Last updated · 3 November 2026
Ovimore builds software for hotels. Hotels connect their commercial systems to the Ovimore app, such as their property management system, accounting and point of sale, and we turn that data into reports, dashboards and AI agents. This policy explains which personal data we process for that, why, who helps us, how long we keep it and what your rights are. It covers the Ovimore app at app.ovimore.com, our contact with customers and prospects, and this website.
1. Who we are and what our role is
Ovimore is operated by Revenue Guru B.V., Anthony Fokkerweg 21, 1059 CN Amsterdam, the Netherlands, registered with the Dutch Chamber of Commerce (KvK) under number 88734056. We are reachable at hello@ovimore.com.
Our role depends on the data:
- Processor. For the data a hotel brings into the app from its own systems, the hotel is the controller and we process the data on its behalf and on its instructions. The agreement with the hotel, including the data processing terms, governs that processing. The hotel chooses which systems it connects; those systems are not our sub-processors.
- Controller. For the accounts of app users, for our contact with customers and prospects, and for this website, we decide what is processed and why.
2. Which personal data we process
Data hotels bring into the app
We only retrieve data after an authorised user of the hotel connects a system, through that system's own authorisation screen. Connections are read-only: we do not change data in the connected system. We retrieve only what the hotel's reports need, and we leave out personal data wherever the reports can do without it:
- Guests: only a nationality code. We do not store guest names, email addresses, phone numbers or payment details.
- Reservations: dates, rooms, amounts, channel, the name of a company or travel agent, and a group name.
- Items on a guest bill: the item description and the free-text name on the bill. That name can contain a guest's name, because hotels type it in themselves.
- Events and meetings: bookings and amounts, and company names. Names, email addresses and phone numbers of contact persons are left out.
- Accounting (such as Exact Online): the chart of accounts, journal entry lines with amount, date, account, cost centre and description, the name of the customer or supplier, balances and budgets. A supplier can be a natural person, such as a sole trader.
- Staff: only hours and wage costs per department per day, never traceable to an individual employee.
- Payouts from booking platforms: booking numbers and amounts, no bank account numbers or guest names.
Users of the app
Name, email address, role, job title, profile photo, the hotels you have access to, and when you sign in. Sign-in happens with a one-time code by email or with your Google account; we do not store passwords.
Conversations with agents
The text a user types or pastes into an agent in the app, and the agent's answers.
Technical logs
Error messages and logs we need to keep the app running. These sometimes contain a user's email address.
Use of the Claude connector
When you connect Ovimore to your own Claude (the Ovimore MCP connector), we record each call Claude makes on your behalf: which user and organisation, which tool, the hotel and period asked about, how long it took and whether it returned an answer. When Claude cannot answer a question with our tools, it can send us a short description of what was missing, after asking you. That description is meant to describe the capability, not the case, and is limited to 200 characters. We use these records to keep the connector working, to limit excessive use and to decide what to build next.
Customers, prospects and other business contacts
Name, business email address, phone number, company and role, and our correspondence and notes of conversations with you.
This website
When you use the contact form, we receive your name, your hotel, your email address or phone number, and your message, plus the page you sent it from. We use them only to get back to you. Our hosting provider records standard server logs (IP address, browser type, page requested, time) for the operation and security of the site. We also count visits with Vercel Web Analytics: which page was viewed, the referring site, any campaign tag in the link, the approximate location (country and city), and the browser and device type. It sets no cookies; visitors are counted through a hash that changes every day, so a visit cannot be traced back to you. See section 10 for cookies.
3. Why we process it and on what basis
- Delivering the app to the hotel (syncing data, reports, dashboards, agents): on the instructions of the hotel, under our agreement with it.
- Running your user account (sign-in, access rights, service emails): performance of the agreement.
- Securing the app and fixing faults (logs, audit trail, abuse prevention): our legitimate interest in a secure and working service.
- Sales and customer contact (answering questions and contact requests from the website, proposals, keeping in touch): pre-contractual steps, performance of the agreement, or our legitimate interest in doing business. You can object at any time.
- Administration (invoicing, bookkeeping): legal obligation.
4. Use of artificial intelligence
Some features of the app use AI to write text for the hotel, such as a draft monthly financial report with explanations of variances, and agents that prepare lists or answer questions about the hotel's own data. For this we send an AI model (Claude, from Anthropic) only what is needed for the task: what the user types or pastes into the agent, and the figures the agent retrieves. For the monthly financial report that includes entry descriptions and supplier names from the accounting system.
Anthropic does not use this data to train its models, and deletes it within 30 days. It keeps data longer only when its systems flag possible misuse. AI output is always a draft or a suggestion for a person at the hotel: we do not use AI to take decisions about people.
