Last updated: 6 October 2026
HotelVoice-Pro (“we”, “us”) respects your privacy. This policy explains what personal data we collect, why we use it, and your rights under the EU General Data Protection Regulation (GDPR).
1. Who we are
Data controller: HotelVoice-Pro
Address: Athinas 17, Ermoupolis 84100, Syros, Greece
Email: info@hotelvoicepro.com
Phone: +30 693 183 4289
2. What data we collect
- Contact and demo requests: name, email, phone, hotel name and the message you send through our forms or by email.
- Client information: contact details of hotel staff we work with, and the information needed to provide our services and issue invoices.
- Guest reviews: publicly available guest reviews that hotels ask us to respond to, or that we use as educational case studies. We remove or change names, locations, dates and any other identifying details before publishing any case study.
- Website usage: technical data such as IP address, browser type and pages visited, collected through cookies and similar technologies where you consent.
- Social media: interactions with our Instagram, Facebook and LinkedIn pages, handled under those platforms’ own privacy policies.
3. Why we use it (legal basis)
| Purpose | Legal basis |
|---|---|
| Answering enquiries and demo requests | Steps before a contract / legitimate interest |
| Providing review-response services to hotels | Performance of a contract |
| Publishing anonymised educational case studies | Legitimate interest (professional education); data is anonymised |
| Invoicing and legal obligations | Legal obligation |
| Website analytics and marketing cookies | Consent |
| Sending updates you subscribed to | Consent (you can unsubscribe at any time) |
4. Service providers
We use trusted providers to run our business, under data processing agreements where required:
- Website hosting and email (Hostinger)
- Google Workspace (email, documents, spreadsheets)
- Workflow automation hosted on our own server
- AI-assisted drafting tools (OpenAI), used only with anonymised review text
- Social media platforms (Meta / Instagram / Facebook, LinkedIn) for publishing our content
Some providers may process data outside the European Economic Area. In those cases we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses.
We do not sell personal data.
5. How long we keep data
- Enquiries: up to 24 months after our last contact.
- Client and invoicing records: as long as required by Greek tax and accounting law.
- Anonymised case studies: indefinitely, because they no longer identify any person.
6. Your rights
You can ask us to access, correct, delete, restrict or transfer your personal data, and you can object to processing based on legitimate interest or withdraw consent at any time. Email info@hotelvoicepro.com and we will reply within one month.
If you believe we have not handled your data correctly, you can complain to the Hellenic Data Protection Authority (www.dpa.gr).
7. Cookies
Our website uses essential cookies to work properly and, with your consent, analytics or marketing cookies. You can change your choice at any time through the cookie banner or your browser settings.
8. Security
We protect personal data with appropriate technical and organisational measures, including access controls, encrypted connections and limited staff access.
9. Changes
We may update this policy. The latest version is always available on this page with its “Last updated” date.
10. Contact
HotelVoice-Pro, info@hotelvoicepro.com