Welcotel Privacy Policy

About this policy

Welcotel is a property management system used by hotels, villas, eco-lodges, and guest houses to manage reservations, guests, housekeeping, and billing. This policy explains what data Welcotel handles and how we protect it.

Welcotel is developed and operated by Univerz Digital Agency ("Univerz", "we", "us"), Belihuloya, Sri Lanka. We handle personal data in line with Sri Lanka's Personal Data Protection Act, No. 9 of 2022. By using Welcotel, you agree to this policy.

Information we collect

How we use your information

• Provide Welcotel features — reservations, check-in/out, housekeeping, billing, and reports
• Back up and sync your data (cloud setup)
• Provide setup, support, and maintenance
• Fix bugs and improve performance using analytics and crash reports
• Send important service notices, such as updates or security alerts

We do not sell your personal data, and we do not use it for advertising.

Where your data is stored

Welcotel is available as a cloud service or as an installation on your own computer or server.

Cloud: your data is stored on Google Cloud / Firebase servers managed by Univerz. These servers may be located outside Sri Lanka; we only use providers that protect data with industry-standard safeguards.

Installed: your data stays on your own device or server. Univerz can only access it when you give us access for setup, support, or maintenance.

Third-party services

We use a small number of trusted providers to run Welcotel:

• Google Firebase / Google Cloud — hosting, database, and sign-in.
• Google Analytics for Firebase — anonymous usage statistics and crash reports that help us improve the product.

These providers process data on our behalf under their own security and privacy commitments. See Google's Privacy Policy and Firebase Privacy & Security.

When we share information

We only share personal data:

• With the service providers listed above, to run Welcotel
• When required by law, court order, or a government authority
• To protect the rights, safety, or security of our users or Univerz
• With your permission

Data about your customers and guests

Your property decides what guest information is recorded in Welcotel, and is responsible for having a lawful reason to collect it and for informing its guests. Univerz processes guest data only on your instructions and to provide the service — we never use guest data for our own marketing.

How long we keep data

We keep your data while your Welcotel account is active. When you close your account, we delete your cloud data within 90 days unless the law requires us to keep certain records longer (for example, guest registration or tax records). You can ask for a full export of your data before closing.

How we protect your data

Data is encrypted in transit (HTTPS/TLS) and at rest on our cloud providers. Access is protected by accounts, passwords, and role-based permissions, and only authorised Univerz team members can access systems for support. No method of storage is 100% secure, but we work to protect your data and will notify affected users and authorities of a serious data breach as required by law.

Your rights

Under Sri Lankan law, you can ask us to:

• Tell you what personal data we hold about you and give you a copy
• Correct data that is wrong or incomplete
• Delete your data, or stop or limit how we use it
• Withdraw consent you have given us

Email us at teamuniverzlk@gmail.com to make a request. We may need to confirm your identity first.

Children

Welcotel is a business tool and is not intended for use by children under 16. Properties may record details of child guests as part of a booking; that data is handled like all other guest data.

Changes to this policy

We may update this policy as Welcotel changes. We will update the "Last updated" date above and, for important changes, notify you in the product or by email.

Contact us

Univerz Digital Agency
Belihuloya, Sri Lanka
Email: teamuniverzlk@gmail.com
Phone / WhatsApp: +94 77 887 3302