Room Mitra
Get 1 month free

Privacy Policy & Terms of Service

This Privacy Policy and Terms of Service (“Policy”) explain how Room Mitra (“we”, “our”, “us”) collects, uses, stores, and processes information when hotel staff (“users”, “you”) use the Room Mitra Staff App (“App”). By installing or using this App, you agree to this Policy.

1. Information We Collect

We collect only the data required for the App’s functionality. This includes:

  • Location Data (Precise / Background): Required for geofencing-based automatic check-in/out, duty status tracking, and task management. We do not track your location when not required.
  • Device Information: Device ID, OS version, network information, and performance logs.
  • Usage Data: App events, interactions, and crash logs.
  • Optional Data: If your hotel admin enters staff names, user IDs, or shift information.

2. How We Use Your Data

  • To enable geofencing and staff duty automation.
  • To route guest requests to the correct staff member.
  • To monitor app performance and reliability.
  • To comply with legal obligations.

3. Legal Basis for Processing

We comply with GDPR (EU), CCPA (USA California), and DPDP Act 2023 (India). Processing is based on:

  • Legitimate interest in enabling hotel operations.
  • Explicit user consent on app installation.
  • Contract with the employer (hotel) using the App.

4. Data Sharing & Third Parties

We do not sell or share your personal data with advertisers. Data may be shared only with:

  • Your hotel’s management for operational purposes.
  • Service providers like AWS and analytics tools for secure hosting.
  • Legal authorities if required by law.

5. Data Retention

We retain data only for as long as your hotel maintains an active account or as required by law. Location history is not stored permanently; only duty status events may be logged.

6. Your Rights

Depending on your region, you may request:

  • Access to your data
  • Correction or deletion
  • Opt-out of non-essential processing
  • Data portability (GDPR)
  • Right to withdraw consent

Email all requests to: support@roommitra.com.

7. Account Deletion — Room Mitra Staff Ops

If you have an account in the Room Mitra Staff Ops app and wish to have it deleted, you can submit a deletion request. We will process your request within 7 business days and permanently delete your account and all associated personal data (location history, usage logs, profile information) unless retention is required by law.

  • Email: support@roommitra.com with the subject line “Account Deletion Request - Room Mitra Staff Ops”. Include the name and phone number associated with your account.

Upon deletion, all personal data tied to your account will be permanently removed. Data retained for legal or financial compliance purposes will be anonymised and kept only for the legally required period.

8. Guest Messaging — Instagram, WhatsApp and Web Chat

Hotels use Room Mitra to answer messages from guests and prospective guests on their own Instagram professional account, WhatsApp number and website chat. In this section, “you” means a person who sends a message to a hotel that uses Room Mitra. The hotel decides why and how your messages are used; Room Mitra processes them on the hotel’s behalf.

What we receive

  • Your messages (text, images and other attachments) and reactions such as a heart or thumbs-up.
  • Your Instagram-scoped ID, name and username, or your WhatsApp phone number and profile name, as provided to us by Meta.
  • Details you choose to share in the conversation, such as your name, phone number, email or travel dates.

What we do with it

  • Show your conversation to the hotel’s staff in the Room Mitra inbox so they can read it, reply and follow up.
  • Generate replies with an AI assistant. The assistant tells you it is an AI assistant, and hotel staff can take over the conversation at any time.
  • Save details you share as a lead or enquiry for the hotel, and show the hotel usage and quality statistics about its conversations.

Who it is shared with

  • The hotel you are messaging, and its authorised staff.
  • Meta Platforms (Instagram and WhatsApp), through which messages are delivered. Meta’s own terms and privacy policy apply to your use of those services.
  • OpenAI, which processes the text of your messages to generate the assistant’s replies, and Amazon Web Services, which hosts and stores the data.

We do not sell your personal data and we do not use your messages for advertising. We only message you after you have messaged the hotel first, and we send automated replies within the time window that Instagram and WhatsApp allow. Hotel staff may reply later using the permitted human-agent messaging option.

How long we keep it

Conversations are kept in the hotel’s inbox for as long as the hotel keeps an active Room Mitra account, or until the hotel or you ask for them to be deleted, unless the law requires us to keep them.

Deleting your data or disconnecting Instagram

  • Ask for your messages to be deleted: email support@roommitra.com with the subject line “Guest Messaging Data Deletion Request”. Include your Instagram username or WhatsApp number and the name of the hotel. We will process your request within 7 business days.
  • Remove the app from an Instagram account (hotels): in Instagram, go to Settings → Apps and websites and remove Room Mitra, or use Disconnect in Room Mitra. This removes the connection and the stored access token. Messages already in the inbox are kept until deleted on request as above.
  • Stop receiving replies: stop messaging the hotel, or tell the assistant you want to speak to a person.

Terms of Service

1. Use of the App

You may use the App only for hotel-related operational purposes authorized by your employer. You agree not to misuse the App or attempt to extract or copy proprietary systems.

2. Employer Responsibility

By using this App, the hotel acknowledges responsibility for:

  • Obtaining staff consent
  • Ensuring lawful usage of location data
  • Managing user access and permissions

3. Prohibited Activities

  • Reverse engineering or modifying the App
  • Unauthorized data extraction
  • Impersonating other staff

4. Liability

The App is provided “as is”. We are not liable for operational decisions made by the hotel based on App data or geofencing events.

5. Service Availability

We aim for 99% uptime but do not guarantee uninterrupted service due to network, device, or infrastructure limitations.

6. Termination

We may suspend or terminate access for misuse, policy violations, or at the hotel’s request.

7. Contact

For privacy or legal concerns:

support@roommitra.com

Last updated: 2026-10-28