Privacy Policy

Last updated: October 23, 2026

This Privacy Policy explains how HMS Flow collects, uses and protects your data when you use our website and services.

Information We Collect

• Contact information: the name, email, phone and property details you share when filling in a form.
• Usage data: page views, browser type and anonymous analytics.
• Cookies: small data files used to improve your experience.

How We Use Information

We use your data to respond to your requests, improve our services, keep the platform secure and meet our legal obligations. We do not sell your data to third parties.

Cookies

Our website uses cookies for essential functionality and analytics. You can disable cookies in your browser settings, although some features may not work correctly if you do.

Data Security

Your data is transmitted over encrypted connections (SSL), stored on secure servers and backed up regularly. We apply technical and organisational measures to protect it against unauthorised access.

HMS Flow for ChatGPT

If you connect HMS Flow to ChatGPT, you sign in on our connector page (mcp.hmsflow.com) with your HMS Hotel Software username, password and hotel code. These credentials are used only to link you to HMS and to run the instructions you give in ChatGPT; they are never shown to ChatGPT or OpenAI.

• Data processed: your own property's reservation, guest (name, contact details, stay dates, balance), room, housekeeping, payment and report data, fetched from HMS on your behalf and returned to ChatGPT only as the answer to your request. National ID, passport and identity document numbers are never sent to ChatGPT. Actions that create, change or delete data run only after you confirm them in ChatGPT.
• Retention: the connector stores no hotel data; each request is processed in memory and discarded. Your login details are not kept in a database; they travel inside encrypted tokens held by ChatGPT (access token 1 hour, refresh token 30 days).
• Recipients: HMS Hotel Software (app.hms.gen.tr) as the data source, and OpenAI as the operator of ChatGPT, which receives the answers to your requests under its own privacy policy. Your data is not shared with or sold to anyone else.
• Your controls: remove the HMS Flow connection in your ChatGPT settings to revoke access at any time; changing your HMS password also invalidates existing tokens. For access, correction or deletion requests, contact info@hmsflow.com.

Your Rights

Depending on your location, you may have the right to access, correct or delete your personal data, restrict or object to its processing, and request data portability. To exercise these rights, contact us at info@hmsflow.com.

Contact

For any questions about our privacy practices, reach us at info@hmsflow.com.