HAPPY GUEST PRIVACY POLICY
Last Updated: June 19, 2025
This Privacy Policy explains how Happy Guest Inc. ("Happy Guest," "we," "us," or "our") collects, uses, and protects your data when you use our platform.
ABOUT HAPPY GUEST
Happy Guest is a platform that connects Users with the tools they need for guest verification, rental agreements, and pre-arrival logistics. We are not a booking site, insurance company, verification service, real estate agent, or property manager—we're the technology platform that connects these services.
What we do: Provide the technology platform that enables verification, agreements, and guest communications
What we don't do: Make final decisions about guest acceptance, issue insurance policies, or manage properties
LEGAL AGREEMENT
This Privacy Policy is legally binding. By using Happy Guest, you agree to this Privacy Policy. If you don't agree, please don't use the platform.
DEFINITIONS
"User" means anyone who uses Happy Guest—property owners, property managers, guests, vendors, staff, or representatives. All Users have the same obligations under this policy, regardless of their role.
"Platform" means the Happy Guest technology, including our website, mobile apps, APIs, and integrations.
When a User submits another person's data (like when managing a property and submitting guest information), that User is responsible for having proper authorization.
HOW HAPPY GUEST WORKS
Our Role: Happy Guest is a data processor acting on behalf of Users who manage properties. Those Users are the data controllers and determine how the platform is used.
User Responsibility: Users who manage properties decide which guests to accept, what data to collect, and how to use our platform. They're responsible for having a lawful basis to collect guest data.
1. WHAT DATA WE COLLECT
When you use Happy Guest, different types of information could be collected:
Contact Information
Name, phone number, email address
Identity Verification Data
Government IDs, selfies, verification photos
Submitted to third-party verification services
Reservation Information
Check-in/check-out dates, property details, booking references
Synced from property management systems and booking platforms
Device & Usage Data
Browser type, IP address, GPS location (with permission)
Activity logs, session data
Communications
Messages between Users
Support requests, emails, SMS exchanges
User-Submitted Content
Photos, documents, forms, agreements
Payment Metadata
Transaction types and fee structures (not full payment card details—those go directly to payment processors like Stripe)
2. HOW WE USE YOUR DATA
We use your data to operate the platform and connect you with the services you need:
Platform Operations
Process verification requests through third-party services
Facilitate communication between Users
Enable check-in flows and rental agreements
Sync data with property management systems
Service Improvement
Analyze platform performance and fix bugs
Develop new features
Optimize user experience
Security & Fraud Prevention
Monitor for suspicious activity
Prevent fraud and enforce our policies
Maintain security logs
Legal Compliance
Respond to court orders and legal requests
Comply with data protection laws
Maintain required records
Communications
Send transactional updates about your reservations
Provide customer support
Share operational announcements
Send promotional messages (with your consent)
Analytics & Research
Create anonymized, aggregated data for industry insights
Improve verification and fraud detection
Optimize platform features
We do not sell your personal information to advertisers or data brokers.
3. WHO WE SHARE DATA WITH
Other Users When you use Happy Guest, your information is shared with other Users as needed for the reservation. For example, verification results and reservation details are shared with Users managing the property you're booking.
Third-Party Verification Services We send identity documents to verification providers (like identity verification APIs) who check document authenticity and screen for risk factors. Verification results are returned to us and shared with Users managing properties.
Service Providers We Use
Payment processing: Stripe (processes payments, we only see metadata)
Communications: Twilio, email providers (send messages on our behalf)
Cloud hosting: AWS, Google Cloud (store data securely)
Analytics: Google Analytics, Mixpanel (track platform usage with anonymized data)
All service providers are required to maintain appropriate security and use data only for authorized purposes.
Property Management Systems We sync data with PMS platforms (like Guesty, Hostaway, Hospitable) that Users choose to integrate with. These integrations are managed according to User preferences.
Insurance Providers When Users enable damage protection features, we share relevant reservation data with insurance partners who assess and manage claims.
Legal Authorities We disclose data when required by law, court order, or subpoena. We'll notify affected users when legally permitted.
Business Partners We may share anonymized, aggregated data with industry partners for research and insights. Individual user data is never included in these reports.
