Legal
Privacy Policy
How Hospitality Simplified collects, uses and protects personal data.
Last updated: 15 October 2026
1. Who we are
Hospitality Simplified is a trading name of Gaurav Kathuria, trading as Process and Systems Consultant (“Hospitality Simplified”, “we”, “us”, “our”). We provide independent AI, ERP and hospitality systems consultancy to businesses in London, the South East and across the UK.
We are the controller of the personal data described in this policy. Our data privacy manager is Gaurav Kathuria.
- Address: The Old Dairy Offices, Highland Court Farm, Bridge, CT3 5HW
- Email: solutions@hospitalitysimplified.co.uk
- Phone: 01952 910216
- Contact form: hospitalitysimplified.co.uk/contact-us
2. The personal data we collect
When you contact us
Through our enquiry form, live chat, email or phone we collect your name, email address, phone number (optional), business name, type of business, the services you are interested in and the content of your message.
When you become a client or supplier
Contact and business details, contract and billing information, correspondence, meeting notes and project information. Where a project involves your systems or data, we may access personal data that you control (for example staff or guest data). In those cases you remain the controller and we act on your instructions — see section 7.
When you use our website
Technical data such as IP address, browser and device type, and pages visited. Some of this is collected automatically for security and spam protection; analytics data is only collected if you consent (see section 9). Comments are not enabled on this website.
We do not intentionally collect special category data (such as health information). Please do not send us payment card details or sensitive personal information through the website.
3. How and why we use your data
| Purpose | Data used | Lawful basis |
|---|---|---|
| Responding to enquiries and arranging calls | Contact and enquiry details | Legitimate interests (responding to people who contact us) and steps before entering a contract |
| Delivering consultancy and implementation services | Client contact, project and billing data | Performance of a contract |
| Invoicing, accounting and tax records | Billing and transaction data | Legal obligation |
| Keeping the website secure and free of spam | IP address, browser and technical data | Legitimate interests (security) |
| Website analytics (Google Analytics) | Usage data and cookies | Consent |
| Live chat support | Chat messages and contact details | Legitimate interests (responding to your questions) |
| Occasional updates about our services to existing business contacts | Name and business email | Legitimate interests; you can opt out at any time |
We do not sell personal data and we do not make decisions about you based solely on automated processing.
4. Our use of AI
We advise clients on AI and may use AI tools to help prepare analysis, documents and recommendations. We do not enter enquirers’, clients’ or their guests’ and staff’s personal data into public AI tools. Where an engagement involves AI tools processing personal data, we agree this with the client in advance, use business-grade services with appropriate data protection terms, keep the data to the minimum needed and keep a human in charge of decisions.
5. Who we share data with
We use trusted service providers (processors) who handle data on our behalf under contract:
- Hostinger — website hosting
- SMTP2GO — delivery of website form emails
- Microsoft 365 — business email and documents
- Crisp — website live chat
- Cloudflare (Turnstile) — spam and bot protection on our forms
- Google (Analytics, Fonts) — website statistics and web fonts (with consent)
Where you ask about ERP or SAP Business One, we may share your enquiry with our delivery partner IMTS Global Limited so they can help, and we will tell you before we do. We may also share data with professional advisers, or where required by law.
6. International transfers
Some providers (including Google and Cloudflare) may process data in the United States or other countries outside the UK. Where this happens we rely on UK adequacy regulations (including the UK–US data bridge for certified organisations) or the UK International Data Transfer Agreement or Addendum, so that your data receives equivalent protection.
7. When we process data for clients
When we work on a client’s systems — for example configuring an EPOS, booking system or ERP, or piloting an AI tool — the client is the controller of their guests’ and staff’s personal data and we act as a processor. We only use that data on the client’s documented instructions, keep it confidential and secure, and return or delete it at the end of the engagement.
8. How long we keep data
- Enquiries that do not lead to work: up to 24 months, then deleted
- Client and supplier records, including contracts and invoices: six years after the end of the engagement, to meet tax and legal requirements
- Website form submissions are not stored on the website; they are delivered to our business email
- Cookie consent records: as long as required to demonstrate your consent
9. Cookies
We use essential cookies to make the website work and remember your privacy choices. Analytics cookies (Google Analytics) and other optional services are only used if you agree to them in our cookie banner. The banner lists every service, its purpose, provider and cookies.
You can review or change your choices at any time: change my cookie settings. Your consent history: Please provide a `text` attribute in your shortcode!
10. Your rights
Under UK data protection law you have the right to: access your personal data; have inaccurate data corrected; have data erased; restrict or object to processing (including direct marketing); data portability; and withdraw consent at any time where we rely on consent. To exercise any of these rights, email solutions@hospitalitysimplified.co.uk or call 01952 910216. We will respond within one month and there is normally no charge.
11. Security
We protect personal data with appropriate technical and organisational measures, including encrypted (HTTPS) connections, two-factor authentication on administrative accounts, access controls, security monitoring and regular software updates.
12. Complaints
If you have concerns about how we handle your data, please contact us first so we can try to help. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
13. Changes to this policy
We may update this policy from time to time. The latest version is always on this page, with the date it was last updated.