Client Portal Privacy Policy

This Privacy Policy outlines how Uniguest (“we”, “our”, “us”) collects, processes and protects your personal data when you use our Client Portal.

As a data processor and data controller we are legally required to provide you with details about who we are, why and how we collect and process your data, and the rights you have regarding your information.

We are committed to safeguarding your privacy and ensuring compliance with the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable data protection laws.

Who are we?

We are Uniguest. Our address is 2926 Kraft Drive, Nashville, TN 37204 United States of America.

You can contact us:

• By post: at the above address
• By email: compliance@uniguest.com
• By phone: 1800 467 1218

We are not required to appoint a data protection officer, so any enquiries about our use of your personal data should be directed to the contact details above.

What information do we collect and process?

When you use our Client Portal, we may collect and process the following personally identifiable information (PII):

• Identity Information: Full name
• Contact Information: Email address, phone number, and business address
• Account Information: Username and associated credentials

The personal data we collect is typically business-related and required to fulfill our contractual obligations to our customers, provide access to our services, and support ongoing operations.

How and why do we collect this information

We collect personal data either directly from you or indirectly through authorized representatives to support the following purposes:

• Performance of a Contract – To provide you with access to the Client Portal and related services, we process your personal data to:
  • Manage your user account and permissions
  • Enable access to service features such as support ticketing, order history, asset management, and invoicing
  • Deliver service communications and notifications relevant to your account
• Customer Support and Relationship Management – We collect your name, email address, and phone number to:
  • Respond to enquiries and troubleshoot issues
  • Communicate status updates on support cases or service requests
  • Facilitate interactions with our customer service team
• Indirect Collection from Authorized Sources:
  • Sales Representatives, when creating contacts as part of a service opportunity
  • Support Agents, during interactions to resolve technical or account-related matters

Data may be collected through:

• Online forms
• Communication via email or phone
• Interactions with our service or sales personnel

We only collect the data necessary for the defined purposes and process it in accordance with regulatory principles of lawfulness, transparency, purpose limitation, and data minimization. Where required, we ensure a valid lawful basis for processing – most commonly, the performance of a contract, our legitimate interests, or your explicit consent.

Sharing of Information

We do not share your information or data with third parties except as described below:

Our Client Portal is hosted by Salesforce, who act as a data processor. All data within the portal is managed in accordance with Salesforce Privacy Statement. For more details on Salesforce’s data protection compliance please visit: Salesforce’s Privacy Information.

We may share your personal data under the following circumstances:

• Within Uniguest’s Corporate Group – Your information may be shared with companies within Uniguest’s corporate group to facilitate service delivery and support. A list of these entities can be found here: Uniguest Legal Trading Entities.
• Regulatory & Legal Compliance – We may disclose information to relevant regulatory, governmental, or law enforcement authorities when required by law.
• International Data Transfers – If data is transferred outside the European Economic Area (EEA), we ensure it is safeguarded using Standard Contractual Clauses or other legally recognized data transfer mechanisms appropriate for the region.

We are committed to ensuring your data is processed securely and in compliance with all applicable data protection laws.

How we store your information

Your data is securely stored on Salesforce servers located in the United States of America.

Backup data is also stored in the USA with Own by Salesforce, with the following retention periods:

• Daily backups are retained for 5 years
• Weekly, monthly, and yearly backups are retained for 10 years
• Other data is retained indefinitely

We retain personal data for as long as necessary to provide our products and services to you and to fulfil our contractual obligations.

Upon termination of a contract, users can be deactivated or anonymized within our systems upon request. While certain identifiers, such as username and email address, may be retained, they are stored solely for the purpose of facilitating potential future service restoration at your request.

You may exercise your right to erasure by submitting a Data Subject Rights (DSR) request to our Compliance Team at compliance@uniguest.com. Upon receipt of a valid request, we will ensure complete and permanent deletion of your personal data from our systems, in accordance with applicable legal and regulatory requirements.

Your rights

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.

If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider.

If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.

You may exercise this right by submitting a Data Subject Rights (DSR) request to our Compliance Team at compliance@uniguest.com. Upon receipt of a valid request, we will ensure complete and permanent deletion of your personal data from our systems, in accordance with applicable legal and regulatory requirements.

You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.

You can exercise your rights by contacting us or by making a request directly within the Client Portal.

Your right to complain

If you have a complaint about our use of your information, please contact us:

By post: 2926 Kraft Drive, Nashville, TN 37204 United States of America

By email: compliance@uniguest.com

By phone: 1800 467 1218

If you are not satisfied with the outcome and wish to proceed further, you have the right to contact the relevant Data Protection Board.

Updates

We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolve. If we want to make use of your personal data in a way that we haven’t previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent.

We will update the date of this document each time it is changed.

Last modified: June 18, 2025