Privacy notice
StayEdge processes personal data on behalf of the hotels listed on the platform. We follow data minimisation and purpose limitation: we collect only what is needed for your booking and legally required guest verification.
Purpose. Your identity document details are used only to verify your identity for this hotel stay, as hotels are required to maintain a verified guest register.
What is processed. Document type, document number, the name and date of birth on the document and (if you upload it) an image of the document. The number is sent securely to our verification provider and only the last 4 digits are kept. Uploaded images are deleted immediately after reading.
What is stored. The verification result, the provider's reference ID and the masked document number — never your full Aadhaar or document number, and never the document image.
Who can see it. Only authorised front-desk staff and administrators of the hotel you booked. Every access is logged.
How long. Verification records are kept for 180 days and then purged.
Your rights. You may withdraw consent, request access, correction or erasure, or raise a grievance at any time from the Privacy centre. Withdrawal does not affect processing already done; you would then need to verify at the front desk.
Notice version 1.0
Record of personal data processed
| Data | Purpose | Basis | Storage | Retention |
|---|---|---|---|---|
| consent record (notice version, time, IP) Consent | Demonstrate valid consent | Legal obligation (accountability) | Database | Lifetime of related records |
| email Contact | Booking confirmations and service communication | Consent / legitimate use | Database, AES-256 encrypted + HMAC blind index | Until 1095 days after last stay (hotel-configurable) |
| phone Contact | Guest contact and de-duplication of profiles | Consent / legitimate use | Database, AES-256 encrypted + HMAC blind index | Until 1095 days after last stay (hotel-configurable) |
| address / city / state Contact | Guest registration and invoicing | Consent / legal obligation (guest register) | Database, address encrypted | Until 1095 days after last stay (hotel-configurable) |
| payment reference / amount / method Financial | Collect payment and reconcile | Contract / legal obligation (tax records) | Database (no card data; handled by gateway) | As required by tax law (typically 8 years) |
| first_name / last_name Identity | Identify the guest for booking, check-in and invoicing | Consent / legitimate use for the service requested | Database (plain text, tenant-isolated) | Until 1095 days after last stay (hotel-configurable) |
| date_of_birth Identity | Identity matching during verification (optional) | Consent | Database, AES-256 encrypted | Until 1095 days after last stay (hotel-configurable) |
| document_number Identity document | Verify guest identity via KYC API | Consent (explicit, purpose-specific notice) | NOT STORED – only masked last 4 digits + keyed HMAC | 180 days from verification |
| verification result / reference ID Identity document | Proof that identity was verified for check-in | Consent / legal obligation | Database | 180 days from verification |
| document image Identity document | Extract details via OCR API | Consent | Encrypted temporary file, deleted immediately after OCR processing | Minutes (processing only) |
| extracted name / DOB Identity document | Match document with guest profile | Consent | Database, AES-256 encrypted | 180 days from verification |
| booking_guests.name / age Stay | Record of occupants for the stay | Legal obligation (guest register) / legitimate use | Database | Until 1095 days after last stay (hotel-configurable) |
| IP address / user agent Technical | Security monitoring and accountability | Legitimate use (security) | Database (append-only) | As per security policy |
| API call metadata Technical | Usage metering and troubleshooting | Legitimate use | Database (PII redacted) | 90 days |
Contact our privacy team at privacy@yourcompany.com.