Last Updated: April 2026
Host & Flow Ltd is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard personal information when you visit our website, inquire about our services, engage with us as a client, or use any of our tools, resources, or automation systems.
1. Who This Policy Applies To
This policy applies to all website visitors, prospective clients, active clients, referral partners, and any individual who provides personal information to Host & Flow through any channel, including contact forms, email, direct booking websites, and automation-enabled communication flows.
2. Information We Collect
We may collect the following categories of information:
Information You Provide Directly
- Full name and contact details (email address, phone number)
- Property information submitted through onboarding forms or service agreements
- Messages and correspondence sent through contact forms or email
- Information provided when downloading resources or booking consultations
Information Collected Automatically
- Basic website usage data such as pages visited, time on site, and referral source
- Device and browser information
- Cookie data (see Section 5)
Information Collected Through Automation Systems
As we introduce automation features, our systems may capture:
- Guest communication data processed through automated messaging workflows
- Operational data such as booking activity, task completion records, and platform interactions
- Data generated by integrations with third-party platforms (e.g., Airbnb, Vrbo, PMS tools)
We collect only information that is necessary for the purposes described in this policy.
3. How We Use Your Information
We use the information we collect to:
- Respond to enquiries and provide requested services
- Onboard and manage client relationships
- Deliver and manage automation workflows on behalf of clients
- Send relevant communications related to your engagement with Host & Flow
- Improve our website, services, tools, and operational systems
- Manage referral relationships and partnerships
- Meet legal and regulatory obligations
We do not use your information for unrelated marketing purposes or share it for third-party advertising.
4. Automation & Data Processing
As Host & Flow introduces automated services, certain personal and operational data may be processed by automation systems as part of delivering those services. This includes:
- Guest messaging handled by automated communication tools
- Pricing and availability data processed by dynamic pricing systems
- Task management workflows triggered by booking events
Data processed through automation systems is handled in accordance with this Privacy Policy and the applicable supplemental terms for those services. Clients retain control over the scope of data accessed by automation tools and may request changes at any time.
5. Cookies & Tracking
Our website may use cookies and similar technologies to improve functionality and understand how visitors engage with our content. Cookies help us identify which pages are useful and how our site is navigated.
You may control or disable cookies at any time through your browser settings. Disabling cookies may limit certain website functionality.
6. Data Sharing & Third-Party Services
Host & Flow does not sell, rent, or trade personal information to third parties for marketing or commercial purposes.
We may share limited information with trusted third-party service providers only where necessary to:
- Deliver our services and manage client engagements
- Operate automation systems, integrations, and communication tools
- Securely store and manage submitted data
- Process payments and manage financial transactions
- Comply with legal obligations or lawful requests
- Protect Host & Flow, its clients, or users from misuse, fraud, or security risks
All third-party providers are selected with care and are required to handle data responsibly and in accordance with applicable data protection laws.
7. Email Communications
If you provide your email address, we may contact you regarding:
- Services you have requested or are engaged in
- Resources or guides you have downloaded
- Onboarding, updates, or follow-up communications related to your engagement
- Important changes to our services, terms, or automation workflows
You may opt out of non-essential communications at any time by replying to any email or contacting us directly at info@hostandflowstr.com.
8. Data Storage & Security
Host & Flow takes reasonable and appropriate measures to protect personal information from unauthorised access, misuse, loss, or disclosure. Data is stored on secure platforms, and access is limited to authorised personnel only.
While no system can guarantee absolute security, we continually review and improve our practices to safeguard your information.
9. Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, maintain client records, or comply with legal and operational requirements. When data is no longer required, it is securely deleted or anonymised.
10. Your Rights
You have the right to:
- Request access to the personal information we hold about you
- Request correction of any inaccurate or outdated information
- Request deletion of your personal data (subject to any legal obligations)
- Withdraw consent for data processing, where applicable
- Request a copy of data processed through automation systems on your behalf
To exercise any of these rights, please contact us at info@hostandflowstr.com.
11. Children’s Privacy
Host & Flow does not knowingly collect personal information from individuals under the age of 18. If you believe a child has submitted information through our website or services, please contact us immediately and we will take steps to remove it.
12. International Users
Host & Flow serves clients from multiple countries. By using our website or submitting your information, you acknowledge that your data may be processed and stored in countries where we or our service providers operate. We handle all data in accordance with this Privacy Policy, regardless of location.
13. Policy Updates
This Privacy Policy may be updated from time to time to reflect changes in our services, technology, or legal requirements — including updates related to new automation capabilities. Updated versions will be posted on our website with a revised effective date. We encourage you to review this policy periodically.
14. Contact
For questions or requests related to this Privacy Policy or your personal data, please contact:
Email: info@hostandflowstr.com
Website: hostandflowstr.com