Privacy Policy

Last updated: September 2026. This is a translation for your convenience; the German version (Datenschutzerklärung) is legally binding.

1. Controller

Hotel Res Bot UG (haftungsbeschränkt)
Mönchsgasse 48
50737 Köln
Germany
Managing Director: Brendan May
Email: brendan@hotelresbot.com

2. Overview

This website provides information about our products. We only process personal data where this is necessary to operate the website or to handle your enquiries. We use no analytics or tracking tools, no advertising cookies and no social media plugins on this website. Fonts are loaded directly from our own server; no data is transferred to third parties such as Google in the process.

3. Hosting

This website is hosted by Alfahosting GmbH, Halle (Saale), Germany. The servers are located in Germany. The host processes the data listed in section 4 on our behalf under a data processing agreement (Art. 28 GDPR). The legal basis is our legitimate interest in providing the website securely and reliably (Art. 6(1)(f) GDPR).

4. Server log files

Each time the website is accessed, the following data is recorded automatically: IP address, date and time of access, page requested, referrer URL, browser type and version, and operating system. This data is technically required to deliver the website and to ensure its security and stability (Art. 6(1)(f) GDPR). It is not combined with other data sources and is deleted automatically after a short period.

5. Cookies

This website does not set any cookies for visitors. Technically necessary cookies are only set when staff log in to the website’s administration area (Section 25(2) of the German TDDDG).

6. Encryption

For security reasons, this website uses SSL/TLS encryption. You can recognise an encrypted connection by “https://” in your browser’s address bar.

7. Contacting us

If you contact us by email, we process the information you provide (e.g. name, email address, company and the content of your message) in order to handle your enquiry. The legal basis is Art. 6(1)(b) GDPR where your enquiry relates to entering into a contract, and otherwise our legitimate interest in responding to enquiries (Art. 6(1)(f) GDPR). We delete the data as soon as it is no longer required and no statutory retention obligations apply.

Request form: If you request a Mutual Evaluation via our form, the information you provide (name, email address, company, number of hotels and, optionally, phone number and message) is transmitted directly to and stored in our CRM system, Zoho CRM. The provider is Zoho Corporation B.V., Utrecht, Netherlands; the data is processed in data centres in the EU. We have concluded a data processing agreement with Zoho (Art. 28 GDPR). The legal basis is Art. 6(1)(b) GDPR (pre-contractual measures) or your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time.

8. Links to other websites

This website contains links, for example to log in to the HERA application (app.hotel-reservation-bot.de) and to our previous website. The privacy notices provided there apply to those services.

9. Storage period

We only store personal data for as long as is necessary for the respective purpose or as required by statutory retention periods (e.g. under commercial and tax law).

10. Your rights

You have the right of access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR) and data portability (Art. 20 GDPR). Where processing is based on your consent, you may withdraw it at any time with effect for the future (Art. 7(3) GDPR).

Right to object: Where we process data on the basis of Art. 6(1)(f) GDPR, you may object to the processing at any time on grounds relating to your particular situation (Art. 21 GDPR).

To exercise your rights, simply send an email to brendan@hotelresbot.com.

11. Right to lodge a complaint

You have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). The authority responsible for us is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (www.ldi.nrw.de).

12. Changes

We update this privacy policy when the website or legal requirements change. The version published here applies.