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This translation is provided for convenience. In case of any discrepancy, the Dutch version prevails.

StayTips privacy policy

Version 2026-11, 3 November 2026

Who we are

StayTips is established at Oude Apeldoornseweg 45-067, 7333 NR Apeldoorn, Nederland. KvK 72389443, VAT NL002149914B19. You can send privacy questions or requests concerning your data to info@staytips.nl or by post to our address.

StayTips provides digital outings booklets for accommodation. For our own customer administration, invoicing, support and security, we determine why data are needed. We are the data controller for those purposes. Where we process personal data solely on an accommodation provider's instructions, we do so in accordance with our agreements with that provider. The provider remains your point of contact for its own use of those data, and we assist with handling requests.

If you are a manager or contact person

For an enquiry, order or account, we process your name, role, email address, telephone number, business details, billing details, chosen packages and languages, and your authorisations for properties. We also process correspondence and the information you enter in the dashboard.

We use these data to handle enquiries, provide the agreed service, arrange access, offer support and administer payments and invoices. Where an agreement is with you as a natural person, performance of that agreement may be the legal basis. For business contacts, we base necessary relationship management on our legitimate interest in maintaining the business relationship, taking their privacy into account. A legal obligation is the basis for administration required by law.

A profile photo or logo and a visible name may appear in the booklet if the authorised manager adds them for that purpose. Upload only images and details you are entitled to use for that purpose. An email address or telephone number you provide as a public accommodation contact is shown to guests.

If you are a guest

You do not need to create a guest account to view public outings. However, using the website involves processing technical data, such as your IP address, browser details and the pages requested. These may be needed for operation, troubleshooting and preventing misuse.

You use a guest code for protected accommodation information. After successful entry, a secure session remembers that your browser has access to the accommodation concerned. Attempts are limited to prevent misuse of the guest code. The guest code is not a personal guest register.

Your chosen language, saved outings and a record that a guest message has already been displayed may be remembered in your browser. This avoids you having to make the same choices repeatedly. The functionality may be lost if you erase browser data or use another device.

For this necessary operation and security, StayTips processes only the data needed for those purposes, on the basis of its legitimate interest in providing a secure, usable service or, where applicable, on your accommodation provider's instructions. Non-essential processing that requires consent should begin only after you have consented.

Payments and email

We use Mollie for payments. This involves processing the data needed to make a payment and link it to your order. StayTips does not store your full payment card details for this purpose. Mollie explains its own use of personal data in its privacy policy: https://www.mollie.com/privacy.

We use Google Workspace for correspondence and outgoing email, with info@staytips.nl as our contact address. Google processes the sender, recipient, message content and attachments, among other things. The website is connected through a Google integration for this purpose; your own Google password is not disclosed to StayTips.

An order message, invoice or account message forms part of the service and does not constitute a newsletter subscription. Commercial mailings require an applicable legal basis and include an unsubscribe option. An account or enquiry does not automatically give consent to all advertising. Unsubscribing from advertising does not stop necessary messages about your order or account.

Automated systems and translations

StayTips may use assistance from Anthropic (Claude) to translate texts. Only the selected translation text is submitted through a business integration. This does not give Anthropic direct access to your accommodation's administration, accounts, invoices or mailbox. No decisions are made on this basis that independently produce legal effects for you.

Before submission, we replace data the system recognises as accommodation details or personal data with temporary placeholders. Recognisable email addresses, telephone numbers, account numbers and links containing an access key are also protected. The original values remain with StayTips and are restored locally after the translation is received. If the final check still finds a recognised item, the task is blocked. There is no fallback that sends the unmodified text anyway.

This check does not recognise every possible item of personal data. An unknown name or other detail that you enter in free text may go unnoticed and consequently appear in the submitted text. Therefore, do not include guest names, medical information or other personal or confidential details in texts you have translated. If in doubt, use a text without those details or a manual translation. Public place names and regions may form part of a translation text.

StayTips does not submit complete PDF files or images to an external translation service to extract their contents. Text extracted locally from a document or entered by you may be submitted only as selected translation text and is then subject to the checks described above. Check the text and translation before releasing them to guests through the available publication steps.