4. IDENTITY VERIFICATION & DOCUMENT SECURITY
How Verification Works
Happy Guest acts as the connection point between Users and verification services. Here's the process:
User uploads ID to Happy Guest platform
We encrypt and transmit ID to third-party verification service
Verification service checks authenticity, matches photo, screens watchlists
Verification results are sent back to Happy Guest
We share results with the User managing the property
That User makes the final decision about guest acceptance
Important: No verification system is 100% accurate. Happy Guest provides the technology platform—the actual verification is performed by specialized third-party services. Users who manage properties maintain full discretion over guest acceptance.
Document Security Standards
We treat identity documents as highly sensitive data:
Encryption
In transit: TLS 1.3
At rest: AES-256
Access Controls
Restricted access with role-based permissions
Audit logging of all document access
Multi-factor authentication for staff
Infrastructure
Enterprise-grade cloud hosting (AWS/Google Cloud)
SOC 2 compliant data centers
Segregated storage for identity documents
Monitoring
Real-time security monitoring
Automated threat detection
Regular security audits
Document Usage Limitations
Identity documents are used exclusively for:
Transmitting to verification services
Screening for fraud and risk
Providing verification results to Users managing properties
Complying with legal obligations
We will never use your ID for:
Marketing or advertising
Training AI models
Selling to third parties
Any purpose unrelated to verification
Automatic Deletion
Identity document image files are automatically deleted 7 days after check-out (see Section 9 for details).
Your Responsibilities
By uploading an identity document, you confirm:
You are the person shown in the document
The document is authentic and unaltered
You have the right to share it with Happy Guest
You understand verification results are shared with other Users as needed for your reservation
If uploading someone else's ID (co-guest), you confirm you have their authorization.
5. COOKIES & ANALYTICS
What We Use
Session cookies (keep you logged in)
Performance cookies (track site speed and errors)
Analytics tools (Google Analytics, Mixpanel, Hotjar)
Why We Use Them
Improve platform performance
Understand how features are used
Identify and fix bugs
Optimize user experience
Your Control Most browsers let you block or delete cookies. Note that blocking cookies may affect platform functionality (like staying logged in).
We currently do not use cookie consent banners required by GDPR. If you're in the EU/UK, see Section 20 for important information.
6. COMMUNICATIONS & CONSENT
Electronic Signatures Your clicks, taps, checkboxes, and electronic signatures are legally binding.
Communications You'll Receive By using Happy Guest, you consent to receive:
Transactional messages: Reservation confirmations, check-in instructions, verification updates
Operational messages: Platform updates, security alerts, policy changes
Support messages: Responses to your questions
Promotional messages: New features, tips, offers (you can opt out of these)
Communication Methods We may contact you via email, SMS, in-app messages, push notifications, or phone (where permitted by law).
Opting Out You can opt out of promotional communications anytime by clicking unsubscribe links or contacting support. You cannot opt out of transactional or operational messages while actively using the platform.
7. CHILDREN'S PRIVACY
Happy Guest is not intended for children under 13. We do not knowingly collect data from minors. If you believe we've collected a child's data, contact us immediately at support@happyguestofficial.com and we'll delete it.
8. THIRD-PARTY INTEGRATIONS
How Integrations Work
Happy Guest connects with various third-party services:
Property Management Systems (Guesty, Hostaway, Hospitable, etc.)
Booking Platforms (Airbnb, Vrbo, Booking.com, etc.)
Payment Processors (Stripe, etc.)
Insurance Providers
Verification Services
Our Responsibility: We're responsible for building and maintaining reliable integration connections.
Their Responsibility: Each third-party service operates independently. We don't control their functionality, security, or policies.
Integration Risks
When you connect Happy Guest with third-party platforms:
Data syncs between systems according to your settings
Changes in one system may affect the other
Third-party service outages may impact Happy Guest features
You should review each service's privacy policy independently
Important: If you grant us access to a third-party account (like your PMS), you're responsible for understanding what permissions you're giving. We'll only use those permissions to provide the platform features you've requested.
Support & Onboarding
During setup, our team may help configure integrations. While we do our best to set things up correctly, you're responsible for:
Reviewing all settings before going live
Testing integrations with sample data
Verifying that synced information is correct
Understanding how changes in one system affect the other
We're not agents of any third-party service and can't make decisions about their platform policies or operations.
