Sub-processors
The service providers that help us run FreeGuides, what personal data each one receives, and where they process it.
We use the providers below under written terms that limit them to processing personal data on our instructions. Where they transfer data out of the EEA or the UK, we rely on the safeguards described in International transfers in our Privacy Notice. We give hotel customers 30 days’ notice before adding a provider that will process their guests’ data.
Providers that process hotel guest data
These act as our sub-processors when we provide guest apps on behalf of a hotel.
| Provider | Purpose | Personal data involved | Location |
|---|---|---|---|
| Google Cloud / Firebase (Auth, Firestore, Storage, Functions, Cloud Messaging, Cloud Run) | Hosting, database, file storage, push notifications | All guest data used by the guest apps | United States; Cloud Run helper service in Belgium (EU) |
| Google Gemini (Google Cloud) | AI receptionist replies; classifying inbound email | Guest chat content | United States / global |
| Google Analytics 4 and BigQuery | Guest app usage analytics (only with consent) | Pseudonymous device ID, usage, approximate location from IP | United States |
| Microsoft Clarity | Heatmaps and session recordings (only with consent) | Device details, IP address, on-screen interactions | United States |
| EmailJS | Ticket, RSVP and cancellation emails | Guest name, email, room number, ticket text | To be confirmed |
| Mews | Property management system integration, at the hotel’s instruction | Reservation details, guest identity and contact details | European Union |
| Cloudbeds | Property management system integration, at the hotel’s instruction | Reservation details, guest identity and contact details | United States |
| Oracle Hospitality (OPERA Cloud) | Property management system integration, at the hotel’s instruction | Reservation details, guest identity and contact details | United States / regional |
| Stripe | Payments for paid guest events | Payer name, email, card details (held by Stripe only) | United States / Ireland |
| Google Maps / Places | Maps and place information | Location coordinates, IP address | United States |
| Open-Meteo | Weather for self-guided tours | Location coordinates only (no identifiers) | Switzerland |
Providers that process FreeGuides’ own data
These process data for which FreeGuides is the controller: website visitors, enquiries, prospects, dashboard users, billing and tour purchases.
| Provider | Purpose | Personal data involved | Location |
|---|---|---|---|
| Vercel | Hosting for freeguides.com, tours.freeguides.com, explore.freeguides.com and internal tools | Visitor IP address and request logs | United States |
| Stripe | Tour purchases; hotel subscriptions and payouts | Buyer email, card details (held by Stripe only), payout account details | United States / Ireland |
| Xero | Accounting | Hotel billing contacts, invoices | New Zealand / Australia / United States |
| Google Workspace (Gmail) | Business email, including prospecting emails and replies | Business contact details, email content | United States |
| Google Firebase (Auth, Firestore) | Hotel dashboard accounts and our customer records | Dashboard user name, email, login identifiers; enquiry and prospect records | United States |
| Google Gemini (Google Cloud) | Researching prospects and drafting business emails | Business contact details, public information about the property | United States / global |
| Serper.dev | Web search during prospect research | Search queries (property names) | To be confirmed |
| Web3Forms | Delivering website contact, demo and quote forms by email | Name, company, email, phone, message, how you reached our site | To be confirmed |
| Google Gemini (Google Cloud) | Eli on What’s On by FreeGuides, which helps visitors plan a stay | What the visitor types, and the city and dates they choose | United States / global |
| Google Tag Manager, Google Analytics 4, Firebase Analytics | Website analytics (only with consent) | Cookie identifiers, IP address, on-site behaviour | United States |
| Meta (Pixel) | Advertising measurement on the hotel dashboard (only with consent) | Cookie identifiers, page events | United States / Ireland |
| Microsoft Clarity | Website heatmaps and session recordings (only with consent) | Device details, IP address, on-screen interactions | United States |
| Sentry | Error monitoring for the hotel dashboard | User ID, browser, error details (email removed) | To be confirmed |
| GitHub, Snyk | Source code hosting and dependency scanning | No customer data | United States |
Event listing platforms
When a hotel publishes an event to Eventbrite, Meta, Meetup or Universe, those platforms receive the event details only. They receive no attendee data from us.
Questions
Hotel customers can ask for our data processing agreement and the transfer safeguards for each provider at privacy@freeguides.com.
See also our Privacy Notice and Cookie Notice.