RoomPrivacy Notice
Kairoi Co. OÜ is the controller for the processing described here. This notice covers roombalance.kairoico.com and the RoomBalance service behind it.
1. This site has no upload
Nothing you do on these pages sends us a file. There is no form, no account, no database, and nothing is stored in your browser.
The pages here describe what we do; they do not do it. Every button on the site is a link, and the ones that look like a contact form open your own mail app with a template already written — the message is yours until you press send, and you can delete anything in it first. Work begins when you write to us, not when you read this.
2. What the server records
Reading these pages is not logged. The web server writes no access log for the site: no line is kept recording that you visited, which page you asked for, or the address you came from.
The demonstration interface behind this site has to be metered, so when a call is made to it one line is written recording the time, the address the call came from, which endpoint was called, the result and how long it took. Nothing you do while reading these pages calls it. We use those lines to run and protect the demonstration, on the basis of our legitimate interest in operating it, and they are not sold, rented or shared for advertising.
No customer data is held on the machine behind this site. It computes and returns; it keeps nothing. Your files are not stored there, and neither is anything derived from them.
3. No cookies, no tracking
The site sets no cookies and asks for no consent, because there is nothing to consent to. It stores nothing in your browser, runs no analytics, and loads nothing from a third party — every file these pages ask for comes from this site. There is no advertising and no profiling of any kind.
4. Please keep guest names out of what you send
The work needs the shape of your operation, not the identity of anyone in it. A booking calendar is useful to us as arrivals, departures, room types, rates, lengths of stay and channels. It does not need a guest's name, address, email, telephone number, card details, passport or loyalty number, and we ask you not to send them.
If a system export already carries those columns, take them out before you send the file — we would rather not receive them than hold them. The same applies to your staff: housekeeping and rostering work is computed from shifts, sections, skills and counts, not from names. Where a record has to be told apart from another, a reference of your own is enough, and you keep the key to it.
If personal data reaches us anyway, we delete it when we notice it, or on your request, and it plays no part in the computation.
5. Software we build for you
Where we build you a piece you are missing — a direct booking flow, a guest calendar, an integration with what you already run — it is delivered to run on your own computers. Your guests' data stays in your systems and does not come to us. For that data you are the controller and we are not a processor, because we do not hold it, do not have access to it, and it does not pass through anything of ours.
6. Where your data is held
Our mailboxes and our business records are held inside the European Economic Area. When you write to us, your message and anything attached to it is an email in that mailbox.
Work for a customer runs on a server in the United Kingdom. The United Kingdom and the European Economic Area each recognise the other as providing adequate protection, so personal data moving between them needs no further safeguard.
The machine serving this site is a demonstration, sited outside the European Economic Area, and it holds no customer data of any kind — it computes and returns and keeps nothing. The only thing written on it is the meter line described in §2. Reading these pages sends nothing there that identifies you, because no access log is kept.
7. Certificates you are given
A certificate is a document you hold. Everything needed to check it is on the document itself, so checking one needs nothing from us — no account, no key, and no request to this site.
8. What we hold, and for how long
- Your message to us, and its attachments — read by people, not by a service. There is no CRM, no lead database and no profile built from it, because there is none to build it in. Enquiries that do not become work are kept for 12 months.
- The operational files behind an engagement — kept for the duration of the engagement and deleted on request afterwards.
- Accounting records — 7 years, as Estonian law requires.
- Interface usage lines — kept only as long as needed to run and protect the service.
9. Your rights
Under the GDPR you may ask for access to personal data we hold about you and for its correction or erasure, object to processing based on legitimate interest, restrict processing, and ask for a copy of what you gave us in a portable form. You may complain to a supervisory authority: in Estonia, where we are established, the Data Protection Inspectorate (Andmekaitse Inspektsioon); in the United Kingdom, the Information Commissioner's Office (ICO).
In practice we hold very little about any individual: an email you sent us, if you sent one, and the interface lines described in §2. Write to us and say roughly when you wrote or called so we can find the relevant records. We answer within one month.
10. Changes
If this notice changes, the date at the top changes with it.
11. Contact
Kairoi Co. OÜ · Registry code 17410529 · Sakala tn 7-2, Kesklinna linnaosa, Tallinn, Harju maakond, 10141, Estonia · roombalance@kairoico.com
This page states what we do in plain language. It is not legal advice.