9. DATA OWNERSHIP & LICENSES
Data You Submit
By submitting content to Happy Guest (identity documents, photos, messages, reservation info), you grant us a limited license to use it only for platform operations:
Processing reservations and check-ins
Verifying identity through third-party services
Facilitating communication between parties
Providing customer support
Maintaining platform security
Complying with legal obligations
License Terms:
Non-exclusive (you retain ownership)
Royalty-free (no payment to you)
Limited to purposes listed above
Worldwide (we use global cloud infrastructure)
When This License Ends:
When your data is deleted per Section 10
When you request deletion (subject to legal requirements)
When we no longer need it for stated purposes
Exception: We may retain data longer when required by law or necessary for fraud prevention, dispute resolution, or defending legal claims.
Identity Documents—Extra Restrictions
For government IDs, selfies, and passport photos, we have even more limited rights:
✓ Can use for: Identity verification, fraud prevention, legal compliance ✗ Cannot use for: Marketing, AI training, selling to third parties, unrelated purposes
Only authorized personnel and verification service providers can access identity documents.
Platform-Generated Content
Happy Guest creates content for you, including:
Arrival instructions and check-in messages
Automated guest communications
Agreement templates
Formatted data displays
Our Rights: We own the platform itself—the code, design, workflows, and features.
Your Rights: You can use platform-generated content for your reservations while you're a Happy Guest customer. You can customize templates and export your data.
Restrictions: You can't:
Copy our platform features into competing products
Redistribute our code or systems to others
Continue using platform-generated content after terminating service (export your data first)
Reservation & Analytics Data
We may use reservation data (anonymized and aggregated) for:
Platform analytics and optimization
Industry research and reporting
Feature development
Compliance and auditing
We don't sell individual reservation data. Anonymized insights may be shared with industry partners (e.g., "Average check-in time is 3pm" not "John Smith checked in at 3pm").
10. DATA RETENTION & DELETION
Standard Retention Periods
Identity Documents (IDs, Selfies)
Deleted automatically: 7 days after check-out
Or sooner: Upon your deletion request
Exception: Retained longer if involved in a dispute, fraud investigation, or legal hold
Reservation Data (Names, Dates, Property Details)
Retained: 3 years after reservation completion
Why: Customer support, chargebacks, dispute resolution, legal compliance
Communications (Messages, Emails, Support Tickets)
Retained: 2 years after last interaction
Why: Support quality, dispute resolution, compliance
Usage Data (Logs, Analytics, Device Info)
Retained: 1 year
Why: Security monitoring, fraud detection, platform optimization
Anonymized Data
Retained: Indefinitely
Why: Research, analytics, improvement (cannot be traced to individuals)
Requesting Deletion
How to Request:
Email support@happyguestofficial.com
Subject: "Data Deletion Request"
Include: Name, email, phone associated with your account
Specify: What you want deleted (account, documents, communications, etc.)
Our Timeline:
Response: Within 5 business days
Completion: Within 60 days (subject to legal requirements)
What Gets Deleted:
Identity documents: Within 5 business days
Personal information: Within 5 business days
Reservation history: Anonymized (PII removed, transaction records retained for compliance)
When We Can't Delete
We cannot delete data that's:
Subject to legal hold, subpoena, or court order
Necessary for active fraud investigation or dispute
Required for tax compliance or financial audit
Needed to enforce our Terms or defend legal claims
If we can't delete your data, we'll tell you why and delete it as soon as the legal requirement ends.
