WorkRoom privacy notice

Effective 28 September 2026. Business contact presentation updated 29 September 2026. Keep this version with your account records.

Who is responsible

ArdanShield controls WorkRoom account administration, service security and business communications. Our business contact details are shown below. A hotel normally controls its staff, rota, task, contractor and operational records; ArdanShield processes those records on the hotel's instructions under the processing agreement.

Information, purposes and lawful bases

• Account and subscription contacts, work email, account identifiers and order records: setting up and providing the service, administering contracts and answering requests. We rely on performance of a contract where you are a party, and legitimate interests in administering business relationships where you represent a business.
• Authentication, permissions, material-action audit records and limited security/operational logs: protecting the service, investigating misuse and resolving faults, based on legitimate interests in providing a secure, reliable service.
• Billing and required business records: administration and compliance with applicable legal obligations. Where Stripe checkout is enabled, Stripe processes payment details; WorkRoom does not store full payment-card numbers.
• Support communications you send us: investigating and responding, based on our legitimate interests in supporting customers and any applicable contractual or legal duties.

Information comes from you, your authorised hotel administrators, your use of the service and payment providers where applicable. Hotel-controlled information may include staff names and work contacts, permissions and reporting lines, shifts, tasks, evidence photographs, approved documents, contractor contacts and event information. The hotel is responsible for explaining its purposes and lawful bases to its people. We do not sell personal data, use private hotel records for cross-hotel AI training, or make automated decisions producing legal or similarly significant effects about staff.

Who receives information and where

Authorised hotel users see information allowed by their roles and departments. ArdanShield personnel access information only where necessary for authorised support, operation, security or legal duties. Our service providers include Render for hosting/database (selected region Frankfurt), Cloudflare R2 for private files and backups (selected EU jurisdiction), and Namecheap PrivateEmail for service emails. Regional hosting does not mean all provider support or account processing stays in that region. Providers may process information internationally; restricted transfers require an applicable lawful route, such as approved contractual safeguards and the UK Addendum, with assessment where required. Contact us for information about applicable safeguards.

Stripe is used for billing when paid checkout is available and processes payment information under its applicable privacy terms. GitHub stores application source code, not a copy of your hotel records. External AI processing is not enabled for the initial hosted pilot. Any later optional AI feature must explain its provider, purpose, data use and controls before activation. WorkRoom emails may pass through your own email provider. Disclosure may also be necessary to comply with law, enforce rights or respond to a valid legal request.

Retention and deletion

We keep hotel records while needed to provide the service and follow the hotel's documented retention instructions. After the pilot or paid access ends, at least 30 days of read access are available to arrange return or closure. We normally complete operational erasure within 30 days of a verified instruction, subject to legal holds. Independent recovery copies ordinarily expire within 35 days. If a recovery incident requires keeping the last usable copy longer, it remains restricted and is removed once safely replaced; deletion instructions must be reapplied before restored records become available.

Account and support records are reviewed at closure: unnecessary information is removed within 90 days; unresolved support, security or legal matters are retained only while needed and reviewed at least annually. Necessary invoices, transaction and contract records may be kept for up to six years after the relevant relationship or transaction, or for another period required by law. We retain a minimal closure register to prevent deleted hotel records reappearing through recovery. Shared user accounts may remain while the person belongs to another hotel. Temporary export files are removed after confirmed handover and normally within 30 days. Contact us about an earlier deletion or particular retention instruction.

Cookies and your device

WorkRoom uses essential session and CSRF cookies for sign-in and safe form submission. An authenticated session ordinarily lasts up to eight hours. Some forms keep unsent work in browser storage to help recover interruptions; do not use a shared device for sensitive drafts, and sign out when finished. WorkRoom does not use an advertising tracker or optional analytics cookie as part of the initial service. The separate ArdanShield Shopify store has its own privacy and cookie arrangements.

Your rights and complaints

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your information and object to processing based on legitimate interests. If consent is used for a specific purpose, you may withdraw it without affecting earlier lawful processing. We may need proportionate identity verification and will explain any lawful limits. Contact your hotel administrator for hotel-controlled records; we assist the hotel with its obligations. For ArdanShield-controlled records, email workroom@ardanshield.com.

You can complain to the UK Information Commissioner's Office at ico.org.uk. You do not have to contact us first, although we welcome the opportunity to resolve your concern. Material changes to this notice will be communicated through the service or your account contact. Published versions remain available for reference.

Questions or requests: workroom@ardanshield.com.