This policy explains which personal data GuestPorta processes, why we do so, how long we keep it and what rights you have. It applies to our website guestporta.com, to the GuestPorta service that hosts use to create guest pages, and to the guest pages themselves.
1. Who we are
GuestPorta, Lange Kleiweg 62 d, 2288 GK Rijswijk, The Netherlands, registered with the Dutch Chamber of Commerce under number 99260034. For everything related to this policy you can reach us at hello@guestporta.com or +31 85 002 1857.
For the data described in this policy we are the controller. There is one exception: the content a host puts on a guest page, such as their own name, phone number or the names of their staff, belongs to that host. For that content the host is the controller and we process it on their behalf, see section 5.
2. Which data we process, and why
Visitors of our website
When you fill in one of our forms, we process the details you give us: your name or first name, your email address, and depending on the form the plan you are interested in, the number of properties you host or your message. We use them to answer you, to send you what you asked for (such as the welcome book template) and to follow up on your request.
If you subscribe to our hosting tips, we use your email address to send them. Every email contains a link to unsubscribe.
To deliver the website and keep it secure, our hosting provider processes technical data such as your IP address, browser type and the pages you request. This is also used to limit abuse of our forms.
Hosts using GuestPorta
When you create an account, we process your name, email address, phone number, company name if you have one, your login details, your billing and payment details, and the content you add to your guest pages. We use these to provide the service, to support you, to send invoices, and to inform you about changes to the service.
Guests viewing a guest page
Guests can open a guest page without an account, and we do not ask them for personal data. To serve the page and keep it secure, technical data such as the IP address and browser type is processed. Some content on a guest page, such as a map or a photo chosen by the host, may be loaded from a third party, which then receives the technical data needed to deliver it.
3. Legal basis
- Performance of a contract: to provide the service to hosts, to handle accounts, support, invoices and payments, and to send what a visitor requested through a form.
- Legitimate interest: to secure our website and service, to prevent abuse, to follow up on a request for information or a demo, and to improve the service. We weigh this interest against your privacy and you can always object, see section 8.
- Consent: for our hosting tips and other marketing emails. You can withdraw your consent at any time.
- Legal obligation: to keep our financial records, as Dutch tax law requires.
4. How long we keep data
- Account data and guest page content: for as long as your account is active. After you close it, we delete this data within 30 days, apart from backups, which are overwritten within a further 90 days.
- Invoices and payment records: seven years, as Dutch tax law requires.
- Form submissions and correspondence: up to 12 months after our last contact, unless you become a customer.
- Newsletter subscriptions: until you unsubscribe.
- Technical and security logs: for a short period, generally no longer than 30 days, unless we need them longer to investigate an incident.
5. Guest page content: processing on behalf of hosts
Hosts decide what they put on their guest pages. If that content includes personal data, the host is responsible for it and must have a legal basis to publish it. We process that data only to provide the service and only on the host's instructions. The agreements that apply to this are set out in our data processing agreement, which forms part of our terms.
6. Who we share data with
We do not sell personal data. We share it only with parties that help us run GuestPorta, and only as far as they need it for their task:
- hosting and content delivery for our website and service;
- database and file storage for accounts and guest pages;
- sending email, such as form confirmations and our hosting tips;
- payment processing and accounting;
- email, calendar and office software for our own communication.
These providers process personal data on our instructions and under an agreement that obliges them to keep it secure and confidential. A current list of the providers we use is available on request. We also share data if the law requires us to, for example at the request of a competent authority.
7. Data outside the European Economic Area
Some of our providers are based outside the European Economic Area, for example in the United States. We only work with them when an adequate level of protection is ensured: through an adequacy decision of the European Commission, such as the EU-US Data Privacy Framework, or through the standard contractual clauses approved by the European Commission.
8. Your rights
Under the General Data Protection Regulation you have the right to:
- access the personal data we hold about you;
- have incorrect data corrected;
- have your data deleted;
- restrict the processing of your data;
- receive your data in a commonly used format, or have it transferred to another party;
- object to processing that is based on our legitimate interest;
- withdraw your consent at any time, without affecting processing that took place before.
Send your request to hello@guestporta.com. We respond within one month. We may ask you to confirm your identity first, so we do not give your data to someone else.
If you are a guest and your question is about content on a guest page, please contact the host of that page, who is responsible for it. We will help the host where we can.
If you are not satisfied with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, or with the supervisory authority in the country where you live.
9. Cookies
Our website does not use tracking or advertising cookies, and works without cookies. Our hosting provider may set a strictly necessary cookie to protect the site against automated abuse. The GuestPorta service stores only what is necessary to keep you logged in and to make the service work. If we ever add cookies that require consent, such as for advertising, we will ask for your consent first and update this policy.
To see how our website is used, we use Cloudflare Web Analytics. It does not use cookies, does not store anything on your device and does not follow you across websites. It counts page views, the page you came from, and your browser and country, and we only see those figures in total, never per visitor.
10. Security
We take appropriate technical and organisational measures to protect personal data against loss and unauthorised access. Connections to our website and service are encrypted, access to personal data is limited to the people who need it, and our forms are protected against abuse. If a data breach occurs that poses a risk to you, we will inform you and the supervisory authority as the law requires.
11. Children
GuestPorta is intended for hosts and property managers. We do not knowingly collect personal data from anyone under the age of 16.
12. Automated decisions
We do not make decisions about you based solely on automated processing.
13. Changes to this policy
We may update this policy when our service or the law changes. The date at the top of this page shows when it was last changed. If a change is significant, we will inform account holders by email before it takes effect.