Under Anthropic's terms, data from the business integration are not used for model training by default, unless separate consent has been given. Inputs and outputs are normally deleted within 30 days. The currently configured model has a 30-day retention period for safety purposes. Anthropic may retain data longer where legally required or when investigating misuse. We do not promise that this provider retains no data at all.

More information: https://privacy.claude.com/en/articles/7996866-how-long-do-you-store-my-organization-s-data and https://privacy.claude.com/en/articles/7996885-how-do-you-use-personal-data-in-model-training and https://privacy.claude.com/en/articles/15425996-data-retention-practices-for-covered-models.

Fonts

The website's fonts are served from the StayTips server. No connection to Google Fonts is needed to load them.

Cookies and storage on your device

StayTips uses necessary cookies and browser storage for login, guest access, security and your choices. We do not use these data to create an advertising profile at your accommodation.

The guest cookie st_guest stores a secure session token for access to protected accommodation information. Its configured validity is between one and thirty days, depending on the accommodation. The st_device cookie is used to limit repeated incorrect access attempts and lasts one year.

For an order, a cookie whose name starts with st_ord_ may remember the option to resume that order. The resume link and this access expire after 30 days, counted from creation of the order or, after payment, from payment. Logging in may still provide access to your own order and invoices afterwards. Managers also need the usual WordPress login and preference cookies.

The guest page may remember your language choice, saved outings and the record that a guest message has been viewed in your browser. Storage for a browser session disappears at the end of that session; local browser storage remains until replaced or erased. A test message in the demo is displayed temporarily on that page only and is not sent to other guests.

You can erase cookies and local storage through your browser. You may then need to log in again, enter your guest code or reset your preferences. A cookie expiring or being erased does not automatically mean all related server records have been deleted.

How long we retain data

We retain personal data no longer than necessary for the purpose for which they were collected, unless a legal obligation or specific legal necessity requires longer retention.

Invoices and related tax records are generally retained for seven years. Records covered by the Union scheme or Import scheme of the One Stop Shop are subject to a statutory ten-year retention obligation. Where another mandatory period applies, we follow that period.

We retain data about a current subscription, its associated access and correspondence for as long as needed to provide the service and handle questions or disputes. After termination, we assess which data are still needed. Invoices and evidence of accepted terms are treated separately from guest information, photos and documents no longer needed.

Temporary sessions, access attempts, background tasks and delivery records are intended for operation, monitoring and security. We delete or anonymise them through our management process once they are no longer needed. An active security block or a specific investigation may justify retaining the necessary data for longer. Automatic cleanup of temporary server records is not currently enabled. The expiry of a session or resume link therefore does not promise that all underlying records are erased at that same moment. An erasure request is assessed separately and may be carried out manually.

Hosting backups are retained for 30 days and are intended for recovery after a fault or incident. Deletion from the working website therefore does not mean the data immediately disappear from every earlier backup. Those copies cease to be available when the recovery period ends. If an older backup is restored, earlier deletions must be reapplied where necessary. Backups are not used as an ordinary contact database or for advertising.

For the retention period of inputs and outputs at Anthropic, please refer to Automated systems and translations. Email correspondence in Google Workspace is assessed separately for its necessity for contact, support, administration and any statutory retention obligations.

Your rights

You can ask which personal data we process about you and request rectification, erasure, restriction or portability where you are entitled to these rights. You may also object to processing based on legitimate interests. Where we rely on consent, you may withdraw it. Withdrawal does not affect the lawfulness of processing before withdrawal.

Send your request to info@staytips.nl. We generally respond within one month. If the law permits an extension, we inform you in good time. If necessary, we ask for additional information to establish your identity carefully; do not send a complete copy of an identity document without being asked.

Does your request concern data we process solely on your accommodation provider's behalf? We then coordinate its handling with that provider. You can also complain to the Autoriteit Persoonsgegevens or another competent data protection supervisory authority.

Security and changes

We use access controls, defined account permissions and secure connections. Protected accommodation information and invoices must not be visible to other accommodations or shared through a public cache. No internet service can guarantee absolute security. Report a suspected security issue to info@staytips.nl.

When changes occur, we update this policy and state the date of the new version. We inform those concerned of significant changes in an appropriate way.

Privacy policy, version 2026-11, recorded on 2026-11-04. SHA-256: 48a0db3ee480b975d1394d00b9816cfc3717b2888e3ddc6c4f57053f06f2969a