Your data. Clear information.
Information for website visitors, hotel teams and people whose information is held in a hotel workspace. Updated 9 October 2026.
Privacy notice
Who handles your information
Ehflo is the platform brand. Contact the Ehflo team at ehfloteam@gmail.com about account information, this website or privacy. See company information for the current operator-disclosure status.
For hotel guest records, the hotel determines why and how its guest information is used. Ehflo provides the workspace on the hotel's instructions. Requests about a stay should first go to the hotel. We can help direct a request to the appropriate hotel without disclosing another hotel's records.
Information used and purposes
- Website delivery: hosting and security providers may process IP addresses, request times, browser information and technical logs to deliver and protect the site.
- Accounts: email address, optional name, authentication credentials and sessions managed by the Better Auth software hosted with Ehflo, session and device information, and access roles support sign-in and account security.
- Hotel workspaces: property details, staff roles, rooms, guest contact details, stay records, internal notes, tasks, recorded payment amounts and audit events support the enabled hotel workflows.
- Demo enquiries and support: the email address, property information, selected topics and optional message you submit through the demo form or by email are used to reply and arrange your walkthrough. Direct enquiries are delivered through Resend to the Ehflo team’s inbox. They do not create an account, confirm an appointment or subscribe you to marketing. Mailbox and delivery records follow their configured retention; contact us to request deletion. The endpoint temporarily keeps request identifiers and keyed hashes for duplicate and abuse protection, not a separate lead database.
Do not enter payment-card numbers, passport copies, health information or real guest data into the evaluation demo. The payment ledger records payments collected elsewhere; it does not process cards.
Legal grounds
Account and requested service administration rely on the steps needed to enter or perform a contract where applicable. Protection of the service and handling business support requests may rely on legitimate interests, subject to the individual's rights. Legal obligations apply where a law requires processing. Optional marketing or non-essential tracking would require a separate legal basis and, where required, consent before it begins. The hotel is responsible for establishing its own lawful grounds for guest processing.
Recipients and international processing
Access is limited by platform and hotel roles. Technical providers are listed below. The current Render service and Neon database are configured in Singapore, so this is not an EU-only hosting setup. Other providers may also process data internationally. Before commercial European guest-data processing, the parties must confirm provider agreements, transfer locations and appropriate safeguards, including applicable adequacy decisions or standard contractual clauses where required.
For authorised smart-access workflows, Ehflo uses device identifiers, access schedules, access codes and command status to prepare and manage room access. Invitation links and email verification codes support private guest sign-in. See the service-provider list for Seam and Resend and their roles.
Retention
Workspace data remains stored while the workspace is retained. A demo expiry stops access; it does not automatically erase the database records. Deletion and export requests currently require the Ehflo team. Provider logs and backups follow the relevant provider settings. Hotels can configure available retention controls; enabling a control does not erase every category of record or every provider backup. Confirm the chosen settings and the contractual retention and backup-deletion schedule before commercial use.
Your rights
Depending on the processing and applicable law, you may request access, correction, erasure, restriction or portability, object to processing, and withdraw consent where consent is the basis. You may complain to your local data protection supervisory authority. Email a privacy request; we may need proportionate information to verify your identity. Guest requests are handled with the hotel responsible for the records.
The current application does not make solely automated decisions with legal or similarly significant effects about individuals. It is intended for professional hotel teams, not children.
Service and evaluation information
This page describes the platform and its evaluation environment; it is not a complete paid-service agreement. Commercial prices, service levels and subscription commitments must be agreed in a separate order or service agreement. Ehflo Bridge relies on third-party connectivity, including Seam and the supported lock manufacturer. PIN programming, remote commands and removal depend on device capabilities and connection availability. A request being accepted is not proof that the physical door moved or a code was removed. Hotels must retain a physical access fallback. Any commercial SLA must define these dependencies, support responsibilities and agreed service levels; this page does not promise an uptime or response-time guarantee.
- Use an account you are authorised to operate. Keep credentials private and give staff only the access their work requires.
- Private demo access is scoped to a hotel workspace and may expire on the date displayed in that workspace. Demo data should be fictional.
- The hotel remains responsible for its guest notices, lawful instructions, staff access and the accuracy of its data.
- Do not upload unlawful material, exploit vulnerabilities, attempt to access another tenant, or use the service to compromise physical access systems.
- Marketing illustrations and controls labelled as practice are simulations. They do not operate physical doors or establish a live provider connection.
