Overview
This Privacy Policy explains how HMS - Hotel Management System ("HMS", "the app") collects, uses, and protects information when you use the application on Android or Windows.
HMS is designed as an offline-first application. All hotel data — bookings, guests, rooms, expenses — is stored only on your device and is never uploaded to any server or cloud service.
Your hotel data never leaves your device. It is not shared with, sold to, or accessible by Appcentic or any third party.
Data Stored on Your Device
The following data is stored locally in an encrypted SQLite database on your device only:
- Hotel information — hotel name, logo, contact details
- Room data — room numbers, types, pricing
- Booking records — check-in/out dates, room assignments, payment details
- Guest information — names, phone numbers, ID proof photos
- Expense and purchase records
- Staff names and PIN hashes — PINs are stored as bcrypt hashes only, never in plain text
- Business email — used locally for PIN reset OTP only
Data Sent to Appcentic Servers
HMS connects to Appcentic's server (hms.appcentic.com) only for the following limited purposes:
- License activation — your license key and device ID are sent to verify your purchase. No hotel data is sent.
- License validation — periodic check (at most once every 30 days) to confirm your license is active
- PIN reset OTP — a one-time password is sent to your registered email address only when you request a PIN reset. This is triggered manually by you.
No booking data, guest information, or hotel records are ever transmitted to any server.
Permissions Used
- Camera — used to capture guest ID proof documents (Aadhaar, Passport, Driving Licence) during check-in. Photos are stored in a folder on your device only.
- Storage (Read/Write) — used to save PDF invoices and database backups to your device's Downloads folder, and to read backup files during restore.
- Internet — used only for license activation, license validation, and PIN reset OTP as described above.
- Notifications — used for local reminders about pending payments. No data leaves the device.
Third-Party Services
HMS does not use any third-party analytics, advertising, tracking, or crash reporting SDKs. The app does not contain advertisements.
The only external service used is Appcentic's own license server at hms.appcentic.com for license verification as described above.
Data Retention & Deletion
All data is stored on your device. You have full control:
- Uninstalling the app removes all locally stored data
- Backup and restore — you can back up data to a file and restore it manually at any time from Settings
- License data — device registration on Appcentic's server can be removed by contacting us
Children's Privacy
HMS is a business management application intended for hotel owners and staff (adults). It is not directed at children under 13 and does not knowingly collect information from children.
Changes to This Policy
We may update this Privacy Policy when significant changes are made to the app. The latest version is always available at hms.appcentic.com/privacy. Continued use of the app after changes constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or your data, contact us:
Last updated: June 2026