Privacy policy

The short version

This site has no accounts, no database and no advertising. Reading it stores nothing on your device unless you accept analytics. If you fill in a form, what you send arrives as an email in our inbox and is used to answer you. That is the whole system.

Who is responsible

The data controller is KaizenStep Cloud Solutions & Services S.L. (NIF B65784423), registered office at Carrer Girona 161, 08402 Granollers, Barcelona, Spain. Benvio is a commercial brand of that company. You can reach us about anything in this policy at privacy@benvio.net.

We have not appointed a Data Protection Officer. Given the scale and nature of what we process, the GDPR does not require one. Privacy questions go to the address above and are handled by us directly.

What we collect, and why

When you contact us or book a demo

Every form on this site asks for your name and your work email. Depending on which form it is, it also asks for your company, your job title, your phone number, your message and the number of properties you operate.

Property count is there because it helps us understand the scale of your hotel organisation and save a first call that would otherwise be spent asking it. Job title is there for the same reason. Phone number is there so we can reach you directly.

Legal basis: taking steps at your request before entering into a contract (Article 6(1)(b) GDPR). We use it to answer you, to prepare a demo, and to keep a record of the conversation.

The form asks for a work email address and rejects free webmail addresses. That is a qualification rule, not a data collection one: we are not looking anyone up.

When you request a document

Some pages offer a document, such as the MICE Response Study. You get the document as an attachment by email; we get a notice with what you entered. Nothing else happens to the details you gave us in order to receive it.

Legal basis: taking steps at your request (Article 6(1)(b) GDPR). We need your email address to send you the document you asked for. There is no tick box to receive it, and asking for a document is never treated as agreeing to hear from us: that is the separate, optional checkbox described below.

If you agree to hear from us

Every form has a second, optional checkbox, unticked by default, for occasional emails about Benvio. It is never a condition of anything else. If you leave it unticked you still get your answer or the document you asked for.

Legal basis: your consent (Article 6(1)(a) GDPR). You can withdraw it at any time by replying to any email or writing to privacy@benvio.net, and withdrawing it does not affect anything we did while it was valid.

Because there is no database, the record of what you consented to is the notification email itself, which stores both answers and the date.

Analytics

With your consent we count page views to see which pages get read. The tool we use, Vercel Web Analytics, sets no cookies and stores nothing on your device. It does not follow you between sites and we never see an individual visitor. Nothing loads until you accept, and rejecting changes nothing about how the site works.

Legal basis: your consent (Article 6(1)(a) GDPR). See the cookie policy, where you can also change your mind.

Server logs

Our host records the usual technical data for every request: IP address, time, page requested, browser and operating system. These logs exist to keep the site up and to investigate abuse. They are not used to build a profile and are not combined with anything else.

Legal basis: our legitimate interest in operating and securing the site (Article 6(1)(f) GDPR).

What we do not do

• No advertising and no tracking pixels. There is no ad network, no retargeting tag and no social media embed on this site.
• No profiling and no automated decisions. Nothing here produces a decision about you without a person involved.
• No selling or sharing. We do not sell personal data and we do not pass it to anyone except the processors listed below.
• No data from children. This site is aimed at people working for hotel companies and is not directed at anyone under 18.

Who else touches your data

Only the suppliers we need to run the site and receive your message. Each acts as a processor on our instructions, under a contract that meets Article 28 GDPR.

Vercel Inc.

Website hosting and privacy-friendly page analytics. Servers in Frankfurt, Germany. Vercel is established in the United States.

Plus Five Five, Inc. (Resend)

Delivery of the two emails a form sends: your copy and our internal notice. Established in the United States.

Google Ireland Limited

Google Workspace, the mailbox that receives and stores your enquiry. Contracted through Google's Irish entity. Google operates infrastructure worldwide.

We may also disclose data where the law requires it, for instance to a court or a public authority acting within its powers.

Data leaving the EU

The site is served from data centres in Frankfurt, Germany. Some of the suppliers above are established in the United States, so support and administration can involve access from there. Those transfers rely on the European Commission's Standard Contractual Clauses, included in the data processing agreements we hold with each of them, together with the technical measures those agreements require. You can ask us for details of the safeguards in place at privacy@benvio.net.

How long we keep it

Enquiries and demo requests

24 months from our last contact with you. After that they are deleted.

Marketing consent

Until you withdraw it, and the record of it for one year afterwards as proof.

Cookie choice

Twelve months, in a cookie on your own device. Nothing about it reaches us.

Server logs

Kept by our host for a short retention window and then rotated out.

Anything in a signed contract

For as long as Spanish commercial and tax law requires, which is generally six years.

Your rights

You can ask us to give you a copy of your data, correct it, delete it, restrict what we do with it, hand it over in a portable format, or stop processing based on legitimate interest. Where we rely on consent, you can withdraw it at any time.

Write to privacy@benvio.net. We answer within one month. Exercising a right is free, and we will only ask you to identify yourself if we genuinely cannot tell who is asking.

If you think we have got it wrong, you can complain to the Spanish supervisory authority, the Agencia Española de Protección de Datos, at www.aepd.es. We would rather you told us first, but you do not have to.

Keeping it safe

The site is served over HTTPS. Access to the inbox that receives enquiries is restricted to the people who need it and protected by two-factor authentication. Because there is no database, there is no store of personal data to breach beyond that inbox, which is the point of building it this way.

Changes to this policy

When this policy changes we update the date at the top. If a change materially affects what we do with data you already gave us, we will tell you directly rather than rely on you rereading this page. A material change to the cookie categories also resets your cookie choice, so you get asked again.

This policy covers benvio.net only. The Benvio product runs inside our customers' own Salesforce organisations; where a hotel chain is the controller of its guests' data, its own privacy notice governs, not this one.