Privacy Policy

Effective Date: December 27, 2025

FluxPMS Privacy Policy

Effective Date: February 27, 2026

1. Introduction

FluxSoft Technologies, LLC ("Company", "we", "us", or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you use FluxPMS and related services (the "Service").

By using the Service, you consent to the practices described in this Policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Full name
  • Email address
  • Phone number (optional)
  • Business/hotel name and address
  • Billing information (processed securely via Stripe)

2.2 Customer Data (Your Hotel Data)

Data you input into the Service:

  • Property details, room configurations, pricing, and availability
  • Booking and reservation records
  • Guest information (names, emails, phone numbers, IDs)
  • Payment and transaction records
  • Staff and user account information
  • Reports, notes, and communications

2.3 Usage Data

We automatically collect:

  • Log data (IP address, browser type, device information)
  • Access times and dates
  • Pages viewed and features used
  • Interaction patterns and click data
  • Error logs and performance data

2.4 Behavioral Analytics

To improve our Service, we collect and analyze:

  • Feature usage frequency and patterns
  • Navigation paths and user flows
  • Time spent on different sections
  • Button clicks and interactions
  • Search queries within the application
  • Error encounters and recovery patterns
  • Onboarding completion rates
  • Feature adoption metrics

This data helps us:

  • Identify usability issues
  • Prioritize feature development
  • Improve user experience
  • Fix bugs faster
  • Understand which features provide the most value

Important: Behavioral analytics data is aggregated and anonymized for analysis. We do not use this data to make automated decisions about individual users or to profile you for advertising purposes.

2.4 Cookies and Tracking Technologies

We use cookies, pixels, and similar technologies to:

  • Maintain your session and preferences
  • Analyze usage patterns
  • Improve the Service
  • Prevent fraud

You can control cookies through your browser settings, but some features may not work properly without them.

2.5 Email Tracking

Our marketing emails may contain tracking pixels to measure:

  • Whether emails were opened
  • Links clicked
  • Time of engagement

You can opt out of marketing emails at any time.

3. How We Use Information

We use your information to:

Purpose Legal Basis
Provide and maintain the Service Contract performance
Process payments and billing Contract performance
Send transactional emails (confirmations, receipts) Contract performance
Provide customer support Legitimate interest
Send marketing communications (with consent) Consent
Analyze and improve the Service Legitimate interest
Detect and prevent fraud Legitimate interest
Comply with legal obligations Legal obligation
Enforce our Terms of Service Legitimate interest

4. AI and Automated Processing

4.1 AI Features

FluxPMS uses artificial intelligence to provide features such as:

  • Automated recommendations and insights
  • Content generation assistance
  • Sales and marketing tools
  • Data analysis and reporting

4.2 Third-Party AI Providers

We use Anthropic (Claude) and may use other AI providers to power certain features. When you use AI features:

  • Your prompts and relevant data may be sent to these providers
  • AI providers process data according to their own privacy policies
  • We do not use your data to train third-party AI models without consent

4.3 Automated Decision-Making

We do not use fully automated decision-making that produces legal or similarly significant effects without human oversight.

5. Data Ownership and Control

5.1 You Own Your Data

Your Customer Data belongs to you. We act as a data processor on your behalf.

5.2 We Do Not Sell Your Data

We do NOT sell, rent, or trade your personal information or Customer Data to third parties for their marketing purposes.

5.3 Data Portability

You may export your data at any time using our built-in export features or by contacting support.

5.4 Data Deletion

You may request deletion of your data at any time. Upon account termination:

  • Customer Data is deleted within 90 days
  • Backups may persist for up to 30 additional days
  • Some data may be retained if required by law

6. Information Sharing

We share information only in these circumstances:

6.1 Service Providers

We share data with trusted partners who help us operate the Service:

Provider Purpose Location Privacy Info
Hetzner Cloud hosting Germany/Finland hetzner.com/privacy
Stripe Payment processing USA stripe.com/privacy
Postmark Transactional email USA postmarkapp.com/privacy
Anthropic AI features USA anthropic.com/privacy
Cloudflare Security/CDN USA cloudflare.com/privacy

6.2 Legal Requirements

We may disclose information if required by law, court order, or government request.

6.3 Business Transfers

In the event of a merger, acquisition, or sale, your information may be transferred to the new owner.

