Effective Date: 11 June 2026
Last Updated: 7 October 2026
VortexStay respects your privacy and is committed to protecting personal information entrusted to us.
This Privacy Policy explains how VortexStay collects, uses, stores, protects, and may disclose personal information when you use our website, applications, hotel management systems, booking services, APIs, and related Services.
By using VortexStay, you acknowledge that you have read and understood this Privacy Policy.
VortexStay is a technology platform designed to support hotel management, accommodation reservations, customer services, reception operations, and related hospitality activities.
For privacy-related questions, contact:
VortexStay
Company Name: Vortexstay Company Limited
Address: Dar Es Salaam, Tanzania
Email: help@vortexstay.co.tz
Phone: 0765112200
Depending on how you use VortexStay, we may collect the following categories of information.
This may include:
When a Customer makes a reservation, we may collect:
For Hotels and Hotel Staff, we may collect:
Where necessary and legally permitted or required, a Hotel may collect identification information for check-in, registration, security, legal, or regulatory purposes.
This may include information from documents such as passports, national identification documents, or other legally accepted identification.
Users should only provide identification information through approved VortexStay functionality or directly to the relevant Hotel where required.
Where payments are supported, payment-related information may be processed through payment service providers.
Depending on the payment method, VortexStay may receive information such as:
Complete payment-card information may be processed directly by the relevant payment provider rather than stored by VortexStay.
When you use VortexStay, we may automatically collect technical information such as:
VortexStay may use location-related information where a feature requires it, such as hotel discovery, mapping, navigation, or location-based services.
Where device-level location permission is required, the relevant permission will be requested through the device or application.
Users may control location permissions through their device settings where supported.
VortexStay Agents are independent registered sales representatives who register Hotels on the platform and earn commission for doing so. An Agent's core identity information — full name, verified phone number, region, district, photograph, and verification status — is sourced from and remains authoritative in the external Vortex Agent Registry operated at artificialintelligence.tz. VortexStay does not independently collect or verify this identity information; it is retrieved from the Registry only after a Super Administrator reviews and authorizes the Agent.
VortexStay separately stores the minimum information needed to operate an Agent's account:
An Agent's access is limited strictly to their own linked Hotels and their own commission records. An Agent cannot see another Agent's Hotels, commission, or payout information, and cannot see individual Guests' personal or payment information beyond what is necessary to register a Hotel's manager account.
We may use personal information to:
Where applicable, personal information may be processed based on:
Where consent is required, users may have the right to withdraw consent, subject to legal and operational limitations.
We do not sell personal information simply because you use VortexStay.
We may share information where reasonably necessary with:
Booking and guest information may be shared with the relevant Hotel to fulfill a reservation and provide accommodation services.
Payment information may be shared with authorized payment providers to process transactions.
When an Agent registers a Hotel, the Hotel's name, phone, address, and manager contact details entered during that registration are naturally visible to the registering Agent. VortexStay separately shares an Agent's Vortex ID with the external Agent Registry (artificialintelligence.tz) solely to verify that Agent's identity and authorization status — the Registry does not receive Guest, booking, or Hotel financial information.
We may use trusted third-party providers for:
These providers may process information only as necessary to provide their services, subject to applicable contractual and legal requirements.
We may disclose information when required or permitted by applicable law, court order, lawful government request, or to protect the rights, safety, security, and property of VortexStay, our Users, Hotels, or others.
VortexStay uses reasonable technical and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.
Security measures may include:
However, no internet-based system can be guaranteed to be completely secure.
Users are responsible for keeping their passwords and authentication credentials confidential.
VortexStay personnel should not request your password through ordinary communication channels.
If you believe your account has been compromised, you should immediately change your password and contact VortexStay support.
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:
Retention periods may vary depending on the type of information and applicable legal requirements.
VortexStay may use cookies and similar technologies to:
Where required by applicable law, VortexStay will provide appropriate choices or notices regarding non-essential cookies and similar technologies.
We may send service-related communications such as:
Where legally required, promotional communications will be subject to applicable consent and opt-out requirements.
Depending on applicable law, you may have rights relating to your personal information, including the right to:
Requests may be subject to identity verification and applicable legal limitations.
Users may request closure of their VortexStay account.
You can submit a deletion request at any time on our account deletion page.
Upon receiving a valid request, VortexStay may delete or anonymize information that is no longer legally or operationally required.
Certain information may need to be retained for legal, accounting, security, fraud prevention, dispute resolution, or other legitimate purposes.
Hotel Owners and authorized Staff may access customer information necessary to manage reservations and provide accommodation services.
Hotels are responsible for:
VortexStay may provide role-based access controls to limit information according to user responsibilities.
Agents are limited to their own registered Hotels and commission records, and cannot access another Agent's Hotels, another Agent's commission or payout information, or Guest personal or payment information beyond what is needed to register a Hotel's manager account.
VortexStay is not intended to knowingly collect unnecessary personal information from children.
Where accommodation or booking services involve children, information should be provided by an authorized parent, guardian, or other legally authorized person where required.
Depending on the infrastructure and service providers used by VortexStay, personal information may be processed or stored in countries outside the country where the information was originally collected.
Where required, VortexStay will take appropriate steps to ensure such processing is conducted in accordance with applicable data protection requirements.
VortexStay may contain links or integrations to third-party services.
Third-party websites and services have their own privacy practices.
VortexStay is not responsible for the privacy practices of independent third parties.
Users should review the privacy policies of third-party services before providing information to them.
If VortexStay becomes aware of a personal data security incident, we will take reasonable steps to investigate, contain, mitigate, and address the incident.
Where notification is legally required, VortexStay will notify the appropriate parties or authorities within the applicable legal requirements.
If VortexStay undergoes a merger, acquisition, restructuring, sale of assets, financing, or similar business transaction, personal information may be transferred as part of that transaction, subject to applicable law and appropriate privacy protections.
We may update this Privacy Policy from time to time to reflect:
The updated version will include a revised “Last Updated” date.
Where required, significant changes may be communicated through the Platform or other appropriate channels.
For privacy questions, data access requests, correction requests, deletion requests, or other privacy concerns, contact:
VortexStay Privacy Team
Company Name: Vortexstay Company Limited
Address: Dar Es Salaam, Tanzania
Email: help@vortexstay.co.tz
Phone: 0765112200
Website: https://vortexstay.co.tz
When submitting a privacy request, you may be required to provide sufficient information to verify your identity.
By using VortexStay, you acknowledge that you have read and understood this Privacy Policy.
Last Updated: 7 October 2026
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