Sundvala privacy policy
Sundvala is an operations app for people who run short-term rental properties and the housekeeping teams who prepare them. It reads booking calendars, turns each departure into a turnover job, and lets a team claim jobs, confirm departures, record faults, low stock and lost property, and attach photos. This page says what personal data that involves, why, where it is kept and for how long, and what you can ask of us.
1. Who is responsible
Sundvala is operated by [legal name of the operating entity, address, country] (“we”). You can reach us about anything on this page at privacy@sundvala.com.
Sundvala is used by teams. Each team is set up by a property operator (the “operator”), who invites their hosts and housekeepers. Two roles follow from that:
- For the data of team members, and for how the service itself is run, we are the controller.
- For data about guests and properties that an operator enters or imports into their team, the operator is the controller and we process that data on their behalf and on their instructions. Requests about guest data go to the operator; we help them answer.
2. Who uses the app, and who does not
Only members of a team use the app. There is no self sign-up: an operator creates a member and hands them a single-use invite code in person or over whatever channel they already use. Guests never install anything and have no account. Sundvala does not message guests.
3. What we process
3.1 Team members
| Data | Why |
|---|---|
| Display name and app language | To show who did what to the rest of the team, and to show the app in your language. |
| Role (admin, host or housekeeper) and property assignments | To decide what you can see and do. Housekeepers see only the properties assigned to them. |
| Sign-in session and the device it was started on | To keep you signed in. Sessions are stored as one-way hashes; the app holds the credential on your device only. |
| Push notification token for your device | To deliver notifications about your jobs. Removed when you sign out, when your invite is re-issued, or when the platform reports the device gone. |
| What you did and when: claims, departures confirmed, jobs prepared, faults, stock flags, lost property, changes to properties and feeds | So the team can see who acted, and so history is never lost. Attribution is kept even after a member leaves. |
| App version and platform on some requests | To know which app versions are in use, in aggregate. |
We store no email address, phone number or password for team members. If your operator needs to contact you, they do so outside the app.
3.2 Guests and stays (entered or imported by the operator)
| Data | Where it comes from |
|---|---|
| Stay dates per property | Imported from the booking platform’s calendar feed (for example Airbnb). The feed carries dates and a status, not the guest’s identity. |
| An optional guest name on a stay | Typed by a host as a note. Housekeepers see only initials, never the full name. |
| Preparation notes for a stay | Typed by a host, for example a request the guest made. |
| Faults noted during a stay, lost-property items after it | Recorded by the team, with a description and optionally the stay they relate to. |
| Photos taken at the property | Taken by the team when a job is finished, when a fault is reported or when an item is found. They document the property and items, not people. |
3.3 Calendar feeds
An operator connects each property’s booking platform calendar by pasting its export link. That link contains the platform’s access token. We store it to fetch the calendar every few minutes, never write to the platform, and never show or log the token.
3.4 Technical data
Our servers keep operational logs of requests for a short time to diagnose problems. Those logs do not record your device’s IP address. Our network provider, Cloudflare, processes IP addresses at its edge to protect the service from abuse, including limiting repeated sign-in attempts. There are no analytics, advertising or tracking libraries in the app.
4. Why we may process this (legal bases)
- Providing the service to the operator and their team: everything in section 3.1 and 3.3 (contract).
- The operator’s legitimate interest in running their properties: section 3.2, on their instructions.
- Security and abuse prevention: section 3.4 (our legitimate interest).
- Notifications are sent only after you allow them on your device, and you can withdraw that in your device settings at any time.
5. Where the data is kept
Everything is stored in the European Union: the service runs on Hetzner servers in Finland, and photos and backups are stored in Cloudflare R2 buckets in the EU jurisdiction. Data is encrypted in transit and at rest by those providers.
Push notifications are delivered by Google (Firebase Cloud Messaging) for Android and by Apple (Apple Push Notification service) for iOS. To deliver them we pass your device token and the notification content to those services. Notification content names the property and the kind of event; it never contains a guest’s name. Google and Apple may process that data outside the EU under their standard contractual clauses.
6. Who else sees it
Your team, according to role and assignment. Our processors: Hetzner (hosting), Cloudflare (network, storage and backups), Google and Apple (push delivery only). Nobody else. Registering interest in the pilot on our website is separate from the app, and section 12 says who handles those answers. We do not sell data, share it for advertising, or use it to train anything.
7. How long we keep it
- Team and property data: for as long as the operator’s team exists. A member who leaves is deactivated, not deleted, so that the history of who did what stays complete.
- Photos: kept as a record of the property’s condition, because they are the evidence an operator relies on in a dispute with a guest or a platform. [state the retention period the operator has chosen, for example 24 months].
- Stays and turnovers: kept as history. Fixed faults are shown in the app for one year.
- Backups: taken every six hours and stored off-site; [state the backup retention period].
- Operational logs: overwritten continuously; a few days at most.
8. Your rights
Under the GDPR and equivalent laws you can ask for access to your data, for it to be corrected or deleted, for its processing to be restricted, for a copy in a portable format, and you can object to processing based on legitimate interest. Team members can write to us directly. Guests should ask the operator of the property they stayed at, who is the controller of their data; we support the operator in answering. You also have the right to complain to your data protection authority.
Some data cannot be deleted while the team exists without breaking the record of who did what; in that case we will explain and restrict it instead.
9. Security
All traffic uses TLS. Sign-in uses single-use invite codes and hashed session credentials; there are no passwords to leak. Access is scoped by role and by property assignment on every request. Backups are verified by actually restoring them.
10. Children
Sundvala is a work tool for adults on a property team. It is not directed at anyone under 16 and we do not knowingly process their data.
11. Changes
When this policy changes, the version and date at the top change with it. Material changes are announced in the app’s release notes.
12. Registering interest in the pilot
The form on sundvala.com lets a team register interest in the free pilot. It is separate from the app: nothing you send through it creates an account or reaches anyone’s team.
| Data | Why |
|---|---|
| Your email address, how many listings you manage, how many people are on your team, where your listings are, your team’s working language, and anything you write in the optional question | To reply to you, and to choose which teams the pilot can serve. There is no name field and nothing else is asked. |
| Your IP address and signals from your browser, seen by Cloudflare Turnstile when you reach and send the form | To check the form is sent by a person and not a bot. We do not record your IP address with your answers. |
Two stages. The short form’s answers are sent as an email to the operator’s mailbox; we keep no database of them. Our reply usually includes a short questionnaire about how your team works, built in Google Forms. Its answers are held in Google’s systems, under Google’s terms, until we delete them.
Legal basis: your consent, given by ticking the box on the form. You can withdraw it at any time by writing to privacy@sundvala.com.
How long: both stages’ answers are deleted when the pilot ends, or sooner when you ask.
Third-party script: the page loads one script from another company, Cloudflare Turnstile, from challenges.cloudflare.com, to check for bots. The website has no analytics, sets no cookies of its own, and loads nothing else from anyone else.