Privacy Policy

Last Updated: March 3, 2026

1. Introduction
OnRes Systems Inc. (“OnRes,” “we,” “our,” or “us”) provides cloud-based hospitality management software and related services (the “Services”) to hotels, resorts, inns, vacation rentals, and other accommodation providers worldwide.

This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information when you:

  • Visit our websites
  • Use our client login portal
  • Use our software platform
  • Communicate with us
  • Engage with our sales or support teams

We operate globally and are committed to complying with applicable data protection and privacy laws in the jurisdictions in which we operate.

2. Scope
This Privacy Policy applies to:

  • Website visitors
  • Prospective customers
  • Customers and their authorized users
  • End users whose information is processed through our Services

Where we process data on behalf of our hotel clients, we act as a data processor/service provider, and the hotel is the data controller responsible for determining how personal information is used.

3. Information We Collect
A. Information You Provide Directly

  • Name
  • Business name
  • Email address
  • Phone number
  • Mailing address
  • Account login credentials
  • Billing contact details
  • Subscription and invoicing information
  • Support inquiries and communications

B. Information Collected Automatically
When you access our website or login portal, we may collect:

  • IP address
  • Device type
  • Browser type
  • Operating system
  • Log files
  • Authentication and session data
  • Security and fraud-prevention data

C. Information Processed on Behalf of Clients
Through our hospitality management platform, we process personal information on behalf of our hotel clients, including:

  • Guest names
  • Contact details
  • Reservation information
  • Tokenized payment references (not raw card data)
  • Stay history
  • Guest messaging records and communication transcripts

We process this information strictly in accordance with our client agreements.

D. Payment Processing
OnRes does not store full payment card numbers and does not directly process payment card data.

Payment card information is collected and securely stored by our third-party PCI-compliant payment and tokenization providers, including PCI-Booking. OnRes may receive non-sensitive payment references such as tokens, transaction identifiers, payment status, and billing contact details necessary to provide our Services.

4. Cookies and Tracking Technologies
Secure Login Environment
Our secure login portal uses strictly necessary cookies required for:

  • Authentication
  • Session management
  • Security
  • Fraud prevention

These cookies cannot be disabled because the platform will not function without them.

Public Website
Our publicly accessible website (www.onressoftware.com) uses analytics tools, including Google Analytics, to improve website performance, usability, and user experience.

Google Analytics may collect information such as IP address, device information, browser type, and usage patterns. This data helps us understand website traffic and improve our Services.

Users may manage cookies through their browser settings. Where required by applicable law, consent mechanisms may be implemented.

5. How We Use Personal Information
We use personal information to:

  • Provide and maintain our Services
  • Authenticate users
  • Manage subscriptions, invoicing, and payment status through third-party providers
  • Provide customer support
  • Improve platform functionality and performance
  • Communicate service updates and operational notices
  • Prevent fraud and enhance security
  • Comply with legal obligations

We do not sell personal information.

6. Legal Basis for Processing
Where required by applicable law, we process personal information based on:

  • Performance of a contract
  • Legitimate business interests
  • Legal obligations
  • Consent (where required)

7. Data Sharing and Disclosure
We may share personal information with:

  • Cloud hosting providers
  • Payment tokenization and payment processing providers (e.g., PCI-Booking)
  • Technology and infrastructure providers
  • Professional advisors (legal, accounting)
  • Regulatory authorities when legally required

We share only the information necessary for these providers to perform their services and require them to protect personal information in accordance with applicable law.

8. International Data Transfers
Because we operate globally, personal information may be transferred to and processed in countries outside of your jurisdiction.

Where required, we implement appropriate safeguards such as contractual protections and vendor risk assessments.

9. Data Retention

We retain personal information for as long as necessary to provide the Services and to comply with legal, contractual, and regulatory obligations.

Guest messaging records and communication transcripts may be retained for up to ten (10) years following the conclusion of the client relationship, unless a longer retention period is required by law.

Retention periods may vary depending on the type of data and applicable legal requirements.

10. Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including:

  • Encryption in transit and at rest where applicable
  • Role-based access controls
  • Firewall and network security protections
  • Secure development practices

While no system can be guaranteed to be completely secure, we maintain industry-standard safeguards.

11. Individual Rights
Depending on applicable law, individuals may have the right to:

  • Access personal information
  • Correct inaccuracies
  • Request deletion
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent where applicable

When we act as a processor on behalf of a hotel client, individuals should contact the hotel directly.

12. Children’s Privacy
Our Services are intended for business use and are not directed to children.

13. Changes to This Policy
We may update this Privacy Policy periodically. When we do, we will revise the “Last Updated” date.

14. Contact Information
OnRes Systems Inc.
506 – 145 West Keith Road
North Vancouver, British Columbia
Canada V7M 1L3
Email: privacy@onressoftware.com

Back to top