Terms and privacy
Last updated: 10 October 2026
Terms of Service
What the service is
Ruma Hotelier shows your bookings from Airbnb, Booking.com, Agoda, Expedia and other booking sites in one calendar, lets you set your prices for those sites in one place, and helps you track staff work, guest requests and legal paperwork. It does not replace those booking sites or any government process, and it isn't a party to your bookings or your dealings with guests.
How your booking data reaches us
We don't connect to the booking sites directly. Your bookings, guest names and prices reach us through Beds24, a channel manager that is an approved partner of those sites, and we set up that connection for you. We rely on Beds24 and the booking sites working correctly - if either is down, slow, or sends us wrong information, what you see here can be out of date or wrong too, and we can't guarantee it will match what the booking sites show at any given moment.
What it doesn't do
Prices and closed dates you set in Ruma Hotelier are sent to your booking sites only when you save them and confirm. Check them before you send - the booking sites will show guests what you set, and we aren't responsible for prices or dates you entered. We never change your live bookings or availability without you asking us to. Reminders about licences and police reports are just that - reminders. Filing them is still a manual, human step, on your side. We don't check that anything you file is correct or accepted, and missing a deadline is your responsibility, not ours.
WhatsApp messages
Automatic WhatsApp messages aren't switched on yet, so Ruma Hotelier sends nothing on WhatsApp today. When they are, they will go to your staff only, never to guests, through the official WhatsApp Business Platform - never through a personal WhatsApp account. Delivery will still depend on WhatsApp's own rules and systems, so we can't promise a message will always arrive, or arrive instantly. When we chat with you on WhatsApp ourselves, that is a normal conversation, not an automatic message.
Your account
You're responsible for what happens under your account, and for the accuracy of the information you or your staff enter. Tell us if you think someone else has access to it.
Limits on our responsibility
We do our best to keep things accurate and running, but we don't guarantee the service will always be available or error-free. We're not liable for lost bookings, double bookings, missed deadlines, or other losses caused by outside services we depend on (like Beds24 or the booking sites), by incorrect information entered into the system, or by decisions you make based on what's shown here.
Cancelling
You can stop using Ruma Hotelier at any time. There's no lock-in contract and no cancellation fee.
Changes to these terms
We may update these terms as the service changes. If we make a meaningful change, we'll let you know before it takes effect.
Contact
Questions about these terms can go to support@rumahotelier.com.
Privacy Policy
What we collect
We collect your name, contact details, and booking information from the booking sites you connect, so we can show it to you in one place. Bookings come to us through Beds24 and can include guest names, contact details and prices. We do not collect anything about your guests beyond what the booking sites share and what you or your staff add. If you use the compliance tools, we also store the licence and ID documents you choose to upload. If you fill in the form on our website, we keep the details you send so we can reply.
How we use it
We use your information to run the dashboard, send the prices and closed dates you confirm to your booking sites, email you about your account, and remind you about licence renewals like your NIB, PBG and SLF, and about upcoming police-report deadlines for foreign guests. Once automatic WhatsApp messages are switched on, we will also use it to message your staff. We do not use it for advertising.
Who we share it with
We share information only with the outside services that make Ruma Hotelier work: Beds24, to bring in your bookings and send your prices and closed dates to the booking sites; Hetzner, which hosts our servers in Germany; Google, which sends our emails, lets you sign in with Google if you choose to, and counts visits to this website; and Cloudflare, which checks that forms on our website are filled in by a person. Each of these only gets what it needs to do its job. We never sell your information, and we never share it with other villa owners.
Cookies
We use a small, essential cookie to keep you signed in. On this website (not inside the dashboard) we also use Google Analytics, which sets cookies to count visits and see which pages are read, so we can improve the site. We don't use cookies for advertising.
How long we keep it
We keep your information for as long as your account is active. If you close your account, we delete it, except where we're required to keep something longer for legal or tax reasons.
Keeping it safe
We take reasonable steps to protect your information, such as encrypting it in transit and limiting who on our team can access it.
Your rights
You can ask us for a copy of what we hold about you, ask us to correct it, or ask us to delete your account and its data, at any time.
Changes to this policy
We may update this policy as the service changes. If we make a meaningful change, we'll let you know before it takes effect.
Contact
Questions about this policy can go to support@rumahotelier.com.