Draft for review. This text will be reviewed before TableFlow Hotels launches.
Privacy policy · TableFlow Hotels
Last updated: October 1, 2026
Who we are
TableFlow Hotels is made by Zook, a Canadian company that also makes TableFlow for restaurants. This policy explains what we do with personal information on this website and in TableFlow Hotels. Questions: support@tableflowhotels.ca.
Two roles
For hotel staff accounts and for this website, we decide how information is used. For guests of the hotels that use TableFlow Hotels, each hotel decides, and we process the information on its behalf and only to run the service for that hotel.
What we collect
- On this website: the name, email, property name, city, province and room count you give to reserve a launch place, and the IP address the request came from, kept only to prevent abuse and deleted once you confirm or after 7 days.
- Hotel staff: name, email, role, sign-in and security records (including two-step sign-in), and what they change in the system.
- Guests, for the hotel: booking details, contact details, preferences, messages with the hotel, bills, and access needs when the guest shares them.
What we use it for
- To run the service: bookings, bills, messages, sign-in and security.
- To confirm your launch place and write to you about the launch. No newsletter, and we never sell personal information.
- To keep the service safe: preventing abuse, investigating problems, and keeping an audit record.
Who else handles it
We use a small number of service providers to run TableFlow Hotels: hosting (Railway), payments (Stripe, which holds card numbers so we never store them), email delivery, and text messages (Twilio) when a hotel turns texts on. Some of them store information outside Canada, including in the United States. This website loads its headline font from Adobe Fonts, so your browser’s request (including your IP address) reaches Adobe.
Access needs and sensitive information
Access needs a guest shares are shown only to the hotel staff whose job needs them, and every view of the private access note is recorded.
How long we keep it
We keep information while the hotel uses TableFlow Hotels, and as long as the law requires for bills and taxes. A hotel can download or erase a guest’s information on request. Unconfirmed launch-place sign-ups are deleted after 7 days.
Your rights
You can ask to see, correct or delete your personal information, or withdraw your consent. Guests of a hotel should contact that hotel first; we help the hotel answer. Write to support@tableflowhotels.ca.
Quebec
For hotels in Quebec, we support their obligations under Law 25, including access requests and incident reporting.
Changes
If we change this policy, we update the date above and tell hotel owners by email before important changes take effect.