Privacy policy

Effective September 15, 2026

HotelQ is a timekeeping and housekeeping application operated by Subsource LLC ("Subsource", "we", "us"). It is used by hotel employers ("your employer") to record the working time of their employees. This policy explains what HotelQ collects, why, and how it is handled.

Who the data belongs to

Your employer is the data controller for the records HotelQ keeps about you. Subsource processes that data on your employer's behalf to provide the service. Questions about your records, corrections or access requests should go to your hotel manager or your employer's HR department.

What HotelQ collects

• Identity and employment details supplied by your employer's HR system: employee ID, name, preferred name, mobile phone number, preferred language, property, department, job codes and pay rates, employment status and dates, and manager.
• Time records you create in the app: clock-in and clock-out times, meal breaks and related attestations, room cleaning start and finish times, and issue reports.
• Location at the moment of a punch, used only to confirm you are on the hotel property. Location is not tracked continuously and is kept for 90 days.
• A photo at clock-in and clock-out where your employer enables it, used to prevent buddy punching, kept for 90 days.
• Device and technical data for property-owned iPads: device identifier, app version and error logs.

HotelQ does not collect Social Security numbers, dates of birth, bank details, home addresses, medical information or the reasons for leave or separation.

How it is used

• To record your working time and produce timecards and payroll data for your employer.
• To apply wage-and-hour rules, such as meal-break and overtime requirements.
• To send you a one-time text message with an activation code when you are hired or when a manager issues a replacement code. See the SMS terms.
• To let your managers see staffing, housekeeping progress and maintenance issues at the property.
• To keep an audit trail of edits to time records, as required by employment law.

Text messages and your mobile number

Your mobile number is used to send activation codes and, where your employer enables it, alerts about a missed clock-out. Mobile numbers and text-message consent are not shared with or sold to third parties or affiliates for marketing purposes. The only third party that handles your number is the telecommunications carrier and messaging provider needed to deliver the message.

Sharing

Data is shared only with: your employer and the managers it authorizes; service providers that host the application and deliver text messages (Microsoft Azure and Telnyx), who act on our instructions; your employer's payroll provider, for the time data needed to pay you; and public authorities where the law requires it. Subsource does not sell personal information.

Retention

Time and payroll-related records are kept for at least four years, as California and federal wage-and-hour rules require. Housekeeping room records are kept for at least three years. Punch photos and punch locations are kept for 90 days. Records are never deleted while a legal hold applies.

Security

Data is encrypted in transit and at rest, stored in Microsoft Azure in the United States, and accessible only to authorized staff of your employer through role-based access. Employee PINs are stored as one-way hashes. Access to another employee's record by a manager is logged.

Your rights

California employees may request access to, correction of, or information about the personal information their employer holds under the California Consumer Privacy Act. Make these requests to your employer's HR department, which will direct Subsource as needed. Subsource does not use HotelQ data for any purpose other than providing the service to your employer.

Changes

We will post any changes to this policy on this page and update the effective date above.

Contact

Subsource LLC, privacy@hotelq.ai.