Privacy Policy

01 Who We Are

Briefyy ("we", "us", "our") is a hotel intelligence platform based at 125 West George Street, Glasgow, G2 8DR, United Kingdom. We are the data controller in respect of personal data collected through our website and services.

We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about how we handle your data, contact us at hello@briefyy.com.

02 What Data We Collect

We collect the following categories of personal and business data:

Information you provide directly:

• Name and job title
• Business email address
• Hotel name and location
• Any additional information you share in contact forms or correspondence

Information collected automatically:

• IP address and approximate location
• Browser type and device information
• Pages visited and time spent on our website
• Referring URLs

Service usage data:

• Dashboard activity and report access logs
• Product preferences and settings
• Support and communication history

We do not collect payment card information directly. Any payment processing is handled by our third-party payment provider.

03 How We Use Your Data

We use the data we collect for the following purposes:

• To provide and manage your subscription — account setup, trial activation, billing and service delivery
• To deliver intelligence reports — configuring and personalising your Scout, Resi and Watch products to your property and location
• To communicate with you — responding to enquiries, sending service updates, trial reminders and relevant product information
• To improve our service — understanding how customers use Briefyy to develop and improve our products
• To comply with legal obligations — maintaining records as required by applicable law

We will only contact you for marketing purposes if you have given your consent or where we have a legitimate interest in doing so as an existing or prospective customer. You can opt out of marketing communications at any time by emailing hello@briefyy.com.

04 Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract performance — processing necessary to provide the service you have subscribed to or requested a trial of
• Legitimate interests — communicating with prospective customers, improving our products and securing our systems
• Legal obligation — maintaining financial records and complying with applicable law
• Consent — where you have explicitly agreed to receive marketing communications

05 Data Sharing

We do not sell your personal data. We may share data with the following categories of third party only where necessary:

• Technology providers — hosting, email delivery and analytics platforms that process data on our behalf under data processing agreements
• Payment processors — to handle subscription payments securely
• Legal authorities — where we are required to do so by law or court order

All third-party processors are required to handle your data in accordance with UK GDPR and our instructions. We do not transfer your data to countries outside the UK or EEA without ensuring appropriate safeguards are in place.

06 Data Retention

We retain your data for as long as is necessary for the purposes set out in this policy:

• Active subscribers — for the duration of your subscription plus 12 months following cancellation
• Trial users who did not subscribe — up to 6 months following trial expiry
• Enquiry and contact form data — up to 24 months
• Financial and billing records — 7 years as required by HMRC regulations

You may request deletion of your data at any time (see Your Rights below), subject to any legal obligations we may have to retain certain records.

07 Cookies

Our website uses cookies to improve your browsing experience and understand how visitors use our site. We use the following categories of cookie:

• Essential cookies — necessary for the website to function correctly
• Analytics cookies — help us understand how visitors interact with our site so we can improve it

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the website. We do not use advertising or tracking cookies.

08 Your Rights

Specifically, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — request deletion of your data where there is no longer a lawful basis for us to hold it
• Restriction — ask us to pause processing of your data in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests or for direct marketing
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at hello@briefyy.com. We will respond within one calendar month.

09 Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction or disclosure.

These measures include encrypted data transmission (HTTPS), access controls limiting who within our operation can access personal data, and regular review of our security practices.

In the event of a data breach that is likely to result in risk to your rights and freedoms, we will notify you and the Information Commissioner's Office (ICO) as required by law.

10 International Transfers

Where we transfer personal data outside the United Kingdom, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, in accordance with UK GDPR requirements.

We will only use service providers in countries that offer an adequate level of data protection.

11 Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by a prominent notice on our website. The date at the top of this page will always reflect when the policy was last updated.

We encourage you to review this policy periodically to stay informed about how we protect your data.

12 Contact and Complaints

If you have any questions, concerns or complaints about how we handle your personal data, please contact us:

• Email: hello@briefyy.com
• Address: Briefyy, 125 West George Street, Glasgow, G2 8DR, United Kingdom

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection authority:

• Website: ico.org.uk
• Phone: 0303 123 1113