Account Deletion
If you delete your Happy Guest account:
Identity documents deleted within 5 business days
Personal info deleted within 5 business days
Reservation history anonymized (for compliance)
Legal hold data retained only as legally required
11. PLATFORM FUNCTIONALITY & DISCLAIMERS
What We're Responsible For
Happy Guest is responsible for:
Maintaining a secure, functional platform
Protecting data according to this policy
Processing information accurately between services
Providing reliable integrations (within our control)
Responding to support requests
Notifying users of security breaches when required by law
What We're NOT Responsible For
Because Happy Guest is a platform connecting services, we're not responsible for:
Verification Decisions
Verification accuracy (performed by third-party services)
Final guest acceptance decisions (made by Users managing properties)
Insurance Claims
Damage protection payouts (handled by insurance providers)
Claims processing or disputes (between Users and insurance providers)
Third-Party Services
PMS system functionality or outages
Booking platform policies or restrictions
Payment processor issues or fees
Accuracy of data from external systems
Property Management
Guest behavior at properties
Property conditions or safety
Legal compliance of rental agreements
HOA rules or local regulations
Platform-Generated Content
Legal sufficiency of templates
Accuracy of arrival instructions (you must review)
Completeness of automated messages
Features & Availability
No Guarantees On:
100% uptime (we work to minimize outages)
Permanent feature availability (features may change)
Compatibility with all third-party services
Specific performance benchmarks
What Can Happen:
Features may be added, changed, or removed
Bugs or outages may occur
Integrations may experience issues
Updates may change functionality
Your Responsibility:
Review all platform-generated content before use
Verify that automated messages are appropriate
Test integrations before relying on them
Don't use default settings without reviewing them
Suggestions & Recommendations
Any suggestions, automations, or recommendations we provide are:
For convenience only
Not guaranteed to be accurate, legal, or sufficient
Not a substitute for professional advice
Provided "as is" without warranty
You're responsible for evaluating and customizing any templates or suggestions before use.
12. NO PROFESSIONAL ADVICE
What This Section Covers
Happy Guest may provide:
Template rental agreements
Sample house rules
Onboarding guidance
Help Center articles
FAQs and blog posts
Support responses
Automated messages
These are informational only—not professional advice.
What We Don't Provide
Happy Guest does not provide:
Legal advice
Tax advice
Insurance advice
Financial advice
Regulatory compliance advice
No one at Happy Guest is authorized to give professional advice. This includes employees, contractors, support staff, and AI chatbots.
Your Responsibility
You must:
Consult qualified professionals (lawyers, accountants, etc.) for advice
Review and customize all templates before use
Evaluate whether our suggestions apply to your situation
Ensure your use of Happy Guest complies with applicable laws
AI-Generated Content
We may use AI tools for:
Support responses
Template suggestions
Automated messages
AI responses:
May contain errors or outdated information
Are not professional advice
Don't modify our policies
Must be reviewed by you before use
Third-Party Content
If we share third-party forms, tools, or resources:
We're not endorsing their legality or accuracy
You're responsible for evaluating their suitability
We're not liable for outcomes from using third-party content
13. LIABILITY LIMITS
Platform-Specific Issues
For issues directly caused by Happy Guest platform failures (data breach, extended outage, processing errors), our total liability is capped at $100 aggregate.
This cap applies to:
Platform downtime or malfunction
Data security incidents within our control
Processing errors in our systems
Integration failures caused by Happy Guest
This cap does NOT apply to:
Insurance claims (handled by insurance providers per their policies)
Verification disputes (between Users)
Third-party service failures (those services have their own liability terms)
Property damage or guest conduct (between Users)
User decisions
Things Outside Our Control
We're not liable for:
Third-party service outages or errors
User-submitted incorrect information
Property manager decisions
Guest behavior
Internet connectivity issues
Force majeure events
Content you customize or create
Use At Your Own Risk
You understand that:
Technology platforms can experience issues
No system is perfect or guaranteed
You should have backup plans for critical operations
You're responsible for how you use the platform
14. YOUR RESPONSIBILITIES
Legal Compliance
You're responsible for:
Using Happy Guest in compliance with applicable laws
Following booking platform terms (Airbnb, Vrbo, etc.)
Adhering to HOA rules and local regulations
Obtaining necessary permits or licenses
Ensuring your rental agreements are legally valid
Accurate Information
You must:
Submit accurate, truthful information
Keep your account information current
Review platform-generated content before use
Correct any errors you discover
Security
You agree to:
Keep your login credentials secure
Notify us immediately of unauthorized access
Use reasonable security practices
Not share your account with unauthorized users
Prohibited Uses
You may not:
Use Happy Guest for illegal purposes
Submit false or misleading information
Attempt to circumvent security measures
Interfere with platform operations
Reverse engineer our software
Use the platform to harm others
15. INDEMNIFICATION
You agree to indemnify and hold harmless Happy Guest, its officers, directors, employees, and agents from claims arising from:
Your use of the platform
Your violation of this policy or Terms
Your violation of applicable laws
Content you submit
Your infringement of third-party rights
This means if someone sues Happy Guest because of something you did, you're responsible for those costs and damages.
