Privacy policy

1. Who we are

Kløvr AS (org. no. 935 000 041), Ringgata 4C, 0577 Oslo, Norway ("Kløvr", "we") makes digital breakfast registration for hotels: a tablet at the restaurant door, a web portal for hotel staff, and a connection to the hotel's property management system (PMS).

Questions about privacy: privacy@klovr.io.

2. Two roles: controller and processor

We have two different roles, depending on whose data it is:

• Controller: for the people who use our website and portal (hotel staff accounts, the interest list, billing contacts). This policy covers that data.
• Processor: for hotel guests' data. When a guest registers for breakfast, Kløvr processes their reservation data on behalf of the hotel. The hotel is the controller, decides why and how that data is used, and guests should turn to the hotel's own privacy notice. We process it only on the hotel's instructions, under our agreement with the hotel.

3. Hotel staff and customers

What we collect when a hotel uses Kløvr:

• Account: name, work email address, the hotel and organisation you belong to, your role and your language.
• Sign-in: we use one-time links sent by email. We log the time of sign-in and keep a session cookie.
• Billing: company name, address, VAT number and the billing contact. Card details go directly to Stripe; we never see or store the card number.
• Settings you choose, such as whether to receive receipts by email.

Why: to provide the service you signed up for and to bill for it (contract, GDPR art. 6(1)(b)), and to keep accounting records (legal obligation, art. 6(1)(c); the Norwegian Bookkeeping Act requires us to keep them for five years).

4. Hotel guests (processed for the hotel)

To register breakfast, the tablet looks up the room in the hotel's PMS (Oracle OPERA Cloud or Mews). The guest's name and reservation details are shown on the tablet for confirmation; we do not keep a separate copy of the guest's name.

For each breakfast registered, we store: the room number, the PMS reservation ID, the date, the number of adults and children, how it was posted (package or room charge) and the PMS response to that posting. The hotel uses this to see who has eaten and to reconcile with its PMS.

We do not collect guests’ email addresses, phone numbers or payment details, and guests do not create accounts.

On the tablet itself, the day's registrations (room, guest name, number of guests and, if a key card was used, the card's ID) are kept locally so breakfast keeps working if the network drops. Once a registration has been sent on to Kløvr and the hotel’s system, the tablet deletes it after 14 days; one that could not be sent stays until it can be, so the hotel’s records stay complete.

If the hotel connects its door-lock system, a small Kløvr program on the hotel’s own network looks up which room a key card belongs to and until when it is valid. It reads nothing else from the lock system and never issues or changes keys. The lookup happens on the hotel’s network, between the tablet and that program; card IDs and room numbers are not sent to Kløvr’s servers. The program sends Kløvr only a status signal (its version and which lock system it uses) and downloads signed updates from us. It keeps an operations log on the hotel’s server, which does not contain card IDs.

5. The interest list

If you sign up to hear when Kløvr opens, we store your email address, name, hotel, language, where on the site you signed up (including, if you came from one of our ads, which campaign and ad) and when you gave consent. Basis: consent (art. 6(1)(a)). You can withdraw it at any time with the link in every email, or by writing to us.

6. Visitors to klovr.io

We set a cookie to remember your language (klovr-lang) and, when you sign in, a session cookie. Both are needed for the site to work, so we do not ask for consent for them. We do not use advertising or cross-site tracking cookies.

Our hosting provider keeps short-lived server logs (IP address, time, page requested) for security and troubleshooting.

7. Who we share data with (subprocessors)

We use these providers to run Kløvr. Each processes data only on our instructions:

• Supabase (database, authentication and storage), hosted in the EU (Ireland, eu-west-1).
• Vercel (hosting of klovr.io and the portal). Requests may be served from locations outside the EEA.
• Stripe (subscriptions, payments and invoices).
• Resend (sending email: sign-in links, receipts, the interest list).

Oracle OPERA Cloud and Mews are the hotel's own systems, chosen by the hotel. We connect to them on the hotel's behalf; they are not our subprocessors.

Where data is transferred outside the EEA, we rely on the EU Standard Contractual Clauses or the EU–US Data Privacy Framework, as offered by each provider.

We do not sell personal data.

8. How long we keep data

• Staff accounts: while the account exists, then deleted.
• Billing records and invoices: five years after the end of the financial year (Bookkeeping Act).
• Breakfast registrations: up to 13 months, so the hotel can compare a year of mornings, and then deleted. When the hotel leaves, we delete them within 30 days.
• On the tablet: 14 days after a registration has been sent on.
• Interest list: until Kløvr opens and we have emailed you, then deleted. If you unsubscribe, we stop emailing you at once and keep only a note that you left, so we don’t write again; ask us and we delete the entry entirely.

9. Security

Data is encrypted in transit (TLS) and at rest. Each hotel's data is separated by access rules in the database, and staff see only the hotels they have been given access to. Tablets authenticate with their own device keys, and PMS credentials are kept server-side, never on the tablet.

10. Your rights

You have the right to access, correct and delete your personal data, to object to or restrict its processing, and to data portability. Write to privacy@klovr.io. Hotel guests should contact the hotel, and we will help the hotel answer.

You can complain to the Norwegian Data Protection Authority (Datatilsynet, datatilsynet.no).

11. Changes

We will update this page when our processing changes, and tell customers by email about material changes.