What is the duration of processing PMS data for Even Hotels, as defined in the agreement?
Even_Hotels 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 | Those processing activities which are necessary to enable HotelKey to |
| purpose of | install, configure, operate, and provide the PMS Solution. |
| processing | |
| Categories of | Names, contact details, dates of birth, nationalities, genders, hotel stay |
| Personal Data | preferences, other preferences, passport and other identification details, |
| and Sensitive | payment details, reservation details, dates of stay, signatures, front desk |
| Data | records, housekeeping and maintenance records, group management, reporting, finance, and property settings. Workforce members' names, contact details, and credentials. |
| Categories of Data Subjects | Guests, prospective guests, other users of hotel premises, and prospective, existing and former workforce members (employees or contractors). |
Source: Item 23 — RECEIPTS (FDD pages 99–438)
What This Means (2025 FDD)
According to the 2025 Even Hotels Franchise Disclosure Document, the processing of PMS (Property Management System) data will occur for the term of the agreement between the hotel and HotelKey, including any transition period after the agreement ends. This processing is essential for providing services to the hotel, which includes operating and maintaining the PMS solution and transferring PMS data to IHG (InterContinental Hotels Group).
The data processed includes a wide range of personal information from guests, potential guests, and workforce members. This includes names, contact details, dates of birth, nationalities, genders, hotel stay preferences, passport details, payment information, reservation details, dates of stay, signatures, front desk records, housekeeping and maintenance records, and workforce credentials. The processing activities are necessary for HotelKey to install, configure, operate, and provide the PMS solution effectively.
For a prospective Even Hotels franchisee, this means that HotelKey, as the PMS provider, will have access to and process significant amounts of guest and employee data throughout the duration of the franchise agreement. This data processing is crucial for the hotel's operations, but it also carries responsibilities related to data privacy and security. Franchisees should ensure they understand the data protection terms outlined in Attachment 2 of the agreement and implement appropriate security measures to protect the PMS solution and the data it contains. They should also be aware of how IHG uses PMS data, as IHG has rights to use this data for its internal business purposes, improving services, analyzing consumer behavior, and other purposes not prohibited by law.