Legal

Privacy Policy

Effective 28 September 2026 · Last updated 28 September 2026

This policy explains what personal data HIES collects, why, who we share it with, and the rights you have over it.

It covers visitors to www.hies.in, guests who book through HIES Reserve, and property staff who use HIES Nexus (web and Android) and other HIES applications. It is written to meet India's Digital Personal Data Protection Act, 2023 and the rules made under it.

1. Who we are

HIES means Hospitality Industry Enterprise System, with its registered office at Maya Vihar, Shashradhara Road, Dehradun, Uttarakhand, and its working office at Windlass Tower, Rajpur Road, Dehradun, Uttarakhand.

For guest bookings, the property you book with decides how your guest data is used for your stay, and HIES processes that data on the property's behalf. For your HIES Reserve account, our website, and our own services, HIES decides how data is used.

2. What we collect and why

Website visitors

This website does not use advertising or analytics cookies.

  • Contact enquiries: your name, email address, phone number, and message when you contact us, so we can reply and arrange a demo.
  • Technical data: IP address, browser type, pages visited, and time of visit, recorded in server logs to keep the website secure and working.

Guests using HIES Reserve

  • Booking details: name, email address, phone number, number of guests, dates, room or venue, and any special requests, to make and manage your booking and send it to the property.
  • Payment details: amount, payment status, and a transaction reference. Card and bank details are entered with our payment gateway partner and are not stored by HIES.
  • My Bookings account: the mobile number you sign in with, verified by a one-time password sent by SMS, and your guest profile, so you can view, modify, and cancel your bookings.
  • Booking origin: whether you booked on HIES Reserve or through the property's own website link, so the property can see where bookings come from.

Property staff using HIES Nexus and other HIES applications

The HIES Nexus app does not access your device location, contacts, camera, or photos, and contains no advertising or analytics tools. It shows property locations on a Google map.

  • Account data: your name, work email, role, and property, provided by your property to set up single sign-on and control what you can access.
  • Activity records: which bookings, rates, and records you create or change, and when, to keep an audit trail for your property.
  • Device security (Android app): sign-in tokens are kept in your device's secure storage. If you turn on fingerprint or face unlock, the check happens on your device and your biometric data is never sent to HIES.

3. Cookies and similar storage

We use only the cookies and browser storage needed for our services to work, such as keeping you signed in to My Bookings or HIES Nexus, remembering your search, and protecting forms against misuse. Because these are strictly necessary, they are not optional. If you block them in your browser, some features will not work.

4. Who we share data with

We do not sell personal data, and we do not share it for advertising.

  • The property you book with receives your booking and contact details so it can provide your stay or event.
  • Our payment gateway partner processes online payments.
  • Service providers who help us run HIES, such as hosting, email, and SMS delivery, under contracts that require them to protect the data.
  • Google Maps, to show property locations. Google's own privacy policy applies to maps you view.
  • Government or law-enforcement authorities, when the law requires it.

5. Where data is stored

We store data on servers operated by our hosting providers. If any data is processed outside India, we do so only where Indian law permits it, and with the same protections described in this policy.

6. How long we keep data

  • Bookings, invoices, and payment records: for as long as tax and accounting laws require, currently up to 8 years.
  • My Bookings accounts: until you ask us to delete the account, subject to the booking records above.
  • Staff accounts: until the property removes the user, after which the audit trail is kept for as long as the property's records need it.
  • Contact enquiries: up to 2 years after our last conversation.
  • Server logs: up to 180 days, or longer where required by law.

7. Your rights

You can ask us to:

  • Tell you what personal data we hold about you and how it is used.
  • Correct or complete inaccurate data.
  • Delete your data, unless we must keep it by law.
  • Withdraw consent you have given. This does not affect processing already done, and some services may stop working.
  • Nominate another person to exercise your rights if you die or become unable to.

Deleting your account

Guests: email support@hies.in with the mobile number you use for My Bookings and ask for your account to be deleted. We will verify the number before deleting it.

HIES Nexus users: ask your property administrator to remove your account, or email support@hies.in from your work email. Deleting a staff account removes your sign-in, but your property keeps the business records you created.

8. Security

We protect personal data with encrypted connections, access controls based on staff roles, single sign-on, and secure storage on devices. No system is completely secure. If a personal data breach occurs, we will inform affected people and the Data Protection Board of India as the law requires.

9. Children

Our services are not intended for anyone under 18. Bookings must be made by an adult. We do not knowingly collect a child's personal data without verifiable consent from a parent or lawful guardian.

10. Changes to this policy

We may update this policy. The date at the top of this page shows when it last changed. If we make significant changes, we will highlight them on this page or in the relevant application.

11. Grievance Officer and contact

To exercise your rights or make a complaint, write to our Grievance Officer at support@hies.in with "Privacy" in the subject line. We acknowledge requests within 48 hours and respond within 30 days.

If you are not satisfied with our response, you may complain to the Data Protection Board of India.

Hospitality Industry Enterprise System, registered office: Maya Vihar, Shashradhara Road, Dehradun, Uttarakhand. Working office: Windlass Tower, Rajpur Road, Dehradun, Uttarakhand. Email: support@hies.in.