Under “Privacy policies”, the hotel maintains the privacy policy that guests read: in the guest area, in the guest's private area, from campaigns and during the double opt-in. The policy is put together from fixed sections that the hotel ticks under “Show the following sections”; under “Additional text (optional)”, a text of its own is added. The menu path is Settings › Data Protection and Privacy › Privacy policies; in the overview of Settings, the “Data Protection and Privacy” tile leads there.
Example: Create and activate a new privacy policy
Open the list. Settings › Data Protection and Privacy › Privacy policies shows the “Privacy policies” list with all of the hotel's policies.
Start a new policy. “Add” in the side navigation under “Privacy policies” opens the “New privacy policy” page.
Enter the data controller. In the “Data Controller” box, enter “Data controller (your company's name)”, “Email address for privacy requests”, “Phone number for contact”, “Street / house number”, “ZIP code”, “City” and “Country”. In the “Data Protection Officer (DPO)” box, enter the “Name” and “Email address” of the data protection officer.
Select the retention period. In the “Data retention” box, under “Data retention”, select one of the retention periods that have been created.
Tick the sections. Under “Show the following sections”, nine sections are already ticked for a new policy. Make sure that “Data processors and third-party” is ticked, because third-party services appear only in this section.
Tick the services. Under “Third-party Services”, tick the services the hotel uses, for example “Stripe” in the “Online payment providers” group.
Create the policy. “Create” saves the new privacy policy and opens the “Modify privacy policy” page. There it says “This privacy policy is currently not used.”, because a new policy is not active at first.
Check. “Preview” opens the policy the way guests see it.
Activate. “Activate” asks “Are you sure that you want to activate this privacy policy as your current one?”. After the confirmation, the page shows “The privacy policy shown is the privacy policy currently used.”, and the “Privacy policies” list shows a tick next to it.
The pages in detail
Privacy policies
The list shows all of the hotel's privacy policies with the name of the data controller in the “Data controller (your company's name)” column and the “Creation date”. A column without a heading shows a tick next to the active policy. A click on the name in the “Data controller (your company's name)” column opens the “Modify privacy policy” page. “Add” in the side navigation opens the “New privacy policy” page. Below the list there is a “Notice” that this help is not legal advice.
New privacy policy
On this page, the hotel creates a new privacy policy:
“Data Controller”: “Data controller (your company's name)”, “Email address for privacy requests”, “Phone number for contact”, “Street / house number”, “ZIP code”, “City” and “Country”. “Data controller (your company's name)” is mandatory. The email address is checked for a valid email format.
“Data Protection Officer (DPO)”: “Name” and “Email address”. The name is mandatory; the email address is checked for a valid format.
“Data retention”: the choice of one of the retention periods created under Settings › Data Protection and Privacy › Data retention. “Details” opens the selected retention period. If the section “Data retention and cancellation” is ticked in the policy, the guest sees the entered retention periods in years and months.
“Show the following sections”: ten checkboxes, from “Introduction text” to “Contact”, among them “Notice for California Residents (CCPA)”. Every ticked section appears in the policy the guest sees.
“Options for transferring the data to third parties”: six checkboxes. Every ticked option appears for the guest in the “Data processors and third-party” section.
“Third-party Services”: checkboxes in the groups “Booking / PMS”, “Online payment providers” and “Other”. A tick next to a service adds a paragraph about this service to the policy.
“Additional text (optional)”: for each of the hotel's languages, a field “Text in” with the language, for a text of its own.
A new policy starts with eleven ticks: for nine sections under “Show the following sections” and for “Google Maps” and “ReGuest” under “Third-party Services”. “Create” saves it and opens the “Modify privacy policy” page.
What the guest sees. Each time it is opened, the active policy is put together from the ticked sections and services. First come the ticked sections up to “Data retention and cancellation”. Then follows the text from “Additional text (optional)” in the guest's language. At the end come “Contact” and the details from “Data Protection Officer (DPO)”. The services and the “Options for transferring the data to third parties” appear only in the “Data processors and third-party” section.
Modify privacy policy
The page shows the same boxes as “New privacy policy” and also whether the policy is used: “The privacy policy shown is the privacy policy currently used.” or “This privacy policy is currently not used.”
“Save” appears only after a change, saves the changes and leaves the page open. This does not make the policy active. When editing a saved policy, “Street / house number”, “ZIP code” (at most 10 characters), “City” and “Country” are also mandatory.
“Preview” opens the policy the way guests see it, including one that is not active. The button appears only when nothing is unsaved.
“Activate” appears for a policy that is not active and activates it after a confirmation prompt.
Consent. Consent to the active privacy policy is saved with the guest's IP address: when a booking is made and the offer requires consent, during online check-in and when an ERV travel insurance policy is taken out.
Prerequisites
‘Privacy policies’ does not need a licence module of its own.
Access to ‘Privacy policies’ is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why is the “Privacy policies” menu item missing? The user's role does not enable it. Roles are managed by ReGuest support.
Why does the guest not see any of the ticked services? The “Data processors and third-party” section is not ticked. The services appear only in this section; a tick next to “Data processors and third-party” under “Show the following sections” shows them to the guest.
Is a ticked service connected with the hotel's interfaces? No. A tick next to a service only inserts a paragraph into the policy; it does not depend on the interfaces set up for the hotel.
Why is “Preview” missing? There are unsaved changes. After “Save”, “Preview” appears again.
Why is no guest consent saved? Without an active privacy policy, no consent is saved. “Activate” on the “Modify privacy policy” page activates a policy.
As of: 2026-10-28.