Privacy policy

Last updated 28 September 2026

Who we are

Vector Guest LTD ("Vector Guest", "we", "us") is the controller of the personal data described in this policy. We are registered in England and Wales under company number 17286018, with our registered office at Salisbury House, 2-3 Salisbury Villas, Cambridge, CB1 2LA, United Kingdom.

For anything about your data, write to [email protected].

What this policy covers

This policy covers our website, our sales and marketing, and the business contacts at our customers, partners and suppliers.

It does not cover guest data. Hotels and other operators use Vector Guest to run their properties. When they do, we process their guests' data on their behalf under a data processing agreement. The operator decides how that data is used, and its own privacy notice applies. If you stayed at a property that uses Vector Guest, contact the property.

How we use your data

Replying to enquiries and demo requests

When you fill in a form on our website, book a meeting or write to us, we use your details to reply, arrange a demo and follow up on it.

Data

Name, work email, phone number if you give it, company, number of units, current property management system, your message, and the page you sent it from.

Legal basis

Our legitimate interest in answering business enquiries and arranging demos.

Finding and contacting prospective customers

We look for hospitality businesses that could use Vector Guest and contact the people who run them. We find business contact details in public sources such as company websites, LinkedIn and industry events, and from business data providers, including the data enrichment service in our CRM. When we first contact you, we tell you where we found your details and how to ask us to stop.

Data

Name, job title, company, work email, work phone number, public professional profile, and information about your company such as its size and the systems it uses.

Legal basis

Our legitimate interest in offering our products to businesses.

Deciding who to follow up with first

We record how you have engaged with us, such as emails opened, meetings held and, if you accepted analytics cookies, pages visited. We combine this with the size of your company to decide which conversations to follow up first. A person makes every sales decision, and none of this has a legal or similarly significant effect on you.

Data

Engagement history, company size and notes in our CRM.

Legal basis

Our legitimate interest in spending our sales time well.

Notes from calls and demos

We use an AI note-taking service to transcribe and summarise sales calls and demos. We tell you at the start of the call, and we switch it off if you ask. The notes are kept with your record in our CRM.

Data

What is said on the call, the names of the participants and the date.

Legal basis

Our legitimate interest in keeping an accurate record of our conversations.

Marketing emails

We send occasional product news to people who have asked for a demo, spoken with us or work at one of our customers. Every email has an unsubscribe link. Where the law of your country requires consent for these emails, we only send them with your consent.

Data

Name, email address, company, your subscription preferences, and whether you open or click our emails.

Legal basis

Our legitimate interest in direct marketing, or your consent where the law requires it.

Advertising and measuring our marketing

If you accept advertising cookies, LinkedIn and Google tags on our website measure which ads lead to demo requests, and let us show our ads to people who have visited the site.

Data

Cookie identifiers, IP address, browser and device details, pages visited, and actions such as sending a form.

Legal basis

Your consent, which you can withdraw at any time with the "Cookie settings" link.

Running and improving our website

We use strictly necessary cookies to keep the site secure and working. If you accept analytics cookies, HubSpot and Google Analytics show us how the site is used, so we can improve it. We also use Cloudflare Web Analytics, which counts visits without cookies.

Data

IP address, browser and device details, pages visited, the site you came from, and cookie identifiers.

Legal basis

Our legitimate interest in running a secure website, and your consent for analytics cookies.

Customers, partners and suppliers

We use the business contact details of people at our customers, partners and suppliers to manage the contract, provide support, send invoices and keep you informed about the service.

Data

Name, job title, work email and phone number, and our correspondence with you.

Legal basis

Our legitimate interest in performing our contract with your organisation and managing the relationship, and our legal obligations for accounting and tax.

Legal obligations and claims

We keep records and share them with authorities when the law requires it, and use them to establish or defend legal claims.

Legal basis

Our legal obligations, and our legitimate interest in protecting our business.

Do you have to give us your data?

No. But the fields marked as required on our forms are the ones we need to reply to you. Without them, we cannot handle your request.

Who we share it with

We do not sell your personal data. We share it with providers who process it for us under contract, and only as far as they need to do their job:

• HubSpot, for our CRM, forms, marketing emails and website analytics. Our HubSpot data is hosted in the EU.
• Google, for email, documents, Google Analytics and Google Ads.
• LinkedIn, for advertising and measuring ad results.
• Cloudflare, for delivering and protecting our website.
• Our website hosting provider.
• An AI note-taking service for call notes, and AI assistants we use to work with our own records.

You can ask us for the names of these providers at any time. For the data their tags collect on our website, LinkedIn and Google also act as controllers, and their own privacy policies apply to that use.

We also share data with our professional advisers, with authorities when the law requires it, and with a buyer or investor if we sell or restructure our business, under a duty of confidentiality.

International transfers

Some of our providers, or their support teams, are outside the UK and the European Economic Area, mainly in the United States. When your data is transferred there, we rely on an adequacy decision, such as the EU-US Data Privacy Framework and its UK extension, or on standard contractual clauses approved by the European Commission and the UK Information Commissioner. You can ask us for a copy of these safeguards.

How long we keep it

• Enquiries and prospects: up to 24 months after our last contact with you, unless you become a customer.
• Call notes: with the related prospect or customer record, on the same schedule.
• Customers, partners and suppliers: for the length of the contract, then six years, the period in which legal claims can be brought under UK law.
• Accounting and tax records: as long as UK law requires, usually six years.
• Marketing: until you unsubscribe. We then keep your email address on a suppression list, so that we do not contact you again.
• Cookies: see the table below.

After that, we delete the data or make it anonymous.

Your rights

Under UK and EU data protection law, you can:

• ask for a copy of your data;
• ask us to correct it;
• ask us to delete it;
• ask us to limit how we use it;
• ask for the data you gave us in a portable format, where we use it based on your consent or a contract;
• object to our use of it based on legitimate interests;
• withdraw your consent at any time, without affecting what we did before.

You can object to direct marketing at any time, and we will stop. Use the unsubscribe link in any of our emails, or write to [email protected].

To use any of your rights, write to [email protected]. We reply within one month and may ask you to confirm your identity first.

You can also complain to a data protection authority. In the UK, that is the Information Commissioner's Office (ico.org.uk). In the EU, it is the authority in your country, for example the Data Protection Authority in Belgium (dataprotectionauthority.be). We would like the chance to resolve your concern first.

Cookies

We only set cookies that are not strictly necessary after you accept them in our cookie banner. You can change your choice at any time with the "Cookie settings" link at the bottom of this page.

LinkedIn and Google also set cookies on their own domains. Their cookie policies explain those.

Children

Our website and services are for businesses. We do not knowingly collect data from anyone under 16.

Changes to this policy

We update this policy when our practices change. The date at the top shows the current version. If a change affects you, we tell you directly where we can.

Contact

Email [email protected], or write to Vector Guest LTD, Salisbury House, 2-3 Salisbury Villas, Cambridge, CB1 2LA, United Kingdom.