My Guidebook Buddy is operated by Orana Software ("we", "us", "our"). This policy explains what personal information we collect, how we use it, and the choices you have. We aim to use plain language and avoid the dense legal boilerplate where we can.

Who this policy covers

This policy applies to two groups:

  • Property managers and operators who sign up for a free or paid guidebook for their property.
  • Guests who open a guidebook that a property has shared with them.

Information we collect

From property managers

When you sign up, we collect:

  • Your name, email address, and phone number.
  • Your property name, address, and website URL.
  • Your property's coordinates (latitude / longitude), which we obtain when you confirm the address from our autocomplete.
  • The IP address and user agent of the device you sign up from, for security and abuse-prevention purposes.

From guests

When a guest opens a guidebook through a QR code or short link, we record:

  • The time of the scan or click.
  • The QR code's location code (e.g. front desk, room, plaque) so we can show the property which surface is driving engagement.
  • The IP address and user agent of the device that opened the guidebook.

We do not ask guests to create an account. We do not collect their names, emails, or phone numbers through the guidebook.

From everyone

We use a small number of standard web cookies and similar technologies for the site to function correctly (session, security) and to understand aggregate usage. We do not run third-party advertising trackers.

How we use this information

  • To build and deliver your guidebook. We use your property information to generate the guidebook content from your website and surface nearby experiences based on your coordinates.
  • To contact you about your account. We send you a welcome email when your guidebook is ready, plus occasional product updates. We will not send marketing email to your contact address unless you opt in.
  • To run the experience-booking commercial model. When a guest books a tour, dining experience or activity through your guidebook, we may earn a commission from the experience provider. We never share guest contact information with experience providers beyond what is necessary to complete a booking the guest initiated.
  • To improve the product. We look at aggregate scan and click data to make the product better for everyone.
  • To prevent abuse. IP addresses and user agents help us identify and block automated abuse.

How we share information

We share information only in the limited ways described here:

  • With our service providers. We use Microsoft Azure to host our software, Mailgun to send transactional email, and HubSpot to track property-manager communications. These providers process information on our behalf under data-processing agreements.
  • With experience providers when a guest books through the guidebook, only to the extent necessary to fulfil that booking.
  • When required by law. We will disclose information if compelled by a valid legal process.
  • In a business transfer. If we are involved in a merger, acquisition or asset sale, your information may transfer as part of that transaction.

We do not sell personal information.

Where your information is stored

We host our software in Microsoft Azure data centres. Property information, QR scan logs, and our email send records are stored in Azure-managed databases. Where the data is processed depends on which Azure region your property's tenant is provisioned to — typically Australia, United States, or Europe.

How long we keep information

We keep property and contact information for as long as your guidebook is active, plus a reasonable retention period after deactivation (typically 24 months) to handle support, accounting, and legal obligations. Guest scan logs are retained on a rolling basis for product analytics — typically 24 months — and then aggregated or deleted.

Your choices

  • Access and correction: ask us for a copy of the personal information we hold about you, or for corrections, by emailing hello@myguidebookbuddy.com.
  • Deletion: you can ask us to delete your account at any time. We will delete the data we are not legally required to retain.
  • Email opt-out: transactional emails about your guidebook are required for the service. Marketing emails (rare) will always include an unsubscribe link.

Children

Our service is intended for property managers and adult travellers. We do not knowingly collect personal information from children under 13.

Changes to this policy

We may update this policy as the product evolves or laws change. We will update the "Last updated" date at the top, and for significant changes we will email account holders.

Contact us

Questions about this policy, or about your information specifically, go to hello@myguidebookbuddy.com.

This policy is a working draft we maintain in good faith. It is not legal advice. For region-specific rights (GDPR, CCPA, Australian Privacy Principles, etc.), please contact us directly and we will work with you to address your request.