Contact details
RK Hospitality Studio is responsible for deciding how and why personal information collected through this website and during the provision of services is used.
Email: hello@rkhospitality.studio
What information we collect
Depending on how you interact with RK Hospitality Studio, we may collect or use:
- Your name
- Your email address
- Your telephone number where supplied
- Your business or property name
- Your role within a business where supplied
- Your business or venue location
- Your website address
- Project requirements
- Website-review information
- RK Monitor enquiry information
- RK Monitor service and monitoring records
- Website health scores and issue history
- Technical findings associated with a monitored website
- RK Guest Founder Beta enquiry information
- RK Guest client account and service records
- RK Guest property and guide content
- Property branding and uploaded assets
- RK Guest dashboard account information
- QR-location records
- Guest portal visits and section views
- QR scans and QR-location activity
- Session identifiers and timestamps used for RK Guest analytics
- Booking-system information
- Website content supplied for a project
- Project and enquiry correspondence
- Records of meetings, discussions and decisions
Where you become a client, we may also need to use information connected with:
- Contracts and service history
- Invoices and payments
- Financial transaction records
- Complaints, disputes or legal claims
- Subscription and billing status
- Other information reasonably required to comply with legal or accounting obligations
We do not intentionally request special-category personal information through this website. Please do not include sensitive personal information in an enquiry unless it is genuinely necessary.
RK Guest does not currently require public guest users to create an account. The service records first-party operational usage information such as portal visits, section views, QR scans, QR locations, session identifiers and timestamps.
RK Guest does not currently intentionally collect precise guest location, advertising profiles or device fingerprinting for these analytics purposes.
How we use personal information
Personal information may be used to:
- Respond to business enquiries
- Provide requested website reviews
- Assess prospective projects
- Prepare quotations and proposals
- Enter into and manage client contracts
- Deliver website and related services
- Communicate during a project
- Manage ordinary business administration
- Issue invoices and maintain accounting records
- Respond to queries and complaints
- Assess RK Monitor Founder Beta requests
- Set up and manage RK Monitor services
- Associate monitoring results with the relevant client and website
- Maintain monitoring history and service records
- Communicate website findings and recommended actions
- Assess RK Guest Founder Beta requests
- Set up and administer RK Guest client accounts
- Host and provide digital guest guides
- Manage property content, branding and QR locations
- Provide RK Guest dashboard functionality
- Generate first-party usage and engagement analytics
- Maintain RK Guest service, security and operational records
- Provide support and assisted setup to RK Guest clients
- Manage recurring subscriptions and payments
- Establish, exercise or defend legal claims where necessary
- Protect the operation and security of the website
Personal information is not sold to third parties.
Lawful bases and data-protection rights
UK data-protection law requires a lawful basis for collecting and using personal information. The basis used depends on the reason the information is being processed.
Contract
We may process personal information where it is necessary to take steps at your request before entering into a contract or to perform a contract with you.
This may include discussing a project, RK Guest service or RK Monitor service, preparing a quotation or service offer, setting up an agreed service, delivering website, guest-information or monitoring services, managing subscriptions and payments, providing support and administering the client relationship.
Legitimate interests
RK Hospitality Studio has a legitimate interest in using limited personal information to respond to business enquiries, assess prospective projects, RK Guest requests and RK Monitor requests, prepare website reviews and proposals, communicate with potential clients and manage ordinary business administration.
This information is limited to what is reasonably necessary, such as names, business contact details, business names, website addresses, project requirements and relevant correspondence.
People who submit an enquiry, request a website review or request access to RK Guest or RK Monitor would reasonably expect relevant information to be used so that RK Hospitality Studio can understand, assess and respond to their request.
This processing benefits both the person making the request and RK Hospitality Studio by allowing enquiries to be handled efficiently, appropriate services to be considered and accurate information to be provided.
We also have legitimate interests in using relevant information to investigate and resolve complaints, maintain accurate records, protect legal and commercial interests and establish, exercise or defend legal claims where necessary.
Information used for these purposes is limited to what is relevant to the matter and is not used for unrelated purposes.
Legal obligation
We may process and retain personal information where necessary to comply with legal obligations, including accounting, taxation and other applicable requirements.
Consent
Where consent is relied upon for a particular activity, you may withdraw that consent at any time. Withdrawal does not affect processing that took place lawfully before consent was withdrawn.
Controller and processor roles
RK Hospitality Studio may act as a controller or processor depending on the particular processing activity.
RK Hospitality Studio generally acts as a controller for personal information used for its own sales, enquiries, client administration, billing, support, security and business-record purposes because it determines why and how that information is used.
