HotelPilot

Privacy Notice (KVKK Disclosure)

Effective date: May 1, 2026

At HotelPilot we take the security of your personal data seriously. This notice explains for what purposes, how, and on what legal grounds your data — and the data of guests staying at your property — is processed.

Note: For users operating in Türkiye, the Turkish version of this document is the legally binding text under Law No. 6698 (KVKK).

1. Data Controller

Under the Turkish Personal Data Protection Law No. 6698 ("KVKK"), your personal data is processed by Benetti Tasarım İç Mimarlık-Mimarlık ve İnşaat Limited Şirketi("HotelPilot" / "Company") acting as data controller.

2. Personal Data Processed

The following data categories may be processed during sign-up and throughout your use of HotelPilot:

  • Identity & Contact: Full name, national ID (for sole proprietorships), e-mail, phone, property name and address, role/title.
  • Customer Transaction: Plan choice, room count, payment history, subscription status, invoice and accounting info.
  • Technical / Security: IP address, sign-in/out logs, browser info and usage patterns.
  • Guest Data (as Data Processor): Identity, contact and stay info of guests at your property is stored by HotelPilot as a data processor, on your (the User's) instructions.

3. Purposes of Processing

  • Providing HotelPilot software services and managing subscriptions.
  • Tracking invoicing and accounting.
  • Producing region- and city-level statistical reports from anonymized data within the Premium plan.
  • Detecting system errors, providing technical support, ensuring cybersecurity.
  • Fulfilling obligations under applicable law (KBS, Law No. 5651, etc.).
  • Providing demos, quotes and customer-rep contact upon request.

For analytics and reporting offered as part of Premium services, your data may be used anonymized (with personal information removed) for statistical purposes only.

4. Transfer of Personal Data

In line with KVKK Articles 8 and 9, your personal data may be transferred to:

  • Authorized public bodies (EGM, Jandarma, ministries, etc.) where reporting is legally required;
  • Service providers for third-party integrations activated at the User's request (Channel Manager, e-Invoice integrators, 5651 logging providers, etc.);
  • Banks and financial institutions for payment processing;
  • Cloud infrastructure providers used by HotelPilot (server hosting, e-mail delivery, payment infrastructure).

5. Collection Method & Legal Basis

Your data is collected entirely digitally, via sign-up forms on the HotelPilot website and your activity within the software panel.

Processing relies on the legal grounds of "execution of a contract", "legal obligation of the data controller", and "legitimate interest of the data controller, where it does not harm the fundamental rights and freedoms of the data subject".

6. Your Rights as Data Subject

Under KVKK Article 11, you have the right to:

  • Find out whether your personal data is being processed;
  • Request information if it is;
  • Request deletion, destruction or correction of your data;
  • Object to results derived solely from automated analysis if they affect you adversely.

You may submit your requests to kvkk@hotelpilot.net; we will respond within 30 days at the latest.

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