Expected messages, known recipients, limited purpose.

1. Messages we send

• Staff account invitations, authentication and security notices.
• Reservation-related guest actions, such as a requested self check-in link.
• Operational property summaries and task notifications requested by authorised staff.
• Support replies and service-administration messages.
• Legally required service or privacy communications.

Messages are transactional or service-related. Marketing newsletters are not part of the current pilot.

2. How recipients are obtained

Staff recipients are invited by an authorised owner or manager of the same accommodation business. Guest recipients are provided by that accommodation in connection with a real reservation, or entered directly by the guest through a controlled workflow. Support recipients contact us first or are existing customer contacts.

Each accommodation business is responsible for the accuracy and lawful collection of the contact details it enters. KleidiFlow uses them only to provide the instructed service.

3. Consent and preferences

Transactional messages necessary for an account, reservation or requested service are not subscribed marketing. Where an accommodation chooses a communication channel, it must have the appropriate contractual or legal basis and provide its guest notice.

If KleidiFlow introduces marketing later, it will use a separate, optional, specific and affirmative opt-in. It will not use pre-ticked boxes, and every marketing message will provide a simple withdrawal method.

4. Prohibited sending

• Purchased, scraped or third-party lead lists.
• Affiliate promotions, political campaigns or unrelated advertising.
• Messages that disguise the sender or the operational reason for contact.
• Sending on behalf of an unrelated organisation without a verified KleidiFlow property account and legitimate service purpose.
• High-volume campaigns or material changes of use without provider review.

5. Platform controls

Sending is tied to authenticated, tenant-scoped actions. Delivery events are recorded with minimal recipient hints, failures are bounded, and credentials are restricted. We investigate complaints, repeated bounces and suspected abuse, and may suspend a property or message type while reviewing it.

6. Questions or complaints

Contact abuse@kleidiflow.com for an unexpected message, or privacy@kleidiflow.com for a data-protection request. Include the message timestamp and sender address, but do not forward passwords, identity documents or access tokens.

See also our Privacy Policy and Security overview.