Privacy policy

Last updated: 15 November 2026

This page explains which data JarviX handles, why, for how long, and what you can ask for. If this version and the Italian version differ, the Italian version applies.

1. Who we are

JarviX is a program for organising work in hotels and companies.

JarviX is provided by Bieno Srl, Corso Mameli 65, Verbania (VB), Italy. VAT number 00429610033.

For any privacy question: jarvixitalia@gmail.com.

2. Whose data it is

There are three cases.

• Hotel Ancora, Verbania. The hotel is run by Bieno Srl. For the data of its guests and of the people who work there, the data controller is Bieno Srl.
• Other companies using JarviX. Each company enters its own data and decides how to use it: the controller is that company (for example the hotel where you stay or work). Bieno Srl stores and processes the data on the company's behalf, following its instructions. The company must give you its own privacy notice.
• Data Bieno Srl needs in order to provide JarviX (names and contacts of client companies, requests you send us, technical security logs): the controller is Bieno Srl.

3. Which data we handle

• People who work in the company: name, role, assigned tasks, work messages; shifts, clock-ins and working hours, if the company uses those modules; payslips, visible only to those who manage payroll; mobile number, if the company enters it. In hotels that use it, the key-card signal shows whether cleaning or maintenance staff are in a room, without the name.
• Hotel guests: booking details, phone, e-mail, notes and preferences, past stays, messages with the hotel, reviews. They come from the hotel's management system and from booking portals.
• Online check-in: personal details, document details, photo of the document and the face cropped from the document. A person at the desk looks at the face to recognise you: JarviX performs no automatic face recognition.
• Allergies and intolerances: only if the guest chooses to tell the hotel. This is health data: the hotel uses it only to serve the guest safely.
• Technical data: what is needed for sign-in and security. Your browser's storage keeps only what is needed to keep you signed in. Notifications arrive only if you turn them on. JarviX uses no advertising cookies and no tools that track browsing.

4. Why we handle it, and on what basis

• To run the program the company has chosen: the contract for your stay or your work, and the company's interest in organising work well.
• For the legal duties on guest registration: the property must check the identity of its guests and report their details to the police (art. 109 of the Italian public security law). These details are mandatory. The photo of the document is used only for this check.
• For legal duties on employment (hours, attendance, payroll).
• For the security of the program (legitimate interest).
• With your consent, where needed: for example notifications on your device.

The data is not sold and is not used for advertising. No decision about you is taken by a program alone.

5. Automatic reading and assisted writing

JarviX uses an artificial intelligence service (Anthropic) in two cases:

• to read the details from the photo of the document during online check-in. The guest reviews and can correct them; the front desk checks them before use. Anyone who prefers can type the details by hand;
• to help staff write or translate texts (for example a reply to a review). A person always reads the text before it is used.

6. Use of Google services

Service e-mails (for example the check-in details sent to the property) are normally sent from an address on the jarvix.it domain. If that fails, JarviX uses Gmail as a fallback, for one purpose only: to send the same e-mail from the mailbox jarvixitalia@gmail.com, which belongs to JarviX. The only permission requested from Google is the permission to send.

• JarviX does not read, change or delete e-mail messages.
• JarviX does not access any other data in the Google account and does not use users' Google accounts.
• Data received from Google is not passed on to others and is not used for advertising.

The use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

7. Who receives the data

• The police, through the Alloggiati Web portal: guest details are sent by the property, as the law requires.
• The company's payroll consultant: working hours.
• The providers that help us deliver the service, only for the service:
  • Supabase: data storage, in a data centre in the European Union (Frankfurt).
  • Railway: the servers the program runs on (United States).
  • Resend: sending of service e-mails (United States).
  • Google: fallback sending of service e-mails.
  • Anthropic: document reading and assisted writing (United States).

For providers based outside the European Union, data is transferred with the safeguards set out in the European regulation: the EU–US adequacy decision for providers that take part in it, or standard contractual clauses. You can ask us which safeguard applies to each provider.

8. For how long

• Photo of the document and face from online check-in: deleted as soon as the property has recognised the guest and has filed the receipt of the police report. In any case no later than two days after departure.
• Details typed during online check-in: deleted within 7 days of the police report, and no later than 30 days after departure. The property keeps the police receipt for as long as the law requires.
• E-mail with the check-in details: it reaches the property, which deletes it within the same time limits as the photos.
• Employment data (hours, attendance, payslips): for as long as the law requires of the company.
• Other data: for as long as needed for the service and for the company's legal duties.

When a company stops using JarviX, its data is deleted.

9. How we protect the data

Each company has a separate database. Each person signs in with their own access and sees only what their role needs. Connections are encrypted. If a data breach occurs, we promptly inform the company concerned and, where the law requires it, the Italian data protection authority and the people involved.

10. Your rights

You can ask to:

• see your data and receive a copy;
• have it corrected or deleted;
• restrict its use, or object to the processing;
• receive it in a commonly used format;
• withdraw a consent you have given.

Contact the company that collected your data, or write to jarvixitalia@gmail.com: if it is not for us to answer, we forward the request to whoever must. We reply within one month. You also have the right to lodge a complaint with the Italian data protection authority, the Garante per la protezione dei dati personali (www.garanteprivacy.it).

11. Minors

JarviX is not meant to be used by minors. The details of guests under 18 are entered by the people travelling with them, only for the property's legal duties.

12. Changes

If this policy changes, the new version is published on this page with the date of the update. For important changes we inform client companies.