Privacy Policy
Last updated 18 September 2026 · Applies to yoursmarthotel.co.uk and the Your Smart Hotel console (console.yoursmarthotel.co.uk)
Your Smart Hotel is operated by Centurion Computers Ltd (the data controller), a company registered in England, Burnside House, Burn Lane, Hexham NE46 3RU. We build booking-driven heating control for hotels. We collect only what the service needs to work, we do not sell personal data, and we do not run advertising.
What we collect
- Enquiries — if you use the contact form or email us: your name, email, phone number if you give it, your hotel's name and what you tell us. Used to reply to you and, if you become a customer, to set up your account.
- Console accounts — the names and email addresses of the hotel staff you ask us to give access to, and a session cookie to keep them signed in. Sign-in with Microsoft gives us only a verified email address and name.
- Room occupancy from your property management system — when we connect to your PMS (Guestline today; others on request) we read the minimum needed to know whether each room is sold and when guests arrive and leave, so the heating can follow the bookings. We do not use guest names, contact details or payment information from your PMS for any purpose, and we do not store guest personal data beyond what is needed to know a room's occupancy for the stay.
- Device and energy data — room temperatures, valve and switch states, battery levels and, where fitted, energy readings from the equipment installed in your hotel. This is how the system controls heating and produces your maintenance digest and savings reports.
- Technical basics — standard server logs (IP address, time, page requested) kept for security and troubleshooting.
Marketing-site analytics — yoursmarthotel.co.uk (this site, not the console) uses Google Analytics to understand how visitors find and use the site: pages viewed, approximate location, device type, via cookies set by Google only if you accept them in the cookie banner. We use Google's Consent Mode, so no analytics cookie is stored until you choose Accept; if you reject, Google receives only anonymous, cookieless page counts. You can change your choice at any time via the "Cookie settings" link in the site footer. The console has no analytics or advertising cookies.
What we use it for
- Running the service: warming rooms ahead of check-in, setting them back when empty, alerting you to problems, and reporting what it saves.
- Service communications: maintenance digests and alerts you have asked for, invoices, and replies to your enquiries and support requests. No marketing without your consent.
- Billing for your subscription or support agreement.
Our lawful bases under UK GDPR are performance of our contract with your hotel, and our legitimate interest in keeping the service secure and working.
Who we share it with
Only the processors needed to run the service: our hosting providers (servers located in the UK/EU), Microsoft (for sending service email and staff sign-in), and your PMS provider, with whom we exchange data at your instruction. Payments are by invoice or Direct Debit through our bank; we hold no card details. We never sell or rent personal data and do not share it with advertisers.
How long we keep it
For as long as your hotel is a customer. When the agreement ends (or on request) we delete staff accounts, device history and occupancy data; encrypted backups age out within 14 days. Invoice records are kept for the period UK tax law requires. Enquiries from people who do not become customers are deleted after 12 months.
Security
Data in transit is encrypted (TLS). The console is served over HTTPS with security headers, access is per-hotel and per-staff-member, and the on-site equipment reaches our service over an encrypted tunnel. Staff access to customer data is limited to those who need it to provide support.
Your rights
You can ask for a copy of the personal data we hold about you, ask us to correct or delete it, or object to how we use it, by emailing tech@centurioncomputers.co.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).
Contact
Centurion Computers Ltd, Burnside House, Burn Lane, Hexham NE46 3RU · tech@centurioncomputers.co.uk · 01434 604800