Privacy Policy – Intellistay 

Last Updated: [5^th Jan 2026] 

This Privacy Policy explains how Intellistay, a proprietary product developed and owned by NexgenAastra Tech Solutions Private Limited (“Company”, “we”, “our”, “us”), collects, uses, stores, and protects information when you use the Intellistay mobile application (Android & iOS) and web platform (“Service”). 

Intellistay is a Property Management System (PMS) designed for hotels and hospitality businesses to manage reservations, guests, rooms, billing, operations, reporting, and channel manager integrations. 

Intellistay is intended solely for use by hotel owners, administrators, and authorized hotel staff. It is not a consumer-facing application and is not intended for public booking use 

By using Intellistay, you agree to the collection and use of information in accordance with this Privacy Policy. 

1. Information We Collect 

A. Personal Information 

We may collect the following information as required for PMS operations: 

• User name, email address, and phone number
• Login credentials and role information
• Hotel and branch-related details
• Guest information entered by authorized hotel users (name, contact details, ID details)

Guest data is entered and managed by hotel staff. Intellistay acts as a data processor on behalf of hotels. 

B. Usage & Device Information 

Collected automatically to ensure app stability and security: 

• Device type and operating system
• App version
• Date & time of access

• App usage activity and diagnostics

2. Device Permissions 

A. Camera Access 

Intellistay may request access to your device’s camera for the following user-initiated purposes: 

• Uploadingguest ID proofs(such as Aadhaar, Passport, Driving License, etc.) during check-in or reservation workflows
• Uploadingproperty photos,room images, anddocumentsrequired for hotel onboarding and management
• Capturing images related to hotel operations when explicitly initiated by the user

• Camera access is usedonly when the user actively chooses to capture or upload an image
• The app doesnot access the camera in the background
• No photos or videos are capturedwithout user consent
• Camera access isnot used for surveillance, analytics, or advertising

B. Photo Library / Media Access 

On supported devices, Intellistay may request access to the photo gallery to allow users to: 

• Select and upload images or documents
• Upload guest ID proofs and property images

Media access is used only for the selected files and not for scanning or collecting unrelated data. 

C. Internet Access 

Internet connectivity is required to: 

• Sync reservations and availability
• Communicate with channel managers and OTAs
• Generate reports and dashboards
• Process online payments

D. Phone/ Call Permission 

Intellistay may request permission to initiate phone calls to allow users to contact guests directly from within the app. This action is always user-initiated, and Intellistay does not make calls automatically or in the background 

3. How We Use Information 

Collected information is used to: 

• Provide and maintain PMS functionality
• Manage reservations, billing, and hotel operations
• Sync rates and availability with channel managers and OTAs
• Authenticate users and control role-based access
• Generate operational and financial reports
• Improve system performance and reliability
• Comply with legal and regulatory obligations

4. Channel Manager & OTA Integrations 

Intellistay integrates with third-party channel managers and OTAs to: 

• Publish room availability and rates

• Receive and manage bookings

Only the minimum required data is shared, and such integrations are governed by the privacy policies of the respective third-party providers. 

5. Payment Handling & Financial Data 

Intellistay primarily functions as a hotel management and record-keeping system. In most cases, guest payments are collected offline using physical POS machines, cash, or other external payment methods managed directly by the hotel. 

Intellistay does not store or process users’ card, UPI, or banking details. Hotel staff may manually record payment type, amount, and reference information for accounting and operational   . 

In limited cases where online payments are enabled, transactions are processed securely by third-party payment gateways(Razorpay). Intellistay only receives transaction status and reference details for record-keeping and reconciliation purposes. 

6. Data Sharing & Disclosure 

We do not sell personal data. 

Information may be shared only: 

• With trusted service providers (hosting, messaging, analytics)
• With OTAs and integrations as configured by the hotel
• When required by law or legal authorities
• With user consent

7. Data Storage & Security 

We use reasonable and industry-standard measures to protect data, including: 

• Secure authentication
• Role-based access controls
• Encrypted data transmission

Despite best practices, no system can guarantee absolute security. 

8. Data Retention 

• Data is retained only as long as necessary to provide services or comply with legal obligations

• Hotels may request data export or deletion subject to contractual and legal requirements

9. Children’s Privacy 

Intellistay is not intended for children under 13 years of age. We do not knowingly collect personal information from children. 

10. Your Rights 

Depending on applicable laws, users may request: 

• Access to their personal data
• Correction of inaccurate data
• Deletion or restriction of processing

Requests can be made using the contact details below. 

11. WhatsApp Business API - Privacy Policy 

This privacy policy applies to the WhatsApp messaging integration operated by NexgenAastra Tech Solutions Private Limited.

This integration enables users to communicate via WhatsApp for inquiries, notifications, and support-related interactions.

Data Collected: 

• Phone number
• Message content
• Message metadata (timestamps, message IDs)

Use of Data: 

Data is used solely to send and receive WhatsApp messages initiated by users.

Data Sharing: 

We do not sell or share WhatsApp user data with third parties. Data is processed

in accordance with Meta WhatsApp Business Platform policies.

12. Changes to This Policy 

This Privacy Policy may be updated periodically. Any changes will be reflected within the app or on our website with an updated revision date. 

About the Company 

Company Name: NexgenAastra Tech Solutions Private Limited Product Name: Intellistay Business Nature: Software Development & SaaS Solutions Product Ownership: Intellistay is a  

and internally developed product of NexgenAastra Tech Solutions Private Limited. 

The Company owns, operates, and maintains the Intellistay platform and is responsible for data handling, security, and compliance as described in this Privacy Policy. 

Contact Information