Room Manager
Privacy Policy

1. Property and guest records

Room Manager stores the records you create on your device: rooms, stays and bookings, reservations, guest names and phone numbers, payments, deposits, invoices, expenses, services, rental vehicles (name or licence plate, model, colour) and rentals, shifts, staff names with hashed PINs, and business details such as name, address, phone and tax number. We do not operate a Room Manager account system, cloud database or server for these records.

When you enter or scan them, guest identity records can include:

• document number, full name, date of birth, sex, address or hometown, nationality and expiry date;
• the raw text read from an ID-card QR code or a passport/ID-card MRZ strip, kept so the fields can be re-read later;
• photos of the front and back of an ID card, a passport or a driving licence;
• photos of deposit or transfer receipts attached to a reservation.

You decide what guest information to enter and who may access your device or shared records. Only record the information needed for your business, and handle guest information according to the requirements that apply to your property.

2. How records are stored on your device

The app does not add its own encryption to your records. Records are kept in the app's local storage, and ID-document and receipt photos are saved as JPG files in the app's documents folder. The app relies on the protection provided by your device's operating system, so use a device passcode and control who can unlock the device. Staff PINs are never stored in readable form; each PIN is stored as a SHA-256 hash with a salt.

Depending on your device settings, the operating system may include app data in device backups (for example iCloud Backup or Android device backup). Those backups are handled by Apple or Google under their own terms.

3. Camera, photos and document scanning

Camera access is optional and is used to scan the QR code on ID cards, read the MRZ strip on passports and ID cards, and photograph documents and receipts. Photo-library access lets you choose a business logo, a document photo or a receipt photo. You can always enter information manually instead.

Text and QR recognition use Google ML Kit, which runs on the device. Document images and their contents are processed on the device and are not sent to us or to Google by the scanning feature. Google ML Kit may, however, send Google diagnostic and performance information together with basic device and app information (such as device model, operating-system version and app identifier) to maintain and improve the SDK. See Google ML Kit data disclosure.

Notifications are local reminders scheduled on the device. You can change camera, photo, notification and local-network permissions in your device settings.

4. Exports, backups and local-network sync

When you export an invoice, report, CSV file or backup, the file is sent to the location or sharing service you choose. Backup files are plain, unencrypted JSON. They contain your records, including guest identity details, business details and hashed staff PINs, and they also contain ID-document photos (encoded as base64 text) if you choose to include photos. Anyone who obtains a backup file can read it, so store and share backup files only in places you trust.

Optional LAN sync (Business plan) copies all records, including guest identity details, ID-document photos and the staff list, between devices you pair on the same local network. While sharing is on, the host device runs a local server on ports 48080 (HTTP) and 48082 (TLS). Current app versions sync over TLS whenever the host offers it; devices running older app versions may sync over unencrypted HTTP. The host answers discovery requests from any device on the local network with its host name and technical pairing details, without a pairing code; records are only shared with devices that have been paired. A Business subscription on the host device unlocks Business features for its paired staff devices. Use LAN sync only with devices you trust and on a private Wi-Fi network, not on public or guest Wi-Fi.

Copies on other devices, in exported files or in third-party storage are not deleted when you delete the original.

5. Advertising and diagnostic data

The free app uses Google AdMob. Depending on consent, device settings and SDK operation, Google may process device identifiers, IP addresses, ad interactions, product-interaction data and diagnostics such as crash or performance information to serve, measure and maintain ads. An IP address may be used to infer a general location. This is separate from the guest and property records described above.

Where applicable, the app first presents advertising-consent choices and then, on iPhone and iPad, Apple's App Tracking Transparency request. You may decline tracking in iOS Settings → Privacy & Security → Tracking. Use Privacy options in the app's Settings to revisit advertising consent where available. Paid plans remove ads as described on the purchase screen; watching an optional rewarded video hides the banner ad for one hour.

See Google's Privacy Policy and Google AdMob privacy information.

6. In-app purchases and subscriptions

Payments are processed by the Apple App Store on iPhone and iPad, or by Google Play on Android devices. The app uses purchase and restoration information from the store, such as the product purchased and transaction details, to enable eligible features. On iPhone and iPad, the app also reads your verified App Store purchase history on the device to check eligibility for a Business gift offered to earlier Remove Ads subscribers. We do not receive your payment-card details. An internet connection is needed for purchases and restoration.

Manage or cancel subscriptions in your Apple Account settings (iPhone/iPad) or in Google Play → Payments & subscriptions → Subscriptions (Android). See Apple's Privacy Policy and Google's Privacy Policy.

7. Retention, deletion and support

Local records remain on your device until you delete them. Settings → Delete rooms and stays removes rooms and stays only; it does not remove expenses, reservations, vehicles and rentals, services, staff, or ID-document photo files. When LAN sync is in use, that deletion also reaches paired devices at their next sync. You can delete an individual ID-document or receipt photo from the record it is attached to, and edit or delete other records in the app. Uninstalling the app removes all of its local data from that device.

Exported files, backups, device backups and synchronized copies on other devices must be deleted separately. Deleting the app does not cancel an App Store or Google Play subscription.

If you email support, we receive the contact details and content you send and use them to respond to your request. Please remove guest identity numbers, document photos, payment details and other unnecessary personal data from screenshots or attachments, and never send a backup file that contains guest data. We retain support correspondence only as needed to handle the request and applicable recordkeeping obligations.

8. Children, changes and contact

This is a property-management business tool, not a service directed at children. We do not knowingly solicit children's personal information. Updates to this policy will appear here with a revised date.

For privacy questions or support requests: support@nkktech.com · NKKTECH GLOBAL PTE. LTD.