Enterprise-Grade Security for Your Hotel
Encryption, per-property data isolation and a full audit trail as standard — plus the GDPR tools most small-hotel systems leave you to figure out yourself.
How Your Data Is Protected
Specifics, not badges — here is exactly what happens to your hotel's data
GDPR Tools Built In
Answer a guest's access, deletion, correction or portability request from the admin — with the one-month response deadline tracked for you. Consent is recorded with the exact wording and version the guest saw.
Not a spreadsheet and a prayer
Card Data Never Touches Us
Guests enter card details on your payment provider's own hosted checkout, so the card number never reaches Frontdesko. We store the last four digits and a token — enough to reconcile a folio, useless to anyone else.
Stripe and regional gateways
Certified Infrastructure
Frontdesko runs on managed cloud infrastructure from providers who hold SOC 2 Type II and ISO 27001 certifications for the data centres and platforms your data sits on.
Automated backups, replicated storage
Also standard on every plan
Data Protection & Privacy
Your guests' information is protected at every level
Encryption & Storage
🔐 Encryption
- • AES-256 encryption for data at rest
- • Modern TLS for everything in transit
- • Identity-document scans in private storage, reachable only through short-lived signed links
- • Full card numbers never stored — capture happens on your provider's hosted checkout
🗄️ Where your data lives
- • Managed cloud infrastructure from SOC 2 and ISO 27001 certified providers
- • Physical security, redundant power and networking handled at data-centre level
- • Automated backups on replicated storage
- • Your data is yours — export it whenever you want, no lock-in
Access Controls & Monitoring
👤 Identity Management
- • Role-based access — staff see only what their job requires
- • Each property's data isolated from every other property's
- • Configurable idle timeout, so an unattended screen locks itself
- • Guest links are short-lived and scoped to one booking
📊 Visibility
- • Audit trail across reservations, folios and guest records
- • Field-level history: who changed what, from what, and when
- • Staff actions attributed to a named account, never "front desk"
- • Exportable for your own review or a guest's request
Business Continuity & Disaster Recovery
Your hotel operations never stop, and neither do we
Built to stay up
Managed, replicated infrastructure with health monitoring, so a single failed instance does not take your front desk offline.
Automated Backups
Automated backups on replicated storage, plus your own export whenever you want a copy in your hands.
If the worst happens
A documented restore path, and a named contact who will tell you what is happening rather than leaving you refreshing a status page.
Business Continuity Statistics
Advanced Security Features
Comprehensive protection built into every aspect of Frontdesko
🛡️ Threat Protection
- • Enterprise DDoS protection and web application firewall at the edge
- • Rate limiting on public booking and guest endpoints
- • Signed webhooks with per-property secrets
- • Dependencies and platform kept patched
🔐 Authentication & Authorization
- • Password complexity enforcement
- • Token-based sessions with server-side expiry
- • Configurable auto-logout after inactivity, set per property
- • Separate permission sets for admin, manager, front desk, housekeeping and finance
📝 Audit & Compliance
- • Comprehensive audit trail logging
- • Data subject requests tracked against their statutory deadline
- • Retention periods you set per data category, applied automatically
- • Consent recorded with the wording and version the guest saw
- • Record of processing activities you can export for your own file
🌐 Network Security
- • Encrypted communication end to end
- • Database and storage reachable only from the application, never the public internet
- • Secrets held outside the codebase and rotated
- • Per-property API credentials for every channel integration
Guest Privacy & Data Rights
Respecting and protecting your guests' privacy rights
Data Minimization
We only collect and store data necessary for hotel operations, following privacy-by-design principles.
Transparency
Clear privacy notices and consent management for all guest data collection and processing activities.
Guest Rights
Tools to honor guest rights including data access, portability, correction, and deletion requests.
Privacy Compliance Made Simple
What we provide:
- • Data Processing Agreement, available on request
- • Guest consent captured and recorded at the point of collection
- • Data subject requests handled from the admin, deadline tracked
- • Retention periods you set per data category
- • A written record of who processes your data, and where
Your benefits:
- • Reduced compliance overhead
- • Built-in privacy protection
- • Guest trust and confidence
- • Lower regulatory risk
- • Competitive advantage
If Something Goes Wrong
What happens, and how quickly you hear from us
Incident response
If a security incident affects your property's data, you hear it from us — what happened, what data was involved, and what we are doing about it. We aim to tell you within 24 hours of becoming aware, so you have what you need to meet your own obligations as the controller of that data.
We aim to respond within:
🚨 Incident Response Process
- Immediate containment and assessment
- Root cause analysis and impact evaluation
- Remediation and system restoration
- Post-incident review and prevention measures
- Comprehensive incident reporting
Security Training & Resources
📚 Guidance & resources
- • Onboarding walkthrough of roles, permissions and who should see what
- • Practical guidance on handling guest data at the front desk
- • Help setting your retention periods and privacy notice
- • A named contact for privacy and security questions
- • Notice of material changes that affect your data
📖 Security Resources
- • Security best practices guide
- • Compliance checklist and templates
- • Security policy templates
- • Regular security webinars and updates
- • Direct access to security experts
Questions About Security?
Happy to walk through exactly how your guest data is stored, who can reach it, and how we would handle a data request from one of your guests.
🔒 All security discussions are covered under NDA
Frequently asked questions
Does Frontdesko help with GDPR?
Yes — the tooling is built into the product, not bolted on. You can answer a guest's access, deletion, correction or portability request from the admin, with the one-month response deadline tracked for you. Consent is recorded with the wording and version the guest actually saw, retention periods are set per data category, and a Data Processing Agreement is available on request.
How is my hotel's data protected?
Data is encrypted in transit and at rest, and every property's records are isolated from every other property's. Role-based access means staff only see what their job requires, screens lock after a configurable idle period, and changes to reservations, folios and guest records are written to an audit trail showing who changed what and when.
What happens to my data if something fails?
Your data sits on managed, replicated infrastructure with automated backups, so a failed server or disk does not take your reservations with it. You can also export your own data at any time.
Who owns the data in my Frontdesko account?
You do. Your guest, reservation and financial data belongs to your property, and you can export it whenever you choose — no lock-in.
Data Protection in Practice
The tooling behind the policy