6.4 With Your Consent

We may share information with your explicit consent.

7. Data Security

We implement industry-standard security measures:

  • Encryption in Transit: All data transmitted via TLS/SSL (HTTPS)
  • Encryption at Rest: Sensitive data encrypted in our databases
  • Access Controls: Role-based access and multi-factor authentication
  • Regular Backups: Encrypted daily backups
  • Monitoring: 24/7 security monitoring and alerting
  • Compliance: Regular security assessments

No system is 100% secure. While we take reasonable precautions, we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials.

8. Data Retention

Data Type Retention Period
Active account data Duration of account
Cancelled account data 90 days after cancellation
Backup copies 30 days after deletion
Transaction records 7 years (legal requirement)
Server logs 90 days
Marketing analytics 2 years

9. Your Rights

9.1 All Users

You have the right to:

  • Access: Request a copy of your personal data
  • Correction: Update inaccurate information
  • Deletion: Request deletion of your data ("Right to be Forgotten")
  • Portability: Receive your data in a machine-readable format
  • Objection: Object to certain processing activities
  • Withdraw Consent: Withdraw consent where processing is based on consent

9.2 European Economic Area (EEA) Residents - GDPR Rights

If you are in the EEA, you have additional rights under GDPR:

  • Right to lodge a complaint with a supervisory authority
  • Right to restrict processing
  • Right not to be subject to automated decision-making

Data Controller: FluxSoft Technologies, LLC Contact: [email protected]

We will respond to GDPR requests within 30 days.

9.3 California Residents - CCPA Rights

If you are a California resident, you have the following rights under CCPA:

  • Right to Know: What personal information we collect, use, and disclose
  • Right to Delete: Request deletion of your personal information
  • Right to Opt-Out: Opt out of the sale of personal information (Note: We do not sell your data)
  • Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise CCPA rights: Email [email protected] with subject "CCPA Request"

Categories of Personal Information Collected (past 12 months):

  • Identifiers (name, email, IP address)
  • Commercial information (transaction history)
  • Internet activity (usage data, cookies)
  • Professional information (business details)

We do NOT sell personal information.

9.4 Other Jurisdictions

We comply with applicable privacy laws in other jurisdictions. Contact us for specific information.

10. International Data Transfers

Your data may be processed in countries outside your own, including:

  • United States
  • Germany
  • Finland

We ensure appropriate safeguards through:

  • Standard Contractual Clauses (SCCs)
  • Data Processing Agreements with vendors
  • Compliance with applicable data transfer frameworks

11. Children's Privacy

FluxPMS is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we discover we have collected data from a child, we will delete it promptly.

12. Marketing Communications

12.1 What We Send

  • Product updates and new features
  • Tips and best practices
  • Promotional offers
  • Industry news

12.2 Opting Out

You can opt out of marketing emails:

  • Click "Unsubscribe" in any marketing email
  • Update preferences in your account settings
  • Email us at [email protected]

Note: You cannot opt out of transactional emails (billing, security alerts, service notifications).

13. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for their privacy practices. Review their privacy policies before providing information.

14. Cookie Policy

14.1 Types of Cookies We Use

Cookie Type Purpose Duration
Essential Authentication, security, basic functionality Session
Functional Preferences, settings 1 year
Analytics Usage patterns, performance 2 years
Marketing Ad targeting, conversion tracking 1 year

14.2 Managing Cookies

You can control cookies through:

  • Browser settings
  • Our cookie preference center (where available)
  • Opt-out links for specific providers

14.3 Do Not Track

We currently do not respond to "Do Not Track" browser signals, as there is no industry standard for compliance.

15. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via:

  • Email notification
  • Notice on the Service
  • Updated "Effective Date" at the top

Continued use after changes constitutes acceptance. Material changes will be communicated at least 30 days in advance.

16. Data Protection Officer

For privacy-related inquiries or to exercise your rights:

Privacy Contact: [email protected] Response Time: Within 30 days

17. Contact Information

FluxSoft Technologies, LLC 131 Continental Dr, Suite 305 Newark, Delaware 19713 United States

General Support: [email protected] Privacy Inquiries: [email protected] Legal Inquiries: [email protected] Website: https://fluxpms.com

Last Updated: February 27, 2026

Back to Home