16. DISPUTE RESOLUTION
Arbitration
All disputes related to Happy Guest will be resolved through binding arbitration in Broward County, Florida, under American Arbitration Association (AAA) rules.
You waive:
Right to trial by jury
Right to participate in class actions
What's covered:
All legal claims between you and Happy Guest
Claims related to this policy or Terms of Use
Claims arising from platform use
Exceptions:
Small claims court (for claims under jurisdictional limit)
Injunctive relief (when necessary to prevent immediate harm)
Governing Law
This Privacy Policy is governed by Florida law, without regard to conflict of law principles.
17. INTERNATIONAL USERS & DATA PROTECTION
United States Operations
Happy Guest is based in the United States. Our servers are in the U.S., and data is processed under U.S. law.
International Guests Using U.S. Properties
If you're outside the U.S. but booking a U.S. property: ✓ You may use Happy Guest for your reservation ✓ Your data will be transferred to U.S. servers ✓ U.S. data protection laws apply ✓ You consent to this by using the platform
European Union & United Kingdom
Important: Happy Guest is not fully GDPR compliant.
What we don't offer:
All GDPR data subject rights (data portability, right to object, automated decision-making opt-outs)
EU representative
Standard Contractual Clauses for data transfers
If you're in the EU/UK:
You may use Happy Guest for U.S. property reservations
You're using the platform knowing we don't meet full GDPR standards
We provide basic data protection (encryption, access controls, deletion rights)
Users who operate properties in EU/UK must ensure their own GDPR compliance
Canada
Canadian users may use Happy Guest. We follow reasonable data protection practices consistent with PIPEDA principles:
Transparency about data use
Security safeguards
Access and correction rights
Limited retention
Other Countries
Users in other jurisdictions (Australia, Brazil, South Africa, etc.):
May use Happy Guest at their discretion
Should ensure compliance with local laws
Acknowledge we don't guarantee compliance with all local regulations
Your Responsibility
You're responsible for determining if your use of Happy Guest complies with your local laws.
Future Compliance
We may expand our data protection compliance over time. If we achieve GDPR compliance or implement Standard Contractual Clauses, we'll update this policy.
18. EXPORT CONTROLS
You may not use Happy Guest if:
You're in a country subject to U.S. sanctions
You're on U.S. government restricted party lists (including OFAC's Specially Designated Nationals list)
By using the platform, you confirm you're not subject to these restrictions and won't violate export control laws.
19. DATA BREACH NOTIFICATION
If we experience a data breach requiring disclosure under applicable law, we will:
Notify affected users as required
Provide information about what data was affected
Explain steps we're taking to address the breach
Comply with all legal notification requirements
We're not liable for damages resulting from breaches beyond our reasonable control, but we take security seriously and will respond promptly to incidents.
20. CALIFORNIA CONSUMER RIGHTS
California residents have certain rights under California law.
To file a complaint:
Email: support@happyguestofficial.com
California Department of Consumer Affairs
Address: 1625 N. Market Blvd., Suite N-112, Sacramento, CA 95834
Phone: (800) 952-5210
21. CHANGES TO THIS POLICY
We may update this Privacy Policy at any time. We'll post the new policy with an updated "Last Updated" date.
Your continued use of the platform after changes means you accept the updated policy.
For significant changes, we may notify you via email or platform notification.
22. ENTIRE AGREEMENT
This Privacy Policy, together with our Terms of Use, constitutes the complete agreement between you and Happy Guest regarding the platform.
What this means:
Only written policies published by Happy Guest are binding
Verbal statements don't modify our policies
Support responses don't override official policies
Marketing materials don't create additional obligations
You acknowledge:
You haven't relied on any statements outside our official policies
Only formally published policies govern your rights
Modifications must be in writing from Happy Guest
23. SEVERABILITY
If any part of this Privacy Policy is found invalid or unenforceable, the rest remains in effect.
24. NO WAIVER
Our failure to enforce any provision doesn't waive our right to enforce it later.
QUESTIONS OR CONCERNS?
Contact us: Email: support@happyguestofficial.com
For deletion requests: Email: support@happyguestofficial.com Subject: "Data Deletion Request"