- Integrations depend on supported providers, customer authorisation and a verified connection. Ehflo does not claim compatibility with every PMS or lock.
- Requesting a demonstration does not purchase a subscription. Hotel setup displays the available plan and trial terms. Stripe test-mode checkout uses simulated payments; only an explicitly enabled live checkout can create real charges. Confirm the displayed mode, price and terms before paying.
- Contact the Ehflo team for access changes, evaluation closure or a data export/deletion request. Expiry is not automatic deletion.
The evaluation is not a replacement for a hotel's physical access fallback, reception arrangements, safety procedures or accounting controls. Nothing here excludes rights or liabilities that applicable law does not permit to be excluded. Governing law, commercial liability, cancellation arrangements and service levels must be settled in the signed commercial agreement.
Security information
- Ehflo uses Better Auth for account authentication, password recovery and authenticator-based two-step verification. Google sign-in is offered when configured. Private guest links use a separate stay-scoped access flow.
- Server-side authorisation and PostgreSQL row-level security scope hotel access. A customer account cannot grant itself platform administrator rights.
- Saved changes generate hotel audit records. Simulated lock actions are visibly separate from those records.
- The private application uses no-index instructions. Authentication and authorisation—not search-engine directives—protect private data.
- Real door control is enabled per supported lock after the hotel connection and room mapping have been tested. Practice controls are labelled separately. Provider credentials are encrypted server-side. The former Room 101 pilot has ended; it is not a standing permission to operate any door.
Report a suspected vulnerability to ehfloteam@gmail.com. Include the affected URL and a minimal description. Do not include passwords, guest records or unnecessary personal data. No ISO certification, SOC report, penetration-test result or uptime guarantee is claimed on this page.
Service providers
Current technical providers supporting the service are listed here. Contractual subprocessor authorisation and transfer details must be confirmed in the commercial data processing agreement.
| Provider | Current role | Relevant data |
|---|---|---|
| Render | Application hosting · Singapore deployment | Application requests and data processed by the server |
| Neon | PostgreSQL database · Singapore deployment | Hotel workspace records and application permissions |
| Better Auth (self-hosted software) | Account authentication and two-step verification in Ehflo’s hosting and database environment | Account, credential, session and device information |
| Stripe | Ehflo hotel subscriptions; test or live mode is shown in the configured checkout | Hotel name, tenant reference and billing information entered in Stripe-hosted pages |
| Seam | Physical lock connectivity through Ehflo Bridge for individually configured and authorised hotel locks | Device and workspace identifiers, access-code values, access schedules, stay references, commands and device status. The approved hotel connection determines the processing scope. |
| Resend | Account recovery, guest invitations, verification and hotel email delivery | Recipient email address and message content, including the private invitation link or verification code, and delivery records |
| Cloudflare | Domain DNS and associated domain services | Domain resolution and operational data; enabled services determine scope |
Ehflo Bridge is the name of our software connection layer, not a separate physical gateway. Seam supports authorised lock connectivity and access-code operations, and Resend supports email delivery. Godo booking synchronisation requires the hotel’s encrypted credentials and checked room mapping. Mews import remains an evaluation integration pending certification; Cloudbeds is planned. Provider availability is described on the integrations page. The applicable provider scope and processing schedule must be confirmed before a hotel begins commercial use.
Hotel data processing
A signed data processing agreement is required before commercial processing of real guest data. This information page is not itself an executed agreement.
The agreement must identify the parties and instructions; processing purpose and duration; data categories and individuals; confidentiality and security measures; subprocessors and international transfers; assistance with rights requests and incidents; audit arrangements; and return or deletion of data at termination. The hotel must approve the processing scope and integrations for its own property.
For a DPA, transfer details, data export or deletion arrangements, contact the Ehflo team. Use fictional records until that onboarding is complete.
Company & contact
Operator: Ehflo OÜ (private limited company, osaühing)
Platform brand: EHFLO
Contact: ehfloteam@gmail.com
Website: ehflo.com
Application: app.ehflo.com
Ehflo OÜ’s registration code, registered address and VAT number will be published here. They must be completed before commercial onboarding.
Accessibility and support
If you encounter an accessibility barrier, email the affected page, device and a description of the issue. Keyboard navigation, visible focus styles and reduced-motion preferences are supported in the interface; no formal accessibility certification is claimed.
Changes and reference information
This page will be updated as the service and enabled providers change. European reference information: European Commission: individual data rights and EDPB: cookie-banner guidance.