Hotel Sales Assistant for Windows — Privacy Policy

Last updated: September 30, 2026

This policy describes how Hospitality Niche Studios (“HSA,” “we,” “us,” or “our”) handles information when you use the Hotel Sales Assistant Windows application (“HSA”).

Information processed on your device

HSA processes the files and information you choose to use with the application. This may include RFP documents, rate sheets, room-block details, event dates, room counts, rates, application settings, and workbooks or other files HSA creates.

HSA processes this information on your device. HSA does not send your RFP files, workbook contents, settings, or generated files to HSA.

HSA does not access or interact with property-management systems (PMS) or customer-relationship-management systems (CRM).

HSA saves files to folders you select. If you select a folder managed by OneDrive or another cloud-storage service, that service may sync the files according to its own settings and privacy practices. HSA does not control that syncing.

License and device verification

HSA checks whether your license is active and verifies any applicable entitlements, such as access to market comp-set data and online rate fetching. To perform these checks and enforce the license’s device limit, the application sends a license identifier and a unique device identifier to HSA’s licensing service.

The application does not send your name, email address, RFP files, or workbook contents to HSA’s licensing service. HSA does not receive error reports, crash reports, or other diagnostic logs from the application.

HSA uses the license and device identifiers to verify license status, device activation, and entitlements.

Online rate fetching

If your license includes online rate fetching and you use that feature, HSA sends requests to selected online rate sources to retrieve rates. A request may include the hotel and stay dates needed for the lookup. The rate sources or services involved may receive the request information and ordinary technical connection information. Their handling of that information is governed by their own privacy practices.

HSA does not include your RFP files or workbook contents in rate-fetching requests.

Information you provide outside the application

If you contact HSA for support, we receive the information you choose to include in your message. Website trial registration, license administration, subscriptions, and billing are handled through the applicable website and payment services. Those activities are described in our website privacy policy.

Third-party services

Microsoft may process information when you find, acquire, install, update, or use the Microsoft Store version of HSA. Online rate sources may process information when HSA requests rates from them. If you save files in OneDrive or another cloud-storage folder, that provider may process or sync those files. Each provider’s own privacy terms apply to its services.

Storage and retention

Files HSA processes or creates remain in the folders you select unless you or another application moves, syncs, or deletes them.

HSA retains license and device-activation records as needed to verify licenses, enforce device limits, administer entitlements, and provide license support. HSA does not receive or retain application error logs or copies of the RFPs, workbooks, or files processed by the application.

Your choices and privacy requests

You choose which files and folders to open or select in HSA. You can stop using online rate fetching and uninstall HSA through Windows or the Microsoft Store.

For questions or requests about license or device-activation information held by HSA, contact info@hotelsalesassistant.com. We may need to verify a request before responding. Some licensing records may need to be retained while necessary to administer an active license or meet legal obligations.

Security

We use reasonable measures to protect information handled by HSA’s licensing service. No software, device, or method of transmitting information can be guaranteed completely secure. You are responsible for protecting your device and the folders where you keep business documents.

Children

HSA is designed for hotel-sales professionals and is not directed to children.

Changes to this policy

We may update this policy if HSA’s features or information practices change. We will post the current version at this URL and update the date above.

Contact

For privacy questions about the Windows application, contact:

Hospitality Niche Studios
info@hotelsalesassistant.com
https://www.hotelsalesassistant.com/support