Privacy Policy

1. Introduction

RhoHMS (“RhoHMS,” “we,” “our,” or “us”) is committed to respecting your privacy and protecting personal information processed through our website, software platform, and related services.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, create an account, use our hotel management services, or communicate with us.

By using our services, you acknowledge that you have read this Privacy Policy. Where consent is required by applicable law, we will obtain it separately.

2. Information We Collect

Depending on how you use RhoHMS and which features are enabled, we may collect the following categories of information.

A. Account and user information

• Full name, email address, and phone number.
• Login credentials and authentication information.
• Hotel or business name and property details.
• User roles, permissions, and account preferences.

B. Hotel and guest information

When hotels use RhoHMS to manage their operations, the platform may process information entered by authorized hotel personnel, including:

• Guest names and contact details.
• Reservation dates, room assignments, and booking history.
• Check-in and check-out information.
• Guest requests, service records, and relevant communication history.
• Billing details, invoices, and transaction records.

C. Business and operational information

• Room availability, rates, and occupancy information.
• Staff and operational records, where applicable.
• Financial reports and hotel management records.
• Information submitted through support requests or feedback forms.

D. Technical information

When you access our website or services, we may collect technical information such as IP address, browser type, device information, access logs, timestamps, and diagnostic data.

E. Cookies and similar technologies

We may use cookies or similar technologies to maintain sessions, support essential website functions, remember preferences, and understand website usage where such tools are enabled.

3. How We Use Your Information

We may process personal information to:

• Create and administer user accounts.
• Provide hotel management and reservation-related functionality.
• Support front-desk operations and guest services.
• Manage bookings, room assignments, invoices, and operational reports.
• Authenticate users and protect accounts against unauthorized access.
• Provide technical support and troubleshoot system issues.
• Maintain, monitor, and improve the performance of our services.
• Communicate important service notices and security updates.
• Process subscriptions or payments where applicable.
• Comply with applicable legal, regulatory, and accounting obligations.
• Establish, exercise, or defend legal claims where necessary.

We will use personal information only for specified, legitimate purposes and on an appropriate lawful basis.

4. Legal Basis for Processing

Where applicable, we rely on one or more lawful bases for processing personal information, including:

• Contract: Where processing is necessary to provide a requested service or fulfil an agreement.
• Legal obligation: Where processing is required by law.
• Legitimate interests: Where processing is necessary for legitimate business or security purposes and those interests do not override applicable privacy rights.
• Consent: Where you have freely given consent for a specified purpose and consent is the appropriate legal basis.
• Other lawful grounds: Where recognized by applicable data protection legislation.

Where processing relies on consent, you may withdraw that consent, subject to legal limitations and the consequences of doing so.

5. Hotel Guest and Customer Data

RhoHMS may process personal information that hotels and other business customers enter into the platform.

In these circumstances, the hotel or relevant customer will generally determine why guest information is collected and how it should be used. Depending on the circumstances, RhoHMS may process that information on the customer's behalf.

Hotels are responsible for ensuring they have an appropriate lawful basis to collect and use guest information, provide required privacy notices, and restrict access to authorized personnel.

If you are a hotel guest and want to access, correct, or delete information held by a particular hotel, you may need to contact that hotel directly. We will assist with applicable requests where appropriate and consistent with our legal obligations.

6. Sharing and Disclosure of Information

We do not sell personal information as part of our intended service practices.

We may disclose information where necessary to:

• Authorized hotel personnel and administrators.
• Hosting providers and infrastructure service providers.
• Payment processors and financial service providers, if payment features are enabled.
• Communication, analytics, or technical support providers, where used.
• Professional advisers, auditors, or insurers where necessary.
• Government authorities, regulators, or law enforcement where required by law.
• Relevant parties in connection with a business transfer, merger, or restructuring, subject to applicable legal requirements.

Third-party service providers should receive only the information reasonably necessary to perform their assigned functions and should be subject to appropriate safeguards.

7. Data Storage and International Transfers

Personal information may be stored on servers or infrastructure operated by RhoHMS or its service providers.

Depending on our hosting arrangements, information may be processed in Nigeria or other countries. Where personal information is transferred across borders, we will apply the safeguards and legal requirements applicable to that transfer.

We will not claim that all information is stored exclusively in Nigeria unless our actual infrastructure supports that statement.

8. Data Security

We use reasonable technical and organizational measures intended to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction.

Depending on the system configuration, these measures may include access controls, authentication, encrypted connections, backups, security monitoring, and restricted administrative permissions.

No internet-based system can be guaranteed to be completely secure. Users and hotel administrators should protect their login credentials, use strong passwords, and promptly report suspected security incidents.

Where required by applicable law, we will take appropriate steps to respond to and report personal data breaches.

9. Data Retention and Deletion

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business records, meeting legal obligations, resolving disputes, and enforcing agreements.

Retention periods may differ depending on the type of information, the customer's instructions, and applicable legal requirements.

When information is no longer required, we will take appropriate steps to delete it, anonymize it, or securely dispose of it, subject to lawful retention requirements and applicable backup procedures.

10. Your Privacy Rights

Subject to applicable law, you may have the right to:

• Request access to personal information held about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information where legally available.
• Request restriction of certain processing activities.
• Object to processing in circumstances provided by law.
• Request a copy of certain information in a portable format.
• Withdraw consent where processing relies on consent.
• Raise concerns with the relevant data protection authority.

These rights are subject to applicable exceptions and limitations. For example, we may need to retain certain records to comply with legal obligations.

To exercise a right, contact us using the details provided in the Contact Us section. We may need to verify your identity before responding.

11. Cookies and Website Analytics

Our website may use essential cookies and, where enabled, preference or analytics cookies to support functionality and understand how visitors use the site.

You can manage cookies through your browser settings and any cookie controls we make available. Disabling certain cookies may affect website functionality.

Where required by law, we will obtain consent before using non-essential cookies or similar tracking technologies.

12. Third-Party Services and Links

RhoHMS may integrate with third-party services or provide links to external websites.

Those services may have their own privacy policies and data-handling practices. We encourage you to review their policies before providing information or using their features.

Our responsibility for third-party processing depends on our relationship with the provider and applicable law.

13. Children's Privacy

RhoHMS is primarily intended for business and hotel operations. It is not designed to encourage children to create independent accounts.

Hotels may collect information relating to minors as part of legitimate guest registration or reservation activities. Hotels must ensure that such processing complies with applicable laws and safeguards.

14. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, business operations, or legal requirements.

When we make changes, we will update the “Last Updated” date on this page. Where required by law, we will provide additional notice or obtain consent before implementing material changes.

15. Contact Us

For questions about this Privacy Policy, requests concerning personal information, or privacy-related concerns, please contact the RhoHMS team through the official contact details published on our website:

• Website: https://rhohms.com/
• Email: Use your verified official RhoHMS support or privacy email address.

If RhoHMS processes personal information on behalf of a hotel, we may refer requests concerning that hotel's guest records to the relevant hotel where appropriate.