What is the duration of processing for the PMS data under the Atwell Suites agreement?
Atwell_Suites Franchise · 2025 FDDAnswer from 2025 FDD Document
| Subject matter and duration of processing | To provide the services to Hotel as set forth in the Agreement, including but not limited to the operation and maintenance of the PMS Solution, the processing of the PMS Data, and the transfer of PMS Data to IHG. The duration of the processing shall be the Term of the Agreement and any transition period following the end of the Term. |
|---|---|
| Nature and purpose of processing | Those processing activities which are necessary to enable HotelKey to install, configure, operate, and provide the PMS Solution. |
| Categories of Personal Data and Sensitive Data | Names, contact details, dates of birth, nationalities, genders, hotel stay preferences, other preferences, passport and other identification details, payment details, reservation details, dates of stay, signatures, front desk records, housekeeping and maintenance records, group management, reporting, finance, and property settings. Workforce members’ names, contact details, and credentials. |
Source: Item 23 — Receipts (FDD pages 99–486)
What This Means (2025 FDD)
According to the 2025 Atwell Suites Franchise Disclosure Document, the processing of PMS data will last for the term of the agreement with HotelKey, as well as any transition period that follows the end of the agreement's term. PMS Data includes any data or information processed by the PMS Solution or submitted/stored by the Hotel, including personal data regarding guests, their preferences, and hotel operational data. The PMS Solution is the cloud-based property management system provided by HotelKey.
This means that Atwell Suites franchisees must allow HotelKey to process guest and hotel data for the entire duration of their franchise agreement. This processing is essential for HotelKey to provide and maintain the PMS Solution, which is critical for managing the hotel's operations. The agreement also extends beyond the termination of the franchise, including any period necessary for transitioning the property management system.
It is important for prospective franchisees to understand the implications of this data processing agreement. Franchisees should ensure they are comfortable with the types of data being processed, how it is being used, and the security measures in place to protect it. Additionally, franchisees should clarify the length of the transition period post-termination to fully understand the duration of data processing responsibilities. This information is crucial for maintaining compliance with privacy laws and ensuring the protection of guest data.