This Privacy Policy explains how ORA PMS collects, uses, stores, protects, and shares personal information when you visit our website, contact us, request a demo, start a free trial, use our software, or interact with any ORA PMS service.
ORA PMS is a hospitality management platform designed for hotels, guest houses, serviced apartments, B&Bs, and hotel groups. Our services may include Property Management Software, reservation management, channel manager connectivity, OTA integrations, direct booking tools, Google booking support, payment integrations, guest communication tools, review collection tools, reporting, and support services.
In this Privacy Policy, “ORA PMS”, “we”, “our”, or “us” refers to [Company Legal Name], trading as ORA PMS.
1. Who We Are
Company name: Tech Geni Limited
Trading name: ORA PMS
If you have any questions about this Privacy Policy or how we handle personal information, you can contact us using the details above.
2. Information We Collect
We may collect personal information when you use our website, contact us, request a demo, start a trial, subscribe to ORA PMS, or use our services.
This may include:
• Full name
• Company name
• Hotel or property name
• Job title
• Email address
• Phone number
• WhatsApp number
• Hotel address
• Website URL
• Number of rooms or properties
• OTA and channel manager requirements
• Billing and subscription details
• Messages, enquiries, and support requests
• Account login details
• System usage information
• Technical and security logs
3. Hotel and Property Data
When a hotel uses ORA PMS, we may process hotel and property information to provide the software and related services.
This may include:
• Hotel name
• Property address
• Room types
• Room numbers
• Rate plans
• Availability
• Pricing
• Taxes and fees
• OTA channel settings
• Direct booking settings
• Google booking settings
• Payment settings
• User and staff account details
• Operational reports
This information is used to set up, operate, support, and improve ORA PMS services.
4. Guest Data Processed Through ORA PMS
Hotels using ORA PMS may enter or receive guest data through the system. ORA PMS may process this data on behalf of the hotel.
Guest data may include:
• Guest name
• Guest email address
• Guest phone number
• Guest address
• Reservation details
• Check-in and check-out dates
• Room details
• Number of guests
• Booking source
• Payment status
• Guest notes
• Guest preferences
• Guest messages
• Review or feedback information
• Attachments or documents where enabled by the hotel
For guest data managed inside ORA PMS, the hotel is usually the data controller, and ORA PMS acts as a data processor. This means the hotel decides why and how guest data is used, and ORA PMS processes the data to provide the software and services.
If you are a hotel guest and have questions about your personal data, you should contact the hotel or accommodation provider that collected your information.
5. Information Collected Automatically
When you visit our website or use ORA PMS online services, we may automatically collect technical information.
This may include:
• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Date and time of visit
• Login activity
• Error logs
• Security logs
• System activity records
We use this information to keep our website and software secure, improve performance, fix technical issues, and understand how our services are used.
6. Cookies
Our website may use cookies and similar technologies.
Cookies may be used for:
• Website functionality
• Security
• Analytics
• Performance monitoring
• Remembering user preferences
• Improving website experience
• Marketing activity where permitted
You can manage cookies through your browser settings. If you disable cookies, some parts of the website or services may not work properly.
Where required by law, we will ask for consent before using non-essential cookies.
7. How We Use Personal Information
We may use personal information for the following purposes:
• To provide ORA PMS software and services
• To create and manage customer accounts
• To respond to demo requests and enquiries
• To provide customer support
• To process subscriptions and billing
• To configure hotel accounts, rooms, rates, and integrations
• To connect OTA channels and channel manager services
• To support Airbnb, Booking.com, Expedia, and other OTA connections
• To provide direct booking and Google booking services
• To manage payment integrations such as Stripe
• To support guest communication and review collection tools
• To send service updates and important account notices
• To improve our website, software, and user experience
• To monitor system security and prevent misuse
• To comply with legal, accounting, tax, and regulatory requirements
8. Lawful Basis for Processing
We only use personal information where we have a lawful reason to do so.
Depending on the situation, we may rely on:
Contract
We process personal information where it is necessary to provide ORA PMS services, manage accounts, deliver software features, provide support, and process subscriptions.
Legitimate Interests
We may process personal information where it is necessary for our business interests, such as improving our services, securing our systems, responding to enquiries, preventing fraud, and managing customer relationships.
Consent
We may rely on consent for optional marketing communications, non-essential cookies, or other activities where consent is required.
Legal Obligation
We may process personal information where required to comply with legal, tax, accounting, regulatory, or law enforcement obligations.
9. Direct Booking Services
If a hotel uses ORA PMS direct booking tools, we may process booking information submitted by guests through the hotel website or booking page.
This may include:
• Guest name
• Contact details
• Stay dates
• Room selection
• Number of guests
• Booking amount
• Payment status
• Special requests
• Booking source
This information is used to create and manage hotel reservations and provide direct booking services to the hotel.
10. Google Booking Support
If a hotel uses Google booking support through ORA PMS, we may process data required to show direct hotel pricing and support direct booking activity.
This may include:
• Hotel information
• Room availability
• Rates and pricing
• Booking links
• Reservation details
• Guest booking information
• Payment status
This helps hotels receive direct bookings through their own booking page without routing the booking through an OTA.
11. OTA and Channel Manager Integrations
ORA PMS may connect with third-party OTA platforms and channel manager services.
