host dashboard, and the cleaner workspace. It does not cover the third-party services you choose to connect, such as your property management system, which have their own privacy policies.
Our Role: Controller and Processor
Our responsibilities depend on whose data is involved.
As a data controller, we decide how and why personal data is processed for your account as a host or cleaner, for billing, for visitors to our website, and for securing and improving the service.
As a data processor, we act on your instructions when you use the platform to message your guests. The guest personal data you add or import (for example names, phone numbers, and booking details) is processed on your behalf. You remain the controller of that data and are responsible for having a lawful basis to share it with us. When we process it on your behalf, we act as your processor under Article 28 GDPR.
Information We Collect
Account data (hosts and cleaners)
- Name, email address, and phone number
- Business and property details
- Login credentials, stored in hashed form by our authentication provider
- Subscription, plan, and billing status
- Support messages and other correspondence with us
Guest data (processed on your behalf)
- Guest names and contact details, including phone numbers
- Booking and reservation details, such as dates and property
- The content of messages sent to and received from guests
Technical and usage data
- IP address, browser and device information (user-agent)
- Pages viewed and actions taken in the app
- Product analytics, heatmaps, and session-replay recordings when analytics are enabled
- Error and performance diagnostics
- Fraud-prevention signals processed by Cloudflare Turnstile, such as IP address, TLS fingerprint, user-agent, site key, and page origin
Payment card details are entered directly with our payment provider and are not stored on our servers.
How We Use Your Information and Our Legal Basis
We process personal data for the purposes below. Where the GDPR applies, the legal basis for each purpose is shown in brackets.
- Provide, operate, and maintain the platform, including delivering messages to your guests (performance of our contract with you)
- Process payments and manage your subscription (performance of contract; legal obligation for accounting records)
- Provide customer support and respond to your requests (performance of contract; legitimate interests)
- Keep the platform secure and prevent fraud and abuse, including bot detection on public forms (legitimate interests)
- Diagnose errors and improve the reliability of the service (legitimate interests)
- Measure product usage through analytics, heatmaps, and session replay (consent)
- Send service messages and, where permitted, marketing communications (legitimate interests or consent, depending on the message)
- Comply with legal obligations and respond to lawful requests (legal obligation)
How We Share Information
We do not sell or rent your personal data. We share it only with the service providers ("sub-processors") that help us run the platform, and only as needed to provide the service:
- Supabase: database hosting, authentication, and file storage
- Stripe: payment processing and subscription billing
- WaSenderAPI: delivery of WhatsApp messages on your behalf
- Property management systems you connect, such as Smoobu: booking and calendar synchronisation
- Google (Gmail API): reading a mailbox you designate, only if you enable the Mail-to-WhatsApp feature
- Microsoft Clarity: product analytics, heatmaps, and session replay
- Sentry: error and performance monitoring
- Cloudflare: hosting, content delivery, and bot protection (Turnstile)
We may also disclose personal data when required by law, to enforce our agreements, or in connection with a merger, acquisition, or sale of assets.
International Data Transfers
Your account data and database are hosted in the European Union. However, Notify My Guest is operated by Spawnr LLC, a company based in the United States, and some of our sub-processors are also located in the United States. As a result, some personal data is transferred to the United States. For these transfers, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses.
Cookies and Similar Technologies
We use cookies and similar technologies that are strictly necessary to run the service, for example, to keep you signed in and to remember your language preference. We also use analytics and session-replay technologies (Microsoft Clarity) and error monitoring (Sentry) to understand how the service is used and to diagnose problems. You can block or delete cookies through your browser settings, although some features may not work as a result.
Data Retention
We keep personal data only for as long as necessary for the purposes described above. We retain guest and message data for as long as your account is active. When you delete your account, we delete or anonymise your personal data, except for records we are required to keep to comply with the law. Account and billing records may be kept for a limited additional period to meet legal, accounting, and tax obligations.
Your Rights
Under the GDPR, you have the following rights regarding your personal data:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your data (the "right to be forgotten")
- Restrict or object to certain processing
- Receive your data in a portable format
- Withdraw consent at any time, without affecting processing carried out beforehand
- Lodge a complaint with a data protection supervisory authority
To exercise these rights, contact us using the details below. If you are a guest of one of our customers, please contact that host directly, as they are the controller of your data; we will assist them as needed. If you are in the European Economic Area, you also have the right to lodge a complaint with your local data protection supervisory authority.
Data Security
We use appropriate technical and organisational measures to protect personal data, including encryption in transit and at rest, access controls, and the principle of least privilege. No method of transmission or storage is completely secure, but we work to protect your data and to notify you and the relevant authorities of any breach as required by law.
Children's Privacy
Our service is intended for businesses and is not directed at children. We do not knowingly collect personal data from children.
Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "last updated" date shown above. For material changes, we will provide additional notice where required.
Contact Us
If you have questions about this Privacy Policy or how we handle your data, contact us at:
- Email:
- contact@notifymyguest.com
- Controller:
- Spawnr LLC
- Address:
- 30 N Gould St, Ste N, Sheridan, WY 82801, United States