Privacy Policy

Last updated: [1/17/2026]

This Privacy Policy explains how Nomads Hive Ltd (“Nomads Hive”, “we”, “us”) processes personal data in connection with the use of our platform and services (“Services”).

We are committed to processing personal data lawfully, transparently, and securely.

1. Our Role

Our platform provides software tools for accommodation providers, property managers, and hospitality operators (“Hosts”).

Unless explicitly stated otherwise in a separate written agreement:

Hosts act as the data controllers for guest personal data
We act as a software provider and, where applicable, a data processor acting on the Host’s instructions

Hosts determine why and how guest personal data is collected and processed.

2. Data We Process

2.1 Account & Platform Data

We may process:

Name
Email address
Phone number
Login credentials
Organization and property information
Technical and usage data

This data is required to operate, secure, and support the Services.

2.2 Guest Data (Non-Sensitive)

Depending on Host configuration, the platform may store:

Guest name
Booking details
Stay dates
Room or unit identifiers
Operational notes related to the stay

This data is provided by Hosts and processed solely to enable the Services.

Host-Required Personal Data

3.1 Legal and Property-Specific Requirements

Depending on:

The policy of the property or property manager
The country or local jurisdiction
Applicable laws or regulations (e.g. immigration, police registration, tax, safety, or contractual requirements)

Guests may be required by the Host to provide additional personal data, which may include:

Identification details
Passport or national ID information
Visa or residency information
Other legally required guest registration or contract-related details

3.2 Responsibility for Collection and Processing

Such requirements are:

Defined and enforced by the Host
Based on local law, contractual necessity, or property policy
Outside our control

Unless explicitly agreed otherwise in writing:

We do not determine which personal data is legally or contractually required by a Host,
and we are not responsible for enforcing or validating such requirements.

3.3 Identity Documents

We do not process special categories of personal data within the meaning of Art. 9(1) GDPR as part of our standard services.

Where identification details (such as passport number, issuing country, or document validity) are required for the issuance, execution, or enforceability of an electronic rental agreement, or to comply with property policy or applicable local law, such requirements are determined by the relevant Host acting as data controller.

In such cases, identity information is collected solely for contractual and legal purposes, using:

The Host’s own systems, procedures, or infrastructure, or
Independently selected third-party services operated by the Host

Unless explicitly agreed otherwise in writing:

We do not store, retain, access, or reuse identity documents beyond what is strictly necessary to facilitate the contract workflow,
and such information is not used for profiling, marketing, analytics, or automated decision-making.

4. Host Compliance Responsibility

4.1 Legal Compliance Obligations of Hosts

Hosts are solely responsible for understanding and complying with all laws, rules, and regulations applicable to their property, guests, and operations, including but not limited to:

Guest registration requirements
Immigration, police, or local authority reporting
Identity verification obligations
Tax, tourism, or accommodation regulations
Data protection and privacy laws applicable in their jurisdiction

Such obligations may vary depending on:

The location of the property
The nationality or residency of the guest
Local, regional, or national laws

4.2 Determination of Required Personal Data

Hosts are responsible for determining:

What personal data is legally required from guests
When such data must be collected
How long such data must be retained
To whom such data must be disclosed, if required by law

We do not determine, mandate, or enforce which personal data Hosts must collect to comply with local laws or property policies.

4.3 Collection and Handling of Identity Documents

Where Hosts are legally required to collect identity documents (such as passports, national IDs, visas, or residency information):

Such collection is performed by the Host
Under the Host’s role as data controller
Using the Host’s own procedures, systems, or third-party providers

Unless explicitly agreed otherwise in writing:

We do not act as the controller for such identity data
We do not assume responsibility for the legality, accuracy, security, or retention of such data

4.4 Use of the Platform

Our Services may assist Hosts by:

Facilitating operational workflows
Recording compliance status indicators (e.g. “verified” / “not verified”)
Enabling documentation or reporting chosen by the Host

However:

Use of the platform does not transfer legal compliance obligations from the Host to us, nor does it constitute legal advice or confirmation of compliance.

4.5 Guest Requests and Data Subject Rights

Hosts are responsible for responding to:

Guest requests regarding access, correction, deletion, or restriction of personal data
Requests from authorities relating to guest registration or compliance

Where applicable, we may assist Hosts in fulfilling such requests in our role as a service provider or data processor.

5. How We Use Data

We process personal data only to:

Provide and operate the Services
Enable Hosts to manage bookings and operations
Maintain platform security
Provide customer support
Comply with applicable legal obligations

6. AI, Analytics, and Automated Processing

We do not use:

Passport data
Identity documents
Biometric information

for:

Machine learning
Profiling
Facial recognition
Automated identity or legal decision-making

Any analytics performed relate only to non-identity operational or technical data.

7. Data Retention

We retain personal data only for as long as necessary to:

Provide the Services
Fulfill contractual obligations
Comply with applicable law

Hosts are responsible for defining retention periods for guest data under their control.

8. Data Security

We implement appropriate technical and organizational measures, including:

Encryption in transit
Access controls
Role-based permissions
Secure development practices

Where Hosts use their own infrastructure or third-party systems, Hosts are responsible for implementing appropriate security measures.

9. Data Sharing

We do not sell personal data.

Data may be shared only:

With service providers necessary to operate the platform
With Hosts, as part of normal service functionality
With authorities where legally required

10. International Data Transfers

Where data is transferred across borders, appropriate safeguards are applied in accordance with applicable law.

Hosts are responsible for ensuring lawful cross-border processing of guest data under their control.

11. Individual Rights

Depending on applicable law, individuals may have rights to:

Access
Correction
Deletion
Objection
Data portability

Requests relating to guest data should be directed to the relevant Host acting as data controller.

12. AI Assistant (“Nomi”)

Our Services may include an AI-powered assistant (“Nomi”) designed to help guests and Hosts with general information, navigation, and recommendations related to their stay.

Purpose of Nomi

Nomi is intended to:

Assist guests in reaching their accommodation
Provide general recommendations and local information
Answer frequently asked questions
Support communication related to the stay

Nomi does not replace the Host, nor does it provide legal, identity, or compliance-related services.

Data Used by Nomi

Nomi may process:

User messages and queries
Booking-related operational data (e.g. stay dates, unit identifier)
Property location and publicly available information

Nomi does not process:

Passport data
Identity documents
Biometric information
Payment card details

AI Processing and Learning

Nomi:

Does not perform identity verification
Does not make automated legal or compliance decisions
Does not use passport or identity data
Does not train or learn from individual guest conversations unless explicitly stated and consented to

Any AI processing is limited to providing responses in real time based on the user’s input.

Human Oversight

Guests and Hosts may always contact the Host or support team directly.
Nomi’s responses are informational and do not constitute professional or legal advice.

13. Changes to This Policy

We may update this Privacy Policy from time to time.
Material changes will be communicated through the platform.

14. Data Deletion Requests

You may request deletion of your personal data at any time by contacting us at privacy@nomadshive.com or through the privacy request options available in our Services (including via our automated assistant).

Upon receiving a valid request, we will review and process it in accordance with applicable data protection laws.

Where deletion is permitted, personal data under our control is typically deleted or anonymized within 90 days following the completion of the stay or checkout, unless retention is required for:

Compliance with legal or regulatory obligations
Accounting, tax, or recordkeeping purposes
Fraud prevention, security, or dispute resolution

Personal data collected and controlled by a Host remains subject to the Host’s own retention and deletion policies, and requests relating to such data should be directed to the relevant Host.