This may include platforms such as:
• Airbnb
• Booking.com
• Expedia
• Agoda
• Hotels.com
• Trip.com
• Other connected OTA and distribution channels
To provide these integrations, we may exchange:
• Hotel information
• Room availability
• Rates
• Reservation details
• Booking status
• Cancellation details
• Guest booking information
• Payment status
We only share this information where required to provide the requested integration or service.
12. Payment Processing
ORA PMS may support online payments through third-party payment providers such as Stripe.
Payment-related information may include:
• Booking amount
• Payment status
• Transaction reference
• Invoice details
• Refund records
• Billing history
Full card details are normally handled securely by the payment provider. ORA PMS does not store full card details unless this is done securely through an authorised payment provider using tokenisation or similar secure methods.
Payment processing is also subject to the privacy policy and terms of the relevant payment provider.
13. Guest Messaging and Mobile App
Where a hotel uses the ORA PMS guest mobile app or guest messaging service, we may process guest communication data.
This may include:
• Guest messages
• Hotel replies
• Message date and time
• Attachments sent by the guest
• Booking requests
• Contact details
• Hotel location access through Google Maps links or services
Guest messages may be received and managed inside ORA PMS so the hotel can communicate with guests more efficiently.
14. Review Collection
Where a hotel uses ORA PMS review collection tools, we may process guest feedback.
This may include:
• Guest name
• Booking reference
• Rating or emoji feedback
• Review comments
• Date of stay
• Hotel response status
This information may be used by the hotel to understand guest satisfaction, improve service quality, and manage reputation.
15. BNBUK.co.uk Integration
If a hotel uses BNBUK.co.uk integration, we may process property and booking information needed to list the hotel and manage bookings.
This may include:
• Hotel name
• Hotel address
• Room details
• Rates and availability
• Booking details
• Guest contact details
• Payment or commission-related records
This information is used to support property listing, booking management, and booking channel services.
16. Marketing Communications
We may send marketing emails or messages about ORA PMS services, product updates, offers, or hospitality technology solutions where permitted.
You can unsubscribe from marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.
We may still send service-related messages, including billing notices, account updates, system updates, security alerts, and support communications.
17. Who We Share Data With
We may share personal information with trusted third parties where necessary to provide our services.
These may include:
• Cloud hosting providers
• Payment processors
• Email and communication providers
• IT and security providers
• OTA and channel manager partners
• Booking platforms
• Analytics providers
• Customer support tools
• Professional advisers such as accountants, lawyers, or auditors
• Regulators, authorities, or law enforcement where legally required
We do not sell personal information.
18. International Data Transfers
Some service providers, integration partners, or technology platforms may process data outside the United Kingdom or outside your country.
Where personal data is transferred internationally, we take appropriate steps to protect it in accordance with applicable data protection laws.
19. Data Security
We take appropriate technical and organisational measures to protect personal information.
These may include:
• Secure login controls
• Password protection
• Role-based permissions
• Encrypted transmission where applicable
• Access controls
• System monitoring
• Security logs
• Backups
• Staff access restrictions
• Regular maintenance and updates
However, no online system can be guaranteed to be completely secure. Users should keep login details confidential and contact us immediately if they suspect unauthorised access.
20. Data Retention
We keep personal information only for as long as necessary for the purposes described in this Privacy Policy.
Retention periods may depend on:
• Type of data
• Purpose of processing
• Customer account status
• Contractual requirements
• Legal and tax requirements
• Accounting records
• Security and audit requirements
• Dispute resolution needs
Where ORA PMS processes guest data on behalf of a hotel, retention may depend on the hotel’s own data retention policy or the settings agreed with the hotel.
When personal data is no longer required, we will delete, anonymise, or securely archive it where appropriate.
21. Your Data Protection Rights
Depending on your location and applicable law, you may have rights in relation to your personal information.
These rights may include:
• Right to access your personal information
• Right to correct inaccurate information
• Right to request deletion of your information
• Right to restrict processing
• Right to object to certain processing
• Right to data portability
• Right to withdraw consent where processing is based on consent
• Right to complain to a data protection authority
If you wish to exercise your rights, please contact us using the contact details in this Privacy Policy.
If your request relates to guest data managed by a hotel using ORA PMS, we may ask you to contact the hotel directly, or we may assist the hotel in responding to your request.
22. Children’s Privacy
ORA PMS services are designed for hotels and hospitality businesses, not for direct use by children.
We do not knowingly collect personal information from children for our own marketing or account purposes.
Where a hotel enters guest information relating to a child or family booking, the hotel is responsible for ensuring it has the appropriate lawful basis or consent where required.
23. Third-Party Links
Our website or services may contain links to third-party websites and services, including payment providers, OTA platforms, Google Maps, booking channels, or partner platforms.
We are not responsible for the privacy practices, security, or content of third-party websites. You should review the privacy policy of any third-party service before providing personal information.
24. Account Users and Passwords
Customers and authorised users are responsible for keeping login details secure.
You should not share your username or password with unauthorised persons. If you believe your account has been accessed without permission, you should contact us immediately.
Hotel administrators are responsible for managing staff access and permissions inside ORA PMS.
25. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, technology, or business operations.
When we update this policy, we will update the “Last updated” date.
We encourage users to review this Privacy Policy regularly.
26. Contact Us
If you have any questions about this Privacy Policy or how we handle personal information, please contact us:
Company: Tech Geni Limited
Trading name: ORA PMS
Questions about this policy? We're happy to help.
Contact us