Host Privacy Policy
Issued by: SERVROOM VERTEX AI LIMITED
Company Registration: 821631, Companies Registration Office, Ireland
Registered Address: The Black Church, St. Mary’s Place, Dublin 7, D07 P4AX, Ireland
Contact: [email protected]
Applies to: The ServRoom host dashboard and accounts of hosts, property owners, property managers, providers, vendors, and team members.
1. About This Policy
2. Personal Data We Collect
- Account data. Your full legal name, email address, phone number, password, country and city, and language preference. If you sign up or sign in with Google or Apple, we receive your name and email address from them under their own terms.
Verification data. Documents you provide to verify your account or your business, reviewed as part of account verification.
Business and listing data. Your units and their addresses, your services, items, prices, availability, branding, and the names and phone numbers of providers you register. You are responsible for informing the providers and team members whose details you register, and for giving them a copy of this Policy; we rely on you to do so.
Transaction data. The commercial record of orders and bookings made through the Platform: amounts, statuses, timestamps, and refunds. This record is the basis of your monthly Commission invoice and of our legal reporting. The guest details inside an order are Guest Data, processed on your behalf under the Host Terms of Use.
Tax and reporting information. Information EU law requires us to collect and verify about sellers on digital platforms, such as legal name, primary address, tax identification number, VAT number where available, and business registration details, together with transaction totals. See section 6.
Communications. Messages you exchange with guests through Guest Chat, and your correspondence with us. Your side of Guest Chat is your personal data under this Policy; the guest side is Guest Data, processed on your behalf under the Host Terms of Use.
Technical data. IP address, browser and device type, session timestamps, and interaction logs, recorded automatically to operate and secure the dashboard.
The account, verification, business, and transaction data described in this section is needed to open and operate an account; without it, we cannot provide the Platform or the relevant part of it. Providing tax information is a legal requirement, as described in section 6.
3. Purposes and Legal Bases for Processing
| Purpose | Data used | Legal basis (GDPR) |
|---|---|---|
| Creating and operating your account and providing the Platform | Account, business, listing, and transaction data | Article 6(1)(b), performance of a contract |
| Verifying your account | Verification data, account data | Article 6(1)(f), legitimate interests in a trusted platform |
| Invoicing the Commission | Transaction data, account data | Article 6(1)(b), performance of a contract |
| Keeping financial and accounting records | Transaction data, account data | Article 6(1)(c), legal obligation |
| Collecting, verifying, and reporting seller information to tax authorities (DAC7) | Tax and reporting information, transaction totals | Article 6(1)(c), legal obligation |
| Service communications about your account, orders, and the Platform | Account data | Article 6(1)(b), performance of a contract |
| Marketing our own services to you, with an opt-out in every message | Account data | Article 6(1)(f), legitimate interests in promoting our services to our business users |
| Operating, securing, protecting, and improving the Platform | Technical data | Article 6(1)(f), legitimate interests in a secure and functional platform |
| Establishing, exercising, or defending legal claims | All categories, as relevant | Article 6(1)(f), legitimate interests in protecting our rights |
| Complying with legal obligations that apply to us | All categories, as relevant | Article 6(1)(c), legal obligation |
4. Marketing
5. Who We Share Data With
- Guests. A guest staying at one of your units sees the information you configure for that unit: the services, items, prices, instructions, and branding available there.
Providers and team members. Where you work with a provider on an order, the details of that order needed to fulfil it are available to that provider. Providers and team members you register see the name of your business or account and the service information you assign to them.
- Service providers to ServRoom. We use selected cloud hosting, infrastructure, AI, and email and notification providers to run the Platform. They act as processors, handle personal data only under our instructions, and are bound by data-protection agreements.
Tax authorities. Seller information and transaction totals are reported to the Irish Revenue Commissioners under EU law, as described in section 6.
Professional advisers and legal disclosure. We may share data with our professional advisers, and disclose it where required by applicable law, regulation, court order, or a competent authority.
6. Tax Reporting (DAC7)
7. International Transfers
The Platform’s data is hosted on infrastructure located in the United States. Where personal data is transferred outside the European Economic Area, the transfer is carried out under an appropriate GDPR safeguard: an adequacy decision or certification under the EU-U.S. Data Privacy Framework, alongside Standard Contractual Clauses maintained as a documented fallback, or Standard Contractual Clauses directly, as applicable to the specific provider. You can request a copy of the applicable safeguard using the contact details in section 12.
8. Data Retention
- Account, verification, business and listing, and communications data is retained for the life of your account, then deleted or anonymised within a short period after closure, except where the law requires longer retention.
- Transaction, invoicing, and tax and reporting data is retained for the periods required by financial, tax, and platform-reporting law, regardless of account closure.
- Technical data is retained for a short operational period for security and troubleshooting, then deleted or aggregated.
9. Security
10. Cookies and Similar Technologies
11. Your Rights
Subject to the conditions in the GDPR, you have the right to access your personal data, to have it rectified or erased, to restrict or object to its processing, and to receive it in a portable format.
Your right to object. Where processing is based on legitimate interests, you have the right to object at any time, on grounds relating to your particular situation, by contacting us using the details in section 12. The processing will then stop unless there are compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is needed for legal claims. You also have the right to object at any time to the processing of your data for direct marketing, and we will stop.
12. Contact and Complaints
For any question, request, or complaint about this Policy or how your personal data is handled, contact:
SERVROOM VERTEX AI LIMITED
The Black Church, St. Mary’s Place, Dublin 7, D07 P4AX, Ireland
Email: [email protected]
We have not appointed a Data Protection Officer, as one is not required at our current scale. The contact point for all data-protection matters is [email protected].
If you are not satisfied with our response, you have the right to lodge a complaint with the Irish Data Protection Commission (www.dataprotection.ie) or with the data protection supervisory authority of the EEA country where you live or work.