Privacy Policy

1. Information collected

From Hosts: account information (email address, password, property names); billing information collected by Stripe, which DigiStayBook does not view or store in full; property configuration data such as welcome messages, house rules and display preferences; and marketing preference data — the host identity, normalised contact address, consent or withdrawal status, UTC timestamp, form or source identifier, and the exact consent wording and version. A minimal central suppression record is kept separately to prevent promotional messages after opt-out.

From Guests: user-generated content voluntarily uploaded to a Guest Wall, including messages, photos and an optional guest name displayed with the memory; and limited technical and security data — IP address, browser type, device category, access time, anonymous session tokens and Firebase App Check signals. Where needed to prevent abuse, short-lived pseudonymous abuse keys may be derived without creating a persistent cross-session identifier. This information is used to route uploads, secure the Service, enforce rate limits, investigate reports and apply proportionate restrictions. It is access-controlled and retained only for the bounded period in the approved retention schedule.

1.1 Private feedback and automated screening

Guests may also send a Host private feedback. It is shown only to that Host and is never published.

Guest names, messages, photos and private feedback are checked automatically using Google Cloud’s content moderation services before they are published or delivered. Private feedback that appears to contain threats, sexual content or hate may be held and read by DigiStayBook’s restricted safety team, who release it to the Host or delete it. A Host may also send a feedback message to the safety team for review. Each time the safety team opens a held message, that access is recorded; the record does not contain the message.

2. How information is used

To provide the Service: hosting the guestbook, generating QR codes, and enabling Host moderation.

To process payments, subscriptions, trials and renewals through the payment gateway.

To communicate with Hosts: account notices, billing receipts, moderation alerts, cancellation confirmations and dashboard access links.

To manage marketing choices: proving express consent, applying withdrawals across all promotional sequences, preventing sends to suppressed addresses and recording verified re-consent. Account creation and acceptance of the Terms are never treated as marketing consent.

To improve the Service through analysis of usage and technical data.

Guest photos and messages are not used for DigiStayBook’s own marketing without explicit permission, and Host and Guest data are not sold to third parties.

3. Privacy roles by data class

Guest Wall content and property configuration: the Host generally determines why Guest photos, messages and property content are collected and displayed, and acts as controller. DigiStayBook generally processes this content on the Host’s behalf to host, screen, route, publish, restrict and delete it under the Service instructions.

Host accounts and communications: DigiStayBook is controller for registration, account security, service communications and the support records needed to operate the platform relationship.

Billing metadata and transaction records: DigiStayBook is controller for customer, subscription, invoice-reference and accounting information needed for billing, disputes and legal obligations. Payment providers process payment data under their own terms and roles.

Security and abuse-prevention records: DigiStayBook is controller for App Check signals, limited security logs, short-lived pseudonymous abuse keys, rate-limit events and account or session restrictions.

Platform reports and internal trust-and-safety cases: DigiStayBook is controller for reports escalated directly to the platform and for restricted critical cases it must assess for platform safety, legal compliance or user protection.

Service providers: cloud, email, moderation and other vendors process data under the contractual role applicable to their service.

3.1 How a Guest exercises deletion rights

Active session: use the self-service delete control directly on the device that made the post.

Lost session: use the Report control on the post and select “Privacy — I want my content removed”. An accepted ordinary request hides the post immediately and routes it to the Host. If the reporter or wall circuit breaker is active, the request is recorded without changing visibility and is routed to Privacy & Safety Operations.

Public route: submit a request through the public Privacy & Safety page if self-service is unavailable, the session is lost, the post cannot be located, or a previous request was not handled.

Escalation: if the Host does not act within 14 days, the request escalates to Privacy & Safety Operations, which applies the approved deletion or restriction workflow. DigiStayBook may also act directly where required by law or where it is independently responsible for the data class.

4. How information is shared

Information is shared only with service providers performing services on DigiStayBook’s behalf (cloud hosting, payment processing, email delivery, content moderation); where required by law, court order or governmental request, or to protect the rights, property or safety of DigiStayBook, its users or others; and in the event of a merger, acquisition or sale of assets, where Host data and Guest content may transfer as a business asset.

4.1 Photo storage and overseas safety checks

Guest photos are stored in Sydney, Australia, in private Google Cloud Storage buckets. Photos undergo automated safety checks using Google Cloud Vision SafeSearch, configured to use its European Union service endpoint. The photo is sent overseas for that check; Sydney storage does not mean all processing stays in Australia.

We use immediate-response photo checks. Google states that these checks process the image in memory without persisting it to disk, and that submitted content is not used to train or improve Cloud Vision models. Google temporarily logs some request metadata, such as the request time and size.

Google processes service data under its Cloud Data Processing Addendum, including security, confidentiality and incident-notification commitments. Google and its contracted service providers may handle information in other countries under those terms. Our choice of the EU endpoint is not a guarantee that every aspect of Google's handling remains in the EU. Text screening is configured to use Google Cloud Natural Language’s Australia endpoint.

5. Data retention and deletion

Personal information is kept only as long as the approved retention schedule allows, then destroyed or de-identified, including controlled copies in archives and backups. Business records are kept for the period Australian tax law requires, and marketing consent records and unsubscribe requests are handled within the periods ACMA requires.

6. Cookies and tracking

Essential cookies maintain Host login sessions and platform security. No invasive tracking cookies are used for targeted third-party advertising.

7. Data security

Administrative, technical and physical measures protect personal information. No electronic transmission or storage technology can be guaranteed completely secure.

8. Children’s privacy

The Service is a business-to-business platform and is not directed at children under 16. Personal information is not knowingly collected directly from children, and Guests must confirm they are 16 or older before posting a memory. Hosts remain responsible for moderating photographs containing minors uploaded to their Guest Wall.

9. Contact

Hosts may use the Host Contact form for account and software support. Any Guest, Host or other individual may use the public Privacy & Safety page for a personal-data request, privacy concern or content-safety issue. That route does not provide booking, maintenance or in-stay support. Requests that cannot be resolved through self-service or the Host workflow escalate to Privacy & Safety Operations.