Your own Claude. The Ovimore connector for Claude is different: you choose to connect it, in your own Claude account. Claude then reads, on your behalf, the hotel figures that our tools return, for the properties your Ovimore account can open. The connector is read-only: Claude cannot change anything in Ovimore. What Claude does with those figures, and how long Anthropic keeps your conversations, falls under the agreement between you and Anthropic for your Claude account, not under this policy. Our tools mostly return aggregated figures, such as occupancy and revenue per day or per segment. Some return the names of companies, travel agents and reservation groups, and a group's name can contain the surname of the person who booked it. They never return guest email addresses, phone numbers or payment details.
5. Who we share personal data with
We do not sell personal data. The app runs on the following providers (sub-processors). They process data only on our instructions, under a data processing agreement:
- Supabase: database, sign-in and backups. Ireland (AWS eu-west-1).
- Vercel: hosting of the app and this website, and the visit counting on this website. The app's server functions run in Dublin, Ireland.
- Railway: the service that synchronises data from connected systems. The Netherlands (Google Cloud europe-west4).
- Anthropic: the AI model behind the features in section 4. United States.
- Resend: sends invitation and notification emails. United States; it receives only users' email addresses and the email itself.
- Google: only when a user chooses to sign in with Google.
- HubSpot: receives what you send through the contact form on this website and keeps our contact with customers and prospects. European Union (HubSpot's EU data centre).
For the rest of our business administration we use providers for email and bookkeeping. They receive only the business contact data described in section 2.
Where a provider processes data outside the European Economic Area, we rely on the EU-US Data Privacy Framework or the European Commission's standard contractual clauses.
We only share data with government authorities when the law requires us to, and we check each request before we answer it.
6. How long we keep it
- Hotel data: as long as the agreement with the hotel runs. When the agreement ends we delete all of the hotel's data and users within 30 days. Deleting an organisation removes all its data and users at once.
- Data from a disconnected system: when a hotel disconnects its accounting system, the data retrieved from it is deleted automatically, normally within a day.
- Conversations with agents: 90 days after the last message, then deleted automatically.
- Backups: made daily and kept for 7 days, then deleted automatically. Deleted data is therefore gone from every backup within 7 days.
- Records of Claude connector calls: as long as the hotel's agreement runs, and deleted with the organisation's other data when it ends.
- Technical and server logs: a few days, at most 30 days.
- User accounts: until the account is removed or the hotel's agreement ends.
- Business contacts: as long as we have a business relationship or an ongoing conversation. We delete them earlier on request.
- Invoices and bookkeeping: seven years, as Dutch tax law requires.
7. How we protect it
- All data is encrypted in transit (HTTPS with HSTS) and at rest.
- The keys and tokens a hotel gives us to connect its systems are additionally encrypted with AES-256.
- Each organisation and hotel only sees its own data. This is enforced in the database itself (row level security), not only in the app.
- Sign-in is passwordless, with a one-time code by email or with Google.
- Administrative actions are recorded in an audit log.
- The app uses no third-party analytics or tracking tools.
- Changes to the app are tested before they go live, and every change is traceable.
8. Withdrawing access to a connected system
A hotel can stop our access at any time, in two ways: disconnect the system in the Ovimore app, or revoke our access in the connected system itself (in Exact Online, for example, under app permissions). Either way, retrieval stops immediately. Deletion follows section 6.
To stop Claude's access to Ovimore, remove the Ovimore connector in Claude (Customize, then Connectors). You can also email hello@ovimore.com and we revoke Claude's access on our side. When your Ovimore account is removed, Claude's access ends with it.
9. Your rights
Under the GDPR you have the right to access your personal data, to have it corrected or deleted, to restrict its processing, to object to it, and to receive it in a portable format. Email hello@ovimore.com with the subject "Privacy request". We may ask you to confirm your identity. We answer within one month; for complex requests we may extend that by two months and tell you why.
If your request concerns data a hotel brought into the app, we pass it on to that hotel and help it answer. You can also file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.
10. Cookies
The app uses only cookies that are strictly necessary to keep you signed in. This website places no analytics or marketing cookies; the visit counting described in section 2 works without them. If we add those, we will ask for your consent first and update this policy.
11. Changes to this policy
We update this policy when our processing or our company details change. The current version is always on this page, with the date at the top. We inform customers of substantial changes by email.
12. Contact
For anything about privacy, including requests: hello@ovimore.com, or by post to Revenue Guru B.V., Anthony Fokkerweg 21, 1059 CN Amsterdam.