HOTEL PRIVACY
POLICY

This policy applies to:

• Hotel Owners — the registered account holder responsible for the hotel's Travdigi subscription and all activity under their account
• Hotel Managers — staff with elevated access to full guest data and report generation
• Hotel Staff / Employees — front desk and reception staff who use the QR scanner for guest check-in and check-out

By registering your hotel on Travdigi and using our hotel portal, you agree to this policy and confirm that your hotel will use Travdigi in compliance with applicable laws in your jurisdiction.

When your hotel registers on Travdigi we collect:

• Hotel identity: Hotel name, registered address, property type, number of rooms or beds
• Contact details: Email address, phone number, website
• Owner details: Owner name and contact email — used for account and billing communications
• Staff accounts: Names, email addresses, roles, and access levels of staff members you add to the portal
• Subscription data: Plan type, payment history, renewal dates
• Usage data: Check-in volumes, report generation history, portal activity
• Audit logs: Every action taken in the hotel portal — which staff member scanned a QR, generated a report, or viewed guest data — permanently logged with timestamp

Your hotel is the Data Controller for your guests' personal data. Travdigi processes this data on your behalf as Data Processor. This means:

• Your hotel is legally responsible for ensuring you have a lawful basis to collect guest identity data — hospitality laws in most countries provide this basis automatically
• Your hotel is responsible for informing walk-in guests that their details are being recorded digitally — Travdigi provides an on-screen prompt to assist with this
• Your hotel is responsible for ensuring staff use Travdigi only for its intended purpose — guest compliance records
• Your hotel is responsible for any misuse of guest data by your staff members
• Your hotel must not use Travdigi guest data for any purpose other than lawful compliance reporting

Travdigi enforces strict role-based access control at both application and infrastructure level. This cannot be overridden.

When checking in a guest without the Travdigi app, your staff collects the guest's name, mobile number, email address, and a photo of their government-issued ID.

Your hotel's responsibilities for walk-in check-ins:

• Inform the guest at the point of check-in that their details are being recorded digitally for compliance purposes — use the Travdigi on-screen prompt provided
• Capture the guest's email address accurately so they receive their automatic check-in confirmation
• Collect only the minimum required information — name, mobile, email, and ID photo
• Never use walk-in guest data for any purpose other than legal compliance

Hotel owners and managers can generate compliance PDF reports for submission to Authority, immigration, or other legal authorities when formally required.

• Reports are generated on demand — no pre-generated reports are stored anywhere
• Guest identity data is fetched in real time from the traveler's home country regional server at the moment of generation
• Combined with your hotel's check-in and check-out timestamps
• Delivered as a watermarked, timestamped PDF — tamper-proof and court-admissible
• Every report generation is permanently logged — who generated it, when, and for which guest

Travdigi operates a separate dedicated portal for authorized law enforcement authorities. Hotels should be aware:

• Authority access is restricted to their authorized geographic zone — city and state only. No cross-border or cross-state access exists.
• Every Authority access is timestamped, logged, and permanently audited
• Authority access guest records directly through their portal — they do not need to visit your hotel or request data from your staff
• Travdigi does not proactively share data with Authority — access occurs only under formal government authorization obtained before any law enforcement access is activated

Travdigi implements the following security measures protecting hotel and guest data:

• AES-256 encryption for all data at rest
• TLS 1.3 encryption for all data in transit between hotel portal and Travdigi servers
• Role-based access control enforced at application and infrastructure level
• Zero local storage — no guest identity data is stored on hotel devices or systems
• Watermarked tamper-proof PDF reports — Travdigi logo, timestamp, and audit reference on every page
• Dynamic single-use QR codes — rotating every 60 seconds, usable exactly once
• Complete permanent audit trails — every staff action logged with who, when, and what
• Regional data storage — guest identity documents stored in their home country's server based on citizenship
• Separate server infrastructure — hotel portal isolated from traveler app, authority portal, and tourism portal
• Verification video protection — all identity verification videos are watermarked with Travdigi logo and timestamp, cryptographically hashed using SHA-256 for tamper detection, stored in view-only mode with no download capability for any party including Travdigi founders and employees, and every view is permanently logged
• Two-system data architecture — profile data and biometric files stored in completely separate systems — a breach of one cannot compromise the other

Travdigi offers hotels a 3-month free period upon registration. After the free period, an annual subscription applies based on hotel size. Revenue is subscription only — hotels are never charged per check-in.

For current pricing information please visit www.Travdigi.com or contact hello@Travdigi.com

The traveler app is free for all travelers worldwide. No per-check-in charges apply to hotels at any time.

By registering on Travdigi, your hotel agrees to the following obligations:

• Use Travdigi only for its intended purpose — lawful guest identity verification and compliance record keeping
• Ensure all staff who use Travdigi are trained on correct usage and data handling responsibilities
• Never attempt to download, copy, screenshot, or share any guest identity data accessed through Travdigi
• Collect walk-in guest details accurately and completely — inaccurate records are the hotel's legal responsibility
• Generate compliance reports only when formally required by an authorized government authority
• Never use guest data for any commercial, marketing, or non-compliance purpose
• Report any suspected misuse of the Travdigi system by staff members to Travdigi immediately
• Keep hotel portal login credentials secure — never share credentials between staff members
• Notify Travdigi immediately in the event of any suspected unauthorized access to your hotel portal account
• Physical verification responsibility: While Travdigi provides digitally verified guest identity — hotel staff are responsible for physically cross-checking the guest's face against their ID document at check-in when required by local law, hotel policy, or when the guest's physical appearance raises reasonable concern. Travdigi's digital verification does not replace the hotel's duty of reasonable care at the point of check-in.
• Comply with all applicable local hospitality laws and guest registration requirements in your jurisdiction

If your hotel wishes to stop using Travdigi:

• Contact hello@Travdigi.com with subject "Hotel Account Cancellation"
• Request a full export of your hotel's guest records before cancellation if required for your own records
• Hotel portal access will be disabled within 30 days of cancellation request
• Guest check-in records are retained for the legally required period as described in Section 8
• All staff accounts associated with your hotel will be disabled simultaneously
• You will receive written confirmation of cancellation and data handling

We may update this policy as we expand to new markets, add features, or when laws change. When material changes are made:

• Registered hotels will be notified in advance by email before changes take effect
• Continued use of the hotel portal after the effective date constitutes acceptance of the updated policy
• Previous versions are available on request
• This policy is reviewed every 6 months and updated whenever we add new features, enter new markets, or when applicable laws change