Where an RK Guest client determines what personal information or content is placed within its guest guide for the client's own purposes, and RK Hospitality Studio processes that information on the client's instructions solely to provide RK Guest, RK Hospitality Studio may act as a processor for that specific processing.
Where RK Hospitality Studio acts as a processor, the relevant processing is governed by the applicable client agreement and data-processing terms.
Where we get personal information from
Personal information may be obtained:
- Directly from you
- From publicly available business sources, such as business websites and public business profiles
Publicly available information may be reviewed when researching prospective hospitality businesses or assessing a website that has been submitted for review.
Sharing information outside the UK
Some technology providers used by RK Hospitality Studio may process or store personal information outside the United Kingdom.
This may include information processed through GitHub, Formspree, Google Workspace, Railway or payment providers used for applicable services.
Railway states that its primary processing operations take place in the United States and provides contractual mechanisms for international transfers, including UK transfer provisions where applicable.
Where personal information is transferred outside the UK, the relevant provider is expected to use an appropriate transfer mechanism or safeguard in accordance with UK data-protection law.
Google Workspace may process information in the United States and other locations in accordance with its applicable international data-transfer arrangements.
How long we keep personal information
Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected, applicable legal requirements and the handling of disputes.
Up to 12 months after the last meaningful communication
Up to 12 months after completion of the review or last meaningful communication
Up to 12 months after the request closes or the last meaningful communication where the business does not become a client
Up to 12 months after the request closes or the last meaningful communication where the business does not become a client
For the duration of the service and as reasonably necessary to administer the client relationship
For the duration of the service and for a limited period afterwards where reasonably necessary for service closure, recovery, contractual records or legal obligations
Kept only for as long as reasonably necessary to provide service analytics, maintain relevant operational history and support legitimate business or contractual purposes
Separate logical backup copies are normally retained for approximately 30 days before older backup copies are deleted
Up to 12 months after the proposal or prospective project closes
For the duration of the project and as reasonably necessary to manage the service
For the duration of the monitoring service and as reasonably necessary to administer the client relationship
For the duration of the service and for up to six years after the service ends where reasonably required for service history, contractual records, disputes or legal claims
Up to six years after project completion
Up to six years after the end of the relevant tax year
Up to six years after closure, or longer where reasonably required for an ongoing legal matter
Removed from the form inbox when no longer required for the enquiry, website review, RK Guest or RK Monitor request, security or relevant record-keeping purpose
Information may be deleted earlier where it is no longer required, or kept for longer where there is a genuine legal or regulatory reason to do so.
Your data-protection rights
Depending on the circumstances and lawful basis, you may have the following rights.
Right of access
You may ask for copies of personal information we hold about you and information about how it is used.
Right to rectification
You may ask us to correct personal information you believe is inaccurate or complete information you believe is incomplete.
Right to erasure
In certain circumstances, you may ask us to delete your personal information.
Right to restriction
In certain circumstances, you may ask us to restrict the way your personal information is used.
Right to object
You may object to certain processing of your personal information, including processing based on legitimate interests.
Right to data portability
Where applicable, you may ask us to transfer certain personal information you provided to another organisation or directly to you.
Right to withdraw consent
Where consent is used as the lawful basis, you may withdraw that consent at any time.
Making a rights request
To exercise a data-protection right, email hello@rkhospitality.studio .
We may need to confirm your identity before disclosing or changing personal information.
Information security
Reasonable technical and organisational measures are used to protect personal information against unauthorised access, alteration, disclosure or loss.
Measures may include encrypted connections, account security, access controls, secure technology providers and limiting access to information to situations where it is genuinely required.
Where third-party payment services are used, payment credentials are handled by the relevant payment provider rather than being stored directly within the RK Hospitality Studio website.
No internet transmission or electronic-storage system can be guaranteed to be completely secure.
RK Guest backups
RK Guest uses database backups for resilience and disaster recovery. Separate logical backups of the production PostgreSQL database are created using PostgreSQL backup tools and stored on a secured computer used to operate RK Hospitality Studio.
These backups are timestamped, checked for readability and normally retained for approximately 30 days before older backup copies are removed.
Backup arrangements are intended to support recovery and resilience but do not guarantee zero data loss, uninterrupted service, immediate restoration or a particular recovery time.
Measures relevant to RK Guest may include HTTPS, secure production cookies, security headers, access-controlled property dashboards, separation of property access, separate production data storage, environment-based credential handling and verified database backups.
How to complain
If you have concerns about how RK Hospitality Studio uses your personal information, please contact:
If you remain unhappy after raising the matter with us, you can also complain to the Information Commissioner’s Office.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
This privacy notice may be updated when the website, services, technology providers or legal requirements change.