Privacy policy

Who we are

EcoPulseIQ provides sustainability assessment and certification-readiness software for hotels. We are the data controller for the personal data described below. For any privacy question, contact us at privacy@ecopulseiq.com.

What we collect

• Account data — your email address and, if you provide it, your name and role.
• Property profile — hotel name, room count, star rating, region, postcode, building age, tenure and facilities.
• Assessment answers — your responses to the sustainability questionnaire, and the scores computed from them.
• Evidence documents — files you upload, such as policies, utility bills, training records, waste reports and supplier declarations. These may incidentally contain personal data, so please redact anything you do not need to share.
• Consumption data — electricity, gas, water and waste figures, whether entered manually or extracted from bills you upload.
• Technical data — authentication session data, and error reports when something goes wrong.

Why we process it, and our lawful basis

• To provide the platform — performance of our contract with you.
• To run the free diagnostic and follow up on it — our legitimate interest in offering and marketing our service. You can opt out at any time.
• To keep the service secure and working — our legitimate interest in operating a reliable, secure platform.

AI processing

We use Google Gemini to read uploaded documents and to write plain-language explanations of results we have already calculated. Two things are always true: no AI system ever calculates or alters your sustainability score, which is produced by a deterministic rules engine; and no value extracted by AI is stored as fact until a person at your hotel has confirmed it. Your data is not used to train third-party models.

Who we share it with

We do not sell your data. We use a small number of sub-processors to run the service: Supabase (database, authentication and file storage), Google (Gemini document processing), and an error-reporting provider. Each is bound by a data-processing agreement.

Where your data is stored

Our database and file storage are currently hosted in the Asia Pacific (Singapore) region. Transfers outside the UK are covered by the UK International Data Transfer Addendum and appropriate safeguards. We are migrating to a United Kingdom (London) region; this page will be updated to reflect that as soon as the migration has completed and been verified.

How long we keep it

We keep your assessment history and evidence for as long as your account is active, because certification schemes expect a continuous record of improvement. If you close your account we delete your data within 90 days, unless we are required to keep it longer by law. You can request earlier deletion at any time.

Cookies and similar technologies

We use strictly necessary cookies and browser storage to keep you signed in, keep your session secure and remember your settings. Optional analytics and marketing storage is off unless you choose to allow it. Our Cookie Policy lists what we use and how to change your choices at any time.

Your rights

Under UK GDPR you have the right to access your data, correct it, delete it, receive a portable copy, restrict or object to our processing of it, and withdraw consent where consent is the basis. Email privacy@ecopulseiq.com and we will respond within one month. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.