FrontNest Privacy Policy

Last updated: 24 April 2026

1. Overview

FrontNest is hotel operations software used to manage reservations, room inventory, housekeeping, maintenance, finance, reporting, and related hotel workflows.

This Privacy Policy explains how FrontNest collects, uses, stores, protects, and handles personal information through the FrontNest website, apps, and connected services.

This policy is written for business use in Fiji and is intended to reflect:

• the right to privacy and confidentiality of personal information recognised by section 24 of the Constitution of the Republic of Fiji;
• electronic records and communications practices under the Electronic Transactions Act 2008; and
• general consumer transparency expectations under Fiji law.

2. Who This Policy Applies To

This policy applies to:

• hotels, property owners, managers, and staff who use FrontNest;
• guests and other individuals whose information is entered into FrontNest by a hotel customer;
• visitors who contact FrontNest through the website or other inquiry channels.

FrontNest is primarily a business-to-business software service. In many cases, the hotel using FrontNest decides what guest and staff information is entered into the system and why. In those cases, the hotel remains responsible for its own legal obligations to guests, staff, and other data subjects.

3. Information We Collect

Depending on how FrontNest is used, we may collect the following categories of information.

3.1 Hotel Account and Business Information

• hotel name
• business address
• business phone number
• business email address
• subscription and plan details
• billing and payment records
• configuration settings such as business date, timezone, and tax settings

3.2 User and Staff Information

• staff names
• staff roles
• login email addresses
• profile and access details
• activity and accountability records generated from use of the service

3.3 Guest and Operational Data

• guest names
• phone numbers and email addresses
• reservation details
• room assignments
• arrival and departure dates
• housekeeping and maintenance workflow details
• invoices, receipts, payments, refunds, credits, expenses, and related finance records

3.4 Website and Enquiry Information

When someone contacts FrontNest through the website or a contact form, we may collect:

• name
• hotel or business name
• work email address
• phone number
• room count
• message or enquiry details

3.5 Technical and Security Information

We may collect limited technical information needed to operate and secure the service, such as:

• IP address
• device or browser type
• app version
• system logs
• authentication and error records

4. How We Use Information

We use information only for legitimate business and service purposes, including to:

• provide, operate, and improve FrontNest;
• create and manage hotel accounts and subscriptions;
• support reservation, room, housekeeping, maintenance, reporting, and finance workflows;
• authenticate users and enforce access controls;
• provide customer support and respond to enquiries;
• maintain security, monitor misuse, detect errors, and investigate incidents;
• generate invoices, receipts, subscription records, and operational exports;
• comply with applicable legal, regulatory, accounting, and audit requirements.

5. How We Share Information

FrontNest does not sell, rent, or trade personal information or hotel operational data to third parties for their own marketing or unrelated commercial use.

FrontNest also does not disclose customer data to unrelated third parties except where disclosure is reasonably necessary to:

• host, secure, maintain, or support the service through infrastructure or software service providers;
• process payments or subscription administration where applicable;
• comply with a court order, lawful request, legal obligation, or regulatory requirement;
• protect the rights, safety, security, or legal interests of FrontNest, a hotel customer, or another person;
• complete a business restructuring, sale, or transfer of the service, subject to appropriate confidentiality protections.

Where third-party service providers are used, FrontNest expects them to handle information only for service delivery and security purposes, not for their own marketing use.

6. International Storage and Processing

FrontNest may store or process information in Fiji or in other countries where its hosting, infrastructure, security, support, or software service providers operate.

By using FrontNest, the customer acknowledges that data may be transferred, stored, or processed outside Fiji, provided reasonable safeguards and confidentiality measures are used.

7. Confidentiality and Security

FrontNest uses reasonable technical and organisational measures to protect information against unauthorised access, misuse, alteration, disclosure, or loss. These measures may include:

• authentication controls
• access restrictions
• encrypted transmission where supported
• role-based permissions
• audit logs
• controlled infrastructure and backups

No online service can guarantee absolute security. Customers must also protect their own devices, passwords, staff access, and exported files.

8. Data Retention

FrontNest keeps information only for as long as reasonably necessary for:

• active service delivery;
• security and fraud prevention;
• audit history and accountability;
• billing, finance, and tax records;
• legal compliance and dispute handling;
• backup and disaster recovery processes.

When information is no longer reasonably required, FrontNest may delete, anonymise, or de-identify it, subject to technical backup cycles and legal retention obligations.

9. Customer Responsibilities

Because FrontNest is hotel operations software, each hotel customer is responsible for:

• ensuring it has the right to collect and use guest, staff, and company information entered into FrontNest;
• giving its own guests and staff any notices required by law or good practice;
• keeping entered information accurate and up to date;
• managing staff access and device access responsibly;
• handling exported reports, PDFs, and downloaded files securely.

10. Access, Correction, and Requests

A person may request access to or correction of personal information held by FrontNest, subject to identity verification, legal restrictions, security concerns, and the role of the requesting person.

Because FrontNest is usually used by a hotel customer acting in the ordinary course of its business:

• guest and staff requests may need to be directed first to the hotel that entered the information;
• FrontNest may refer a request back to the relevant hotel where appropriate;
• FrontNest may refuse or limit a request where the law allows, where another person’s rights are affected, or where the request is unreasonable, abusive, or technically impractical.

11. Cookies, Sessions, and Similar Technologies

FrontNest may use cookies, tokens, local storage, or similar technologies necessary for:

• login and session management;
• app security;
• preference storage;
• performance and reliability of the service.

FrontNest does not use customer personal data for third-party behavioural advertising.

12. Children’s Information

FrontNest is not directed to children as a public consumer service. However, hotel customers may enter reservation information relating to minors as part of normal guest records. In those cases, the hotel customer is responsible for ensuring it handles that information lawfully and appropriately.

13. Changes to This Policy

FrontNest may update this Privacy Policy from time to time. The latest version will be the one published with the most recent update date. Material changes may be communicated through the website, the app, or other reasonable customer notice channels.

14. Contact

For privacy-related requests or concerns, contact FrontNest using the contact details published on the FrontNest website, customer invoice, or other official FrontNest communication channel.

If you are a guest or staff member of a hotel using FrontNest, you may also need to contact that hotel directly first, because the hotel may be the primary party responsible for the data entered into FrontNest.