LEGAL

Privacy Policy

Last updated: 9 June 2026

This Privacy Policy explains how RoomCheck (“RoomCheck”, “we”, “us”, “our”) collects, uses, shares and protects personal information when you visit roomcheck.co.za, sign up for or use the RoomCheck platform, in-room devices and related services (together, the “Service”). RoomCheck is operated from Cape Town, South Africa, and processes personal information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”).

RoomCheck is a tool that hotels use to run their operations. For information that a hotel loads into the Service about its staff and guests, the hotel is the “responsible party” (data controller) and RoomCheck acts as its “operator” (data processor), processing that information on the hotel’s instructions. For information we collect directly — such as from website visitors, prospective customers and account contacts — RoomCheck is the responsible party.

1. Information we collect

a. Account & hotel information

When a hotel signs up or is set up on RoomCheck, we collect the hotel’s name, contact details, physical location and map coordinates, logo, configured rooms and areas, subscription/plan details, and the name and email of account administrators.

b. Staff information

To route requests and send notifications, hotels add staff members. We process staff names, roles, the WhatsApp phone number(s) and/or email used to receive notifications and log in, on-duty status, and a record of actions taken (for example, which requests a staff member resolved).

c. Guest & room activity

When a guest taps a status on an in-room device (for example “Room service” or “Do not disturb”), we record the room identifier, the status raised, and the time it was raised and resolved. The in-room devices do not ask guests for, or collect, their names or other identifying details.

d. Device telemetry

From the in-room hardware we collect device identifiers, pairing and configuration data, online/offline status, battery level, firmware version and heartbeat timestamps.

e. Website, sign-up & enquiry data

When you use our contact form, sign-up form or homepage enquiry, we collect the details you submit — such as your name, email address, hotel name, number of rooms, location and any message — so we can respond and set you up.

f. Technical & usage data

Like most online services, we automatically receive your IP address, browser and device information, and basic usage data, and we store small amounts of data in your browser (see “Cookies and local storage” below).

g. Communications

We keep records of emails and WhatsApp messages exchanged through the Service for support, notification, audit and dispute-resolution purposes.

2. How we use information

We use personal information to:

provide, operate, secure and improve the Service;
create and manage hotel accounts and staff access;
route guest requests to the right staff and send notifications by WhatsApp, email and push;
monitor device health and connectivity;
generate reports, analytics and audit logs for the hotel;
respond to enquiries, sign-ups and support requests;
send service, billing and (where permitted) marketing communications; and
comply with our legal obligations and protect against fraud and abuse.

We process personal information where it is necessary to perform our contract with you, to pursue our legitimate business interests in a balanced way, to comply with the law, or on the basis of your consent (which you may withdraw at any time).

3. WhatsApp messaging

RoomCheck sends and receives messages through the WhatsApp Business Platform, operated by Meta. If a hotel adds a staff member’s WhatsApp number, that number is used to deliver shift check-ins, request notifications and to let the staff member resolve requests. Your use of WhatsApp is also subject to Meta’s own terms and privacy policy.

4. Cookies and local storage

We use strictly necessary cookies and browser local storage to keep you signed in, to remember preferences (such as whether you have seen the guided product tour), and to keep the Service secure. We do not use advertising or cross-site tracking cookies. You can clear or block this storage in your browser, though parts of the Service may then not work.

5. How we share information

We do not sell personal information. We share it only:

with the hotel you interact with, and that hotel’s authorised staff (for guest and staff activity);
with trusted service providers (operators) who help us run the Service such as WhatsApp/Meta, Google and others.
where required by law, regulation, legal process or a lawful request; and
in connection with a business sale, merger or reorganisation, subject to this Policy.

We require our service providers to protect personal information and to use it only to provide services to us.

6. International transfers

Some of our service providers store and process data outside South Africa. Where we transfer personal information across borders, we take reasonable steps to ensure it is protected by a comparable level of safeguards, as required by POPIA.

7. How long we keep information

We keep personal information for as long as needed to provide the Service and for legitimate business and legal purposes — for example, to maintain a hotel’s historical request and audit records. When information is no longer required, we delete or anonymise it. A hotel may request export or deletion of its account data as described in our Terms of Service.

8. How we protect information

We use appropriate technical and organisational measures to protect personal information, including encryption in transit, access controls and authentication, scoped per-hotel data access, and reputable cloud infrastructure. No system is completely secure, but we work to safeguard your information and will notify affected parties and the Information Regulator of a compromise where the law requires.

9. Your rights

Subject to POPIA, you have the right to:

access the personal information we hold about you;
request correction or deletion of inaccurate or outdated information;
object to certain processing, including direct marketing;
withdraw consent where we rely on it; and
lodge a complaint with the Information Regulator of South Africa.

If your information was provided to us by a hotel (for example, as a staff member), please direct access or deletion requests to that hotel, and we will assist them as their operator. To exercise any right, contact us using the details below.

Information Regulator (South Africa): inforegulator.org.za.

10. Children

The Service is intended for hotels and their staff and is not directed at children. We do not knowingly collect personal information from children.

11. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and change the “Last updated” date. Significant changes will be communicated where appropriate.

12. Contact us

For any privacy question or request, or to reach our Information Officer, email hello@roomcheck.co.za. RoomCheck is operated from Cape Town, South Africa; our full registered company details are available on request.