Who we are
HostSettle is property-management and owner-settlement software used by property management businesses ("operators") and the property owners they work with. Codesapience, Wakad, Pune 411057, India, provides the HostSettle service.
Each operator decides what data it records about its owners, properties and guests; for that data the operator is the data controller and we process it on the operator's behalf. For your own HostSettle login, we are the controller.
Data we collect
- Account data: email address, password (stored only as a one-way hash), name and phone number.
- Organization data: business name, contact details, country, currency, time zone and your role in the organization.
- Owner data (entered by operators or by owners during onboarding): name, contact details, postal address, PAN and GST numbers, bank name, account holder name, the last four digits of the bank account, and IFSC code. Full bank account numbers are not stored.
- Property data: address, location, type, rooms and capacity.
- Booking data: dates, status, channel, amounts, and guest name, email and phone where the operator records them.
- Calendar imports: if an operator adds a booking channel's calendar link (for example from Airbnb or Booking.com) to a property, HostSettle reads that calendar every few hours and imports reservation dates and reservation identifiers as bookings. Calendars do not contain amounts, and HostSettle does not store guest details from them. The calendar link itself is stored securely, is never shown in full in the app, and is deleted when the operator removes it.
- Financial records: revenue, expenses, agreements, settlements, payments and statements.
- Files you choose to upload, such as agreements and property documents.
- Operational data: cleaning, maintenance and task records, and in-app notifications.
- Activity records: an audit log of important actions (who did what and when) to keep financial records trustworthy.
- Crash and error reports: when the app crashes or hits an error, technical details (error message, app version, device model and operating system) are sent to our error-monitoring provider. These reports do not include your name, email or account identity, and links containing one-time codes are redacted.
We do not use advertising or analytics SDKs, do not track you across other apps or websites, and do not sell personal data.
How we use data
- To provide the service: sign-in, managing properties and bookings, calculating settlements, and producing owner statements.
- To keep accounts and data secure, including separating each organization's data from every other organization's.
- To send service emails such as account confirmation, password reset and Owner Portal invitations.
- To meet legal, tax and accounting obligations.
Who we share data with
- Your organization: members see data according to their role; owners see only their own properties, bookings and financial records.
- Service providers who host and run HostSettle for us: Supabase (database, authentication and file storage), Resend (service emails) and Sentry (crash and error reports). If the optional Market Intelligence feature is turned on for your business, Apify retrieves public Airbnb listing data for it; no personal data from your account is sent to Apify.
- Authorities when required by law.
Data is encrypted in transit (HTTPS). Account and business data is stored in Singapore (Supabase); crash reports are stored in Germany (Sentry, EU).
How long we keep data
Account data is kept while your account exists and is removed when you delete your account. Financial and booking records belong to the operator's organization and are kept for 8 years to meet accounting and tax requirements, even if an individual user deletes their account. We do not currently keep separate database backups; if we start to, this page will say how long backup copies are kept.
Your choices and rights
- Access and correction: update your profile in the app, or ask your operator or us.
- Deletion: delete your account in the app (Settings → Delete account, or Profile → Delete account for owners), or follow the steps on our account deletion page.
- Depending on where you live, you may have further rights under laws such as India's Digital Personal Data Protection Act, 2023 or the GDPR. Contact us to exercise them.
Children
HostSettle is a business tool and is not directed at children under 18.
Contact
Privacy questions or requests: privacy@hostsettle.com. This address is also our grievance contact; you can write to us at Codesapience, Wakad, Pune 411057, India.
We will post changes to this policy on